TERMS OF REFERENCE (ToR) for the Selection of

CIVIL SOCIETY ORGANIZATIONS (CSOs) FOR

“IMPROVING COMPLIANCE, TRANSPARENCY ANDACCOUNTABILITY

OF PUBLIC SCHOOLS”UNDER

"OUR EDUCATION" (HAMRO SHIKSHYA) PROJECT

1.0Project Background:

In Nepal, educationis thebiggestpublicservice deliverysector,which comprisesabout14-15% oftheoverall publicspending, representing around 4%oftheGDP.In addition,many I/NGOsalsoinvestasignificantamountintheeducationsectordirectly.A recent WorldBankreport has highlightedthat, although Nepalhasmadesignificant gainsin the schoolingsectorintermsof access,equity andcompletionduringthepastdecade,thereremainnumerous governanceandaccountability challenges, includingchronicproblems ofinternalcontrolsystem,duplicationinscholarships, irregularitiesrelatingtoconstructionworks, excesspaymentof teachersalaries, misuseoffundsoftextbooks, middaymeals,etc..

Someof the specific problems noticed in education sector in general and in public schools in particular are, among others, as follows, e.g.:

  • Highlevelofcorruptionreportedintheeducationsector,especially intheTerairegion:It has been estimated thatover Rs. onebillionfrompublic funds aremisappropriatedannually underexpenditureheadingsofsalary, textbooksandothercostsfor “ghost”(absentee)schools, “ghost” teachers, school improvement funds, scholarshipsmeant for disadvantaged groups, mid-day mealschemesetc..
  • Weak mechanisms to monitor and advocate for transparency in and accountability of schools: Public schools are obliged to: a) form wellfunctioning School Management Committees (SMCs),Parent-Teacher Associations (PTAs), Child Clubs etc., b) develop and implement School Improvement Plan(SIP) and c) conduct Social Audits. But, in view of the ineffective functioning of the monitoring mechanisms in schools and incomprehensive oversight done by the District Education Offices (DEOs), the level of irregularities is getting higher.
  • Weak understanding and engagement of educationstakeholders inschoolgovernance: Key education stakeholders including the SMC, PTA, Head Teacher and teachers, Child Clubs, and Communities lack clear understanding about their roles and responsibilities, and also lack adequate capacities todeliver desired results. As a result, they cannot always contribute to improvement in school governance; namely in getting community participate in social audit, preparation of SIP, etc..
  • High level of politicization in schools: The education sector in last few years has become increasingly politicized manifested by at times unhealthy disturbances inSMC elections. ; often turning into hotbed for violence and political confrontations. As a result, getting community participate in important activities such as social audits, preparation of SIPs remains a big challenge thereby weakening the foundation for school governing structures such as SMC, PTA, etc..

2.0Project Objectives:

Communityschools - representing almost84% ofallschoolsinNepal - have not fared good despitetheGovernment'sinsistence on infusing senseofownership and responsibilitytothecommunitythroughSMCs,PTAs, Child Clubs etc.. But the situation is yet far from getting improved.

With a view, therefore, to improvethegovernance andaccountability in the public schools, the European Commission (EC) has,under the lot "CSOsasactorsingovernanceandaccountabilityatlocallevel withspecialfocusontheeducationsectorin Nepal", awarded, in April 2016, a project titled "Our Education” (Hamro Shikshya): Strengthening Civil Society Organizations (CSOs) Role in Governance Accountability of Nepal's Education Sector" to a Consortium with Search for Common Ground (SFCG) as the 'Lead' Partner and GoGo Foundation and National Education Campaign (NCE) - Nepal as Partners.

The project'soverallobjective istostrengthenCSO'sroleingovernanceandaccountabilityof Nepal'seducationsectorat the locallevel. Besides, it has one specific objective as ‘tobuildthecapacityoflocalCSOsandschoolgoverningbodies(e.g. SMCs, PTAs, HTs) toapplysocialaccountability (SA)toolsto improvecompliance,transparencyandaccountabilityofpublicschools’.

Theproject is being implemented in three pre-selected Terai districts of Dhanusha, Mahottari and Siraha and will cover, in total, 42 Secondary Schools: 16 in Dhanusha and 13 each in Mahottari and Siraha districts respectively. It is being managed centrally from Kathmandu with the project implementation activities being carried out through its: a) Regional Unit in Dhanusha district and b) District Units in Mahottari and Siraha districts respectively.

3.0Project Approach:

Nepal'spublic schoolsystem faces considerablechallengesin terms ofeffectivelymanagingthe schools andaccounting foritsresources. But it is assumed that quality services, transparency and accountability by service providers (e.g. the SMC, PTA, Head Teachers, Teachers, DEO and Resource Person, etc.) can only be assured when the 'demand'side (e.g. the Parents, Students and Community members, etc.) is made 'aware' of: a) existingrightsandentitlements,b) theirownrolesandresponsibilitiesin creatingfavorable environmentforboth teaching and learning and c) make them participatetogether with the 'supply' side inthe processesandeventsaimed at strengtheningtheschool governance system.

However, evidence from around the world suggests that it's not as simple as presumed and it also does not happen so easily without the intervention of intermediary organizations like the Civil Society Organizations (CSOs), Youth Clubs and other Non-state Actors. Overthe last many years CSOs have been playing an ever important role in promotingtransparencyandaccountability ofpublic servicedelivery.This approach through which the ordinary citizens or 'service receivers' participate directly or indirectly in exactingaccountability from public agencies for those services which they are mandated to deliver by lawis popularly called Social accountability. Theycancontributeinensuringthatpublicresourcesareusedeffectivelyandefficientlyas perpeople'saspirationsandneeds.

Overthelastfewyears the CSOs andother non- stateactors have been employing an array of SA toolsfor the purpose. The Government of Nepal (GoN) has adopted few like Citizen Charter, Public Hearing, Community Score Card, etc. andhas even legislated "Social Audit" making it mandatory to be applied in public schools.

Against this background, theproject intends tobuildthecapacity ofa selected number ofCSOswith the required skillsand competence anddevelop them into acritical masscompetent and responsibletoapplytheSAtools.

GoGo Foundation willorganizetrainingfor60selected local CSO stafffromthethree districtsto groom them asSAfacilitators. They will be trainedon four most commonly used, and deemed appropriate for project's purposes, SA tools,specifically: 1) Budget Tracking Survey (BTS), 2) Community Score Card (CSC), 3) Social Audit (SA) / Public Hearing (PH) and 4) Public Audit (PA).

4.0Mapping and Selection of CSOs:

The selection of CSOs shall be done on the basis of a Mapping exercise of potential CSOs in all three project districts with the purpose of short-listing 30 (thirty) CSOs: 10 (ten) per each district, will be undertaken.Under the ‘mapping’, the aspiring CSOs shall be required to submit application by diligently filling-in a format providing to-the-point answers on the check-list. The selection shall be done in two stages:

1) In the first stage:the applications received in all three districts will be scrutinized by a team comprising: a) Regional Project Coordinator, GoGo/Hamro Shikshya, Dhanusha district - Convener, b) 3 Program Facilitators from three project districts – Members, c) Representative, NCE-Nepal, Dhanusha district - Member, d) Representative, SFCG, Dhanusha district – Member and e) Sr. Admin. / Finance Asst., GoGo/Hamro Shikshya – Member Secretary. Each member of the team shall give his/her score independently from each other in a format developed specifically for the purpose. The Convener shall then send the compiled list of CSOs, ranked as per the total score they have received in the process, to the Center for the final selection of 30 CSOs.

2) In stage two: the list sent from the field shall be further scrutinized by a team comprising: a) Project Director, GoGo/Hamro Shikshya - Convener, b) Project Coordinator, Search/Hamro Shishya – Member and c) Project Coordinator, NCE-Nepal/Hamro Shikshya – Member, against the check-list developed for the purpose. The list finalized by this team shall be the ‘final’ list of CSOs with which GoGo Foundation will work further on training in SA tools.

The selection of 30 CSOs shall then be followed by intensive training by GoGo Foundation on various SA tools and their application customized to school governance. It is envisaged to train a total of 60 personnel (@ 2 participants from each of 30 selected CSOs) in order to prepare a 'critical mass' of people trained and having knowledge and skill in SA tools and their application.

Based on the rigorous evaluation during training and other criteria developed jointly by the project partners, a total of 9 CSOs (@ 3 per each district) for providing ‘Seed Grants’ for practicing SA tools in project schools and beyond.

NB: Please note that preference will be given to CSOs operating in the VDCs or in nearby VDCs where the project-selected Public Schools are located. These VDCs in each project district are as follows:

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"OUR EDUCATION" (HAMRO SHIKSHYA) PROJECT
PROJECT SELECTED SCHOOLS, PROGRAM VILLAGE DEVELOPMENT COMMITTEES (VDCs) AND
RESOURCE CENTERS (RCs) COVERING PROGRAM VDCs
Project Schools / Program VDCs / Resource Centers
DHANUSHA DISTRICT
1. Shree Rajeswor Nidhi Higher Sec. School. Nagarain / 1. Nagarain / Shree Rajeswor Nidhi Higher Sec. School, Nagarain
2. Shree Girija Higher Sec. School, Phulgama / 2. Phulgama
3. Shree Baidyanath Deo Narayan Janata Higher Sec. School. / 3. Tulsiyahi Jabdi
4. Shree Janata Sec. School. / 4. Deopura
5. Shree Rastrya Sec. School, Rupaithbelhi / 5. Rupaithbelhi
6. Shree K.S.H. S.B. Higher Sec. School, Khajuri Mahuwa. / 6. Khajuri / Shree K.S.H. S.B. Higher Sec. School, Khajuri Mahuwa.
7. Shree Janata Higher Sec. School, Mangarah, Isworwada. / 7. Mangaraha
8. Shree High School, Thadhi. / 8. Thadhi
9. Shree Shankar Secondary School, Banajhula. / 9. Banarjhula
10. Shree Janata Higher Sec. School, Giddhabalapati / 10. Belapati / Shree Giddh Higher Sec. School, Giddha, Belapati
11. Shree Biltu Bauku Higher Sec. School, Madan. / 11. Madan
12. Shree Pragatishil Sec. School, Hathmunda. / 12. Hathmunda
13. Shree High School. / 13. Tedhamod/Hairne VDC
14. Shree Saraswotin High School. / 14.Thila Sabaila
15. Shree Janta Ikai Higher Sec. School, Yadukoha. / 15. Yadukohaa
16. Shree Higher Sec. School, Dhabauli / 16. Dhabauli
MAHOTTARI DISTRICT
1. Janta Higher Secondary School Banauta / 1. Banauta / Janta Higher Secondary School Banauta
2. Janta Rashtriya Secondary School Dhamaura / 2. Dhamaura
3. Maithali Balav Ma Vi Padaul / 3. Padaul
4. Shree Ma Vi Badiya / 4. Badiya
5. Yog Kumar Higher Secondary School Balwa / 5. Balwa
6. Saryug Munsif ma Vi Sarpallo / 6. Sarpalo
Project Schools / Program VDCs / Resource Centers
7. Higher Secondary School Sitapur Bhangha / 7. Sitapur Bhangha / Kishori janta Ma Vi Hariharpur Harinmari
8. Ramvati Jagdev Higher Secondary School Bagda / 8. Bagda
9. Kishori janta Ma Vi Hariharpur Harinmari / 9. Harinmari
10. Sarvjanik Ma Vi Bhimgadh Hariharpur Harimari / 10. Harinmari
11. Higher Secondary School Khutta Pipradhi -4 / 11. Khuttapiparadhi
12. Rastriya Ma Vi Pipradhi / 12. Khuttapiparadhi
13. Bhairukhi Janta Higher Secondary School Loharpatti / 13. Loharpatti
SIRAHA DISTRICT
1. Shree Janta Higher Sec. School, Jijhaul / 1. Jijhaul / Shree Janta Higher Sec. School, Jijhaul
2. Janta Higher Sec. School, Bariyarpati / 2. Bariyarpati
3. Janta Higher Sec. School, Bariyarpati / 3. Bariyarpati
4.Janta Higher Sec. School, Khokasi / 4. Janakinagar
5. Secondary School, Sanaitha / 5. Sanaitha / Sanaitha Secondary School.
6. Secondary School, Hakpara / 6. Hakpara
7. Sundari Janta Higher Secondary School, Aaurihi / 7. Aaurihi
8. Cha. Higher Seco. School, Siraha / 8. Siraha Municipality / Cha. Higher Seco. School, Siraha
9. La. S. Sec. School, Madaar
10. Bra. Jha. Janta Hither Seco. School, Madar
11. Higher Sec. School, Bhaluwahi
12. Sa. Na. Higher Sec. School, Sarsar.
13. Bi. Cha.Shrestha. Secondary School, Belha.

5.0Selection Criteria, Check-list and Scoring of Applicant CSOs:

Criteria / Check-list / To be filled-in only by the
Applicant - CSO Staff / To be scored only by the
Project Personnel
(in a scale from 1 to 10)
Poor
(1-3) / Good
(4-7) / Very Good
(8-10)
Name of CSO: ______/ Contact Person: ______
Address: ______
Contact Details: ______
Part I: Internal Governance
1.1When established? (in which year)
1.2Organization type? (Family – based? Membership – based? Members' name list with position)
1.3Registration with District Administration Office?
(Registration / Renewal Certificate for FY 073/74)
1.4Affiliation with Social Welfare Council?
(Affiliation / Renewal Certificate for FY 073/74)
1.5Registered in PAN? (Registration Certificate)
1.6Tax Exemption secured from GoN?
1.7Bank Account details?
1.8Audit of Fiscal Year 072/73?
1.9Membership in Network? (Name of Network)
1.10Governing Board? (its Composition)
1.11Administrative and Financial Manuals and Guidelines?
1.12Annual General Meeting (when was it last held?
Part II: Physical Assets
2.1Office Space (Own Premise? Rented Premise? Shared Premise? Premise provided for free use?)
a)if rented, what is the monthly rate?
b)what are the approx. costs / month for Utilities?
a)
b)
2.2Equipment and Services
  • No. of Computers?
  • No. of Printers / Photocopiers / Scanners?
  • Telephone (Land line / Mobile sets)?
  • Internet?
  • Motorbikes / Cycles?

Part III: Financial position
3.1Source of Income? (please indicate the approximate amount per each calendar year)
  • Membership dues? (@ amount / month)
  • Donations from domestic or foreign sources?
  • Endowments?
  • Support under Corporate Social Responsibility from any company?
  • Project-based funding from any donor agency?
  • Savings from earlier years?
  • Grants from Local Authorities? (VDC / Municipality / DDC)

3.2What is the Organization's policy on Institutional Support Cost? (lump sum amount per month? / % charged on the total cost?)
Part IV: Professional / Administrative Staff
4.1Chief Operating Officer / Administrator / Manager
(Full time / Part time / Honorary)
4.2Finance Officer (Full time / Part time / Honorary)
4.3IT Person
4.4Program Assistant / Secretary
Part V: Professional Experience of CSO (in last 5 years). - Please do not mention projects older than 5 years; they will not be counted -
5.1Projects handled in Education Sector?
  • Client
  • Nature,
  • Duration,
  • Total budget,
  • Submitted Final Report?

5.2Projects handled in Governance Sector?
  • Client
  • Nature,
  • Duration,
  • Total budget,
  • Submitted Final Report?

5.3Projects handled with the application of Social Accountability Tools?
  • Client
  • Nature,
  • Duration,
  • Total budget,
  • Submitted Final Report?

5.4Projects handled with Seed Grants component?
  • Client
  • Nature,
  • Duration,
  • Total budget,
  • Submitted Final Report?

Part VI: Vision of the CSO management for next 5 - 10 years
6.1on Organization’s Development / Growth
(Please write short note of not more than two paragraphs)
6.2on Institutional / Organizational Sustainability
(Please write short note of not more than three paragraphs)
6.3on Financial Sustainability
(Please write short note of not more than three paragraphs)
Part VII: Any additional information CSO management would like to add
7.1 Final Report of any one Project? (completed in last 5 yrs)
7.2 Letter of Appreciation received from any Client (including GoN)? (not older than from 5 yrs ago)

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6.0Seed Grants for SA Tools Application:

The final selected 9 (nine) CSOs: 3 (three) per each district shall be provided ‘Seed Grants’ to enable them to practice/apply selected SA tools in project schools.Although the choice of tools to be applied in each of the schools will be determined in course of project implementation, it is estimated that theCommunity Score Card (CSC) and Social Audit / Public Hearing will be applied in around 30 schools and Budget Tracking Survey will be carried out in around 15 schools. In some schools the tools might be applied in combination..

A proper contract will be signed with each of the 9 (nine) selected CSOs for 'Seed Grant' support of up to EUR 1,700 (exchange rate 1 EUR = NRs 112.) per CSO.In its continued effort at further enhancing the capacities in the application of SA tools, GoGo Foundation shall organizeaone-dayfollow-upcoaching- at a time deemed most appropriate - for all 9 (nine) selected CSOs having received ‘seed grants’.Thefollow upwillensure thatthe CSOshaveproperly understoodtheSAtoolsandthat they areequipped to apply them in a professionally correct way.

Similarly, it is expected that the CSOs having received training – but having not been selected to receive ‘seed grants’ from the project – will continue practicing SA Tools as the opportunities to do so will occur with funding from other sources. GoGo Foundation will endeavor to providing technical support to such CSOs in whatever way possible.

7.0How to Apply?:

As a first step in the ‘mapping’, a simple advertisement calling for the applications from CSOs shall be placed in a leading newspaper in all three project districts. The advertisement shall also be widely disseminated through other outlets like public notice boards and other places frequented by CSOs. A detailed ‘Call for Proposal’ / Terms of Reference (ToR) shall be posted in the website of GoGo Foundation( for reference and necessary perusal. All the applicants shall be asked to submit their application by email directly to .

The applicants must endeavor to fill-in diligently the format given under 5. above of this ToR with every information asked for in detail with attachments as referred in the application. Incomplete or inaccurate or unverifiable information will lead to automatic ‘disqualification’. Telephone enquiries will not be entertained and ‘influence peddling’ will lead to automatic disqualification.

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