TOTAL QUALITY MANAGEMENT

SUBMITTED TO:

SUBMITTED BY:

SIDRA MALIK (10-arid-1363)

Sundas Shahid (10-arid-1365)

BEACONHOUSE SCHOOL SYSTEM

INTRODUCTION

The Beaconhouse group has over 246,000 fulltime students in nine countries and is possibly the largest school network of its kind in the world. Established in November 1975 as the Les Anges Montessori Academy with 19 toddlers, Beaconhouse has since grown into an international network of private schools, imparting distinctive and meaningful learning to students all the way from birth – through its partnership in Pakistan with Gymboree Play & Music – to post-graduation, through the Beaconhouse National University in Lahore.

Of these students, some 100,000 study at the group’s flagship network, the Beaconhouse School System, in Pakistan as well as overseas, while the remaining are largely enrolled at The Educators, a parallel school network operated by the group with over 146,000 students.

The Beaconhouse of today is thus much more than just a stand-alone school. Through distinct and independent divisions in the UK, Malaysia, Indonesia, Thailand, the Philippines, Oman, UAE, Pakistan and Bangladesh, it caters to the education and training needs of a large and diverse group of individuals of varying ages, socio-economic backgrounds, and nationalities, with its activities also extending beyond education in some countries.

Beaconhouse has always laid tremendous emphasis on the development of human capital. From its initial association in the 1980s with The Moray House Institute of Education in Scotland to its more recent teaching training links with the University of Bradford and MARJON, Beaconhouse has institutionalised in-service teacher training like no other school.

So, with rigorous standards that demand up-to-date teaching skills and a range of challenging programmes, the Beaconhouse School System brings success within the reach of every student.

CERTIFIED EXCELLENCE

In yet another impressive triumph, the education designing, development and delivery processes of Beaconhouse have been certified under the prestigious ISO 9001:2008 standard, a monumental milestone.

The certificate of registration is accredited by such esteemed bodies as TÜV Austria, ESYD Greece, International Accreditation Forum (IAF) Canada, and the Pakistan National Accreditation Services (PNAC).

Special mention must be made of the efforts of the Beaconhouse Systems & Audit and Academics Departments, along with significant contributions from the HR Department, Admin Department and other associated departments. This certification has brought Beaconhouse international recognition as an accredited, standard-compliant system and is a testament to the organisation`s firm commitment to excellence

QUALITY MANAGEMENT SYSTEM MANUAL

CLAUSE 4: QUALITY MANAGEMENT SYSTEM

4.1 General Requirements

Beaconhouse School System has defined, documented, and deployed a quality management system that is designed to enhance customer satisfaction through the fulfillment of customer requirements. The system is comprised of a series of process-based methodologies that are designed to ensure that the system is deployed, maintained, and continually improved in accordance with the requirements of ISO 9001:2008.

The SOM has been designed in a fashion that makes its understanding and implementation easier at Schools. For this purpose, the Manual has been categorized in following Sections;

Admissions, Transfers & Withdrawals Student Management HR Policies and Procedures Finance & Accounts Assets & Related Records Reporting and Administrative Matters Information Technology

Moreover Polices pertaining to different functional and administrative areas are categorized under relevant Sections as described above. This manual is applicable on all Schools of the Company.

1. Admission Transfer and Withdrawal

a) Admissions

There is no hard and fast rule as to the period when registrations will be invited. As a general practice, majority of the registrations are completed during the period starting from the month of January to month of May. In special circumstances where only a limited number of students are

to be enrolled registrations may be opened for certain period of time. Admission is subject to availability of seats and candidates’ clearance of admission test/interview. The registration fee shall be received in accordance with the rates, approved by the Head of Administration (HA). Branch Accountant or Official Authorized by BH shall collect cash from parents/students intending to get admissions and shall issue Registration Receipt (RR) as acknowledgement of cash received. Branch management shall ensure that parents acquaint themselves with the criteria and procedure for admissions. Parents should be given reasonable opportunity to carefully read and understand Company’s policies relevant to students/parents e.g. rules pertinent to admission, payment of fee, transfer, withdrawals, security deposits, School Discipline Policy etc. The fees are payable in advance on a two monthly basis, through the specified bank. In view of constant inflationary pressures, the fees are subject to review from time to time. Class teacher shall enter the name of student in “Students Attendance Register’ immediately after his/her joining.

b) Transfer of Student

DOMESTIC

Beaconhouse offers inter-city transfer facility. A student is eligible to apply for inter-city transfer, provided that:

He / she has completed twelve months or one academic year, at the Branch from which he / she is seeking transfer. In case of period less than twelve months, transfer shall be affected with special approval of RH on case to case basis.

He / she has cleared all his / her dues in the Branch he / she is studying and from which he / she is seeking transfer, and

If a student qualifies for inter-city transfer no admission fee will be charged by the Branch to which the student has been transferred, the security deposit amount will not be refunded in student transfer cases but will be transferred, as a standard procedure, to the Branch to which the student is being transferred.

A student even eligible for inter-city transfer shall only qualify for the same, subject to availability of vacancy in the requested Branch. The decision of the relevant Regional Office will be final in this regard.

INTRA-CITY TRANSFERS

No Transfer facility to any other Beaconhouse campus within the same city is offered. In special circumstance, respective Regional Head may allow the transfer on case to case basis.

TRANSFER PROCEDURE

TRANSFER OF STUDENTS-INTERNATIONAL

Beaconhouse offers international transfer facility to all its students. A student is eligible to apply for international transfer, provided that:

He/she has cleared all his/her dues in the branch he/she is studying and from which he/she is seeking transfer.

If the above condition is satisfactorily met then:

The security deposit fee will be refunded. No admission fee will be charged by the Branch to which the student has been

transferred. The student will have to pay the security deposit according to the policy of the BSS School

at the new location where he/she is being transferred. All other fees including tuition fee, miscellaneous other fee etc. will be charged as per the

policies of the school to which the student is being transferred.

c) Withdrawal

Withdrawal of student means when the students leave the school. There could be a number of reasons for withdrawal such as:

1. Shifting to another city2. Due to financial problem3. Not accommodated in Metric / Cambridge4. Due to conveyance problem5. Due to ill health6. Expulsion7. Completed schooling8. Detained / Detained twice9. Nonpayment of fee / prolonged absence10. Migrated to another country11. joined another school12. Any other reason. .

Reasons numbered 6, 7, 8 and 9 are those in case of which the school withdraws the student where as in the case of remaining reasons parents withdraw the student.

Refund Procedure In Case of Withdrawal

Withdrawal order will be issued in each case of withdrawal whether withdrawal by school or by parents, for whatever reason, even in the case of students completing education. The format of withdrawal order is attached

There will be 4 (four) copies of the withdrawal order: Parents copy Student file Office copy Regional Office copy

The withdrawal orders will be serially maintained. Each Branch will have its own serial. The Regional office copy of the withdrawal order will be supported by the security refund

form. The format of security refund form is attached There will be one copy of the security refund form (Regional Office Copy). If for any reason a student is withdrawn by the school the security refund form will be

prepared by the Branch Accounts office and submitted to the Regional Office for adjustment or payment.

Once the fee exemption/concession form and the security refund form are approved by the Regional Manager Accounts, payment voucher and cheque will be prepared at the Regional Office.

A crossed cheque will be prepared in the favour of the parent/guardian as the case may be unless the student security has been adjusted.

Entry of the refund will be made in the student security register maintained by the student security module.

The Regional Office will file withdrawal orders serially Branch wise. The cheque will be dispatched through courier at the address provided on the forms.

If the entire student security has been adjusted thus rendering the student security payable nil then the student security refund form/fee exemption form stating the calculation will be dispatched to the applicant for their information and to avoid unnecessary confusion.

The courier’s receipts will be attached in support of the fee exemption / concession form or the security refund form as the case may be.

RE-ADMISSION After Withdrawal

Where a withdrawn student applies for re-admission within 30 days of withdrawal, no admission fee will be charged, however:

If the student security has not been refunded then the withdrawal will be canceled and no adjustment if any will be carried out of the student security the case will be treated as if no withdrawal ever took place.

If the student security refund has been processed and paid to the student then the student will be required to pay any outstanding dues and the student security at current applicable rates.

Where a withdrawn student applies for re-admission after 30 days of withdrawal, the admission will be treated as new admission at current applicable rates of Security, Admission, and Tuition Fee etc. However, RH may exempt Admission Fee subject to clearance of all outstanding dues at the time of withdrawal. Such an exemption, if any, shall only be granted once during a student’s academic career with Beaconhouse.

2. Student Management

a) School Discipline & Behavior Management

Students are the primary focus of BSS Schools, in partnership with parents and community. In this context, School Discipline & Behavior Management Policy is developed:

To provide a safe, positive and caring environment, To foster a clear understanding within the school working towards;

a. Improving relationship between staff, children and parents.b. Appropriate school values and attitudes.c. Alleviating aggressive/anti-social attitudes.d. Developing awareness of students’ and BSS Management’s roles in discipline and

behavior management. To create a clear philosophy and approach within school towards discipline and behavioral

issues, To set out Management’s expectations and the parameters defining consequences of

students’ negative behavior, To establish a forum for counseling related to behavioral issue.

This Policy shall be applicable on activities conducted by students enrolled and attending any of the BSS Schools at primary, middle, secondary (inclusive of ‘O’ level) and ‘A’ level;

While on school premises, While on school-owned and operated school buses or on chartered buses, During school-sponsored activities, and While away from school grounds if such conduct would directly affect the reputation,

management and efficiency of the school

CODE OF DISCIPLINE

The BSS has developed a code of discipline based on the values of courtesy, cooperation, consideration and the development of self-discipline in behavior and work habits.

The BSS code of discipline will be in effect

During school hours While walking to and from school While students are being transported on school buses During recess and pack up time while on school property At events being held before and after school timing During field trips, athletic events, overnight excursions under the school’s supervision.

The BSS will ensure that each teacher be trained thoroughly in classroom management. They will learn and develop strategies to create a positive environment in which students know how to behave.The BSS expects that parents will share the responsibility with the school in helping students develop attitude and values that will remain with them throughout their lives, enabling them to be lifelong learners and productive citizens.

b) Scholarships and Fee Concessions

SCHOLARSHIP

Guidelines regarding scholarship & fee concessions shall be issued by Head of Administration on yearly basis. It would be responsibility of all Branch Heads to obtain and comply with the requirements of said guidelines in order to award scholarships & fee concessions. Scholarship will be awarded for one academic year beginning on the first day of August. However, a student may win merit scholarship again in subsequent years as long as performance level is maintained. Financial Aid scholarships can be given for a maximum period of three consecutive years but reviewed each year. All scholarships awarded for a year will expire on July 31 of that particular year. Merit Scholarships will be recommended school head and approved by the School Group Head. Eligibility criteria are as follows:

Student has been in the system for at least three years. He/she is not availing any other fee concession in the system.

He/she has obtained at-least an A grade for the academic category and C grade for the other two categories (co-curricular and sports). Co-curricular and sports scholarship are a part of merit scholarship allocation.

He/she has not had a severe disciplinary action taken against him/her in the last three academic years

AMOUNT OF MERIT SCHOLARSHIP

All merits scholarships are 25% of existing fee with the following exception.

One merit scholarship of 50% may be given in a three plus section stream, with average student strength of 25 per section, to the top most student of all sections of a class scoring an aggregate of 90% or above.

If a student is continuously placed at the top of all sections (minimum three) his/her class level even after the third year he/she can be given 50% merit scholarship. In such a case the student placed second in all of a class may also be given 25% merit scholarship

The award process that the school/SGO/RO/HO needs to follow is given below:-

School to complete the applicable form(s) in all respects and attach copies of supporting documents. Incomplete forms and forms without required supporting documents should be returned.

School Committee to recommend Merit or Financial Aid and forward it to the School Group Head for approval/further action. School Head to ensure compliance of criteria.

Regional Manager Accounts to reflect the approvals in fee challans. For all recommendations received by June 30 of a particular year, School Group Heads to

advise the schools of their approval by July 31 of that year. Schools to write a letter to all the recipients of merit scholarships, preferably before they

receive their fee challans for August September.

Fee Concession for Employees

Following is the Fee Concession policy for BSS staff in Beaconhouse schools only.

Particular Tuition fee(exempt) Admission fee(exempt)

Security deposits(exempt)

1st child 100% 100% 100%

2nd child 50% 100% 100%

3rd child 50% 50% 100%

Where Husband and Wife both are confirmed employee

1st child 100% 100% 100%

2nd child 100% 100% 100%

3rd child 100% 50% 100%For A levels students

BSS students Concession of PKR 2,000 per month

100% 50%

Non BSS students Concession of PKR 2,000 per month

50% 50%

Office cadre staff

1st child 100% 100% 100%

3. HR Policies and Procedures

a) Code of Conduct

This document defines the Code of Conduct for employees and outlines the procedures to be followed in case the Code is violated. If any employee is reported for violating the Code of Conduct, whether through an act, in writing or verbally at any of the premises under Beaconhouse administration, an inquiry will be instigated to determine that a violation has in fact taken place. In case a violation is reported to school administration by the parent/guardian of a student (e.g. corporal punishment), the Branch Head should immediately arrange a meeting or convey the message to the concerned parent regarding initiation of the inquiry process along-with the expected timeframe. Procedure for conducting the inquiry has been described follow

REPORTING OF VIOLATION

Any case of violation of the Code of Conduct will be reported to:

The Branch Head in case of Schools The SG Head for School Group Office (SGO) The Regional Head for Regional Office (RO) Head of HR in case of Head Office (HO)

INITIAL INQUIRY

If an incident of breach of the Code of Conduct is reported, an informal inquiry will be initiated. The inquiry will take place where the incident had occurred and was reported e.g., Branch, SGO, RO or HO. This Level-1 Inquiry Committee (IC-1) shall issue the report within three (03) working days after the date on which instance was first reported.

FORMAL INVESTIGATION (LEVEL – 2 INQUIRY)

If the initial inquiry results (with reasonable confidence) that in fact a violation has been committed, a second more formal investigation may be instigated In case a more formal investigation is necessary the Level-2 Inquiry

Committee (IC-2) will be constituted. The said committee shall issue the report within five working days of the date when the case was forwarded by IC-1. Members of this committee shall include:

For Violations at School:

The concerned Branch Head To be nominated by the concerned Regional Head from RO To be nominated by the concerned Regional Head from RO or SGO, preferably on the

basis of consensus between the employee and the other members of IC-2

For Violations at Regional Office and Head Office:

The concerned Line Manager Regional Head (for SGO and RO cases) or Head of HR (for HO cases) A person who is neither from HR nor the concerned department. This individual will be

selected on the basis of consensus between the employee and the other members of IC-2.On completion of the inquiry a report will be submitted to the concerned Regional Head or Head of HR. The final decision will be made by the Chief Executive in light of the findings of the inquiry report and the recommendations given by the concerned Regional Head or Head HR.

b) Conflict of Interest

The employees of the Company and others, acting on Company’s behalf, engage in a wide range of activities including but not limited to traditional academic activities, teachers and students exchange program, foreign trips, procurement of goods and services, construction, renovation and maintenance activities and investment of funds.

Conflict of interest occurs when an employee or immediate family member receives personal financial benefit from the employee’s position in the Company. The Company recognizes that employees may take part in legitimate financial, business, charitable and other activities outside their job in the Company, but any potential conflict of interest raised by those activities shall be disclosed promptly to the Management. For the purpose of this Policy, personal interest of employee shall mean the personal interest of the employee or any of his/her family members or dependents.

PURPOSE & OBJECTIVE

The purpose of this Policy is:

To highlight and illustrate potential conflict situations, some of which are not obvious. To set out which activities can be managed (and how they can be managed)

Objective of this Policy is to avoid, if not possible then to minimize, the effect of the situations where a potential conflict of interest arises as a result of an activity in which the Company is directly or indirectly a party.

PROCEDURE FOR DISCLOSURE OF CONFLICT OF INTEREST

The responsibility to disclose actual, potential or perceived conflict lies on employees of the Company. When in doubt, the employees shall disclose an interest in advance to their Head of department. Conflict of Interest Disclosure Form shall be filled and signed by the concerned employee. The same shall be submitted to the Head of HR/CEO for approval. If an actual or perceived conflict of interest comes to the attention of a Head of Department and/or if a Head of Department is concerned that a member of the staff of the department is not abiding by this policy, the matter shall be referred to Head of HR/CEO for appropriate action. Failure to disclose a matter which later comes to the Management’s attention as an actual, potential or perceived conflict of interest will be subject to thorough investigation as a serious disciplinary offence.

c) Working Hours & Employee Attendance

WORKING HOURS

School staff shall report for duty in Branches as per the following table:

Positions Daily times

Principals & Heads 30 minutes Before School Starts

90 minutes After School Ends

Coordinators, Senior Masters & Mistresses

30 minutes Before School Start

60 minutes After School Ends

Teachers on duty 30 minutes Before School Starts

30 minutes After School Ends

Other teaching staff 15 minutes Before School Starts

15 minutes After School Ends

Other Administrative & Office Staff

8 working hrs (Work times determined by RO)

Junior Staff 8 working hrs (Work times determined by RO)

Security Supervisor 9 working hrs (Work times determined by DA)

ATTENDANCE

Employees are expected to report to work as scheduled and on time. Employees shall mark their attendance on biometric devices (online attendance) installed in offices. For the purpose of salary calculation and deductions, attendance marked and late arrivals shall be calculated from 21st of a month to 20th of next month. Employees are advised to check their attendance on BEAMS Online Attendance Module regularly to get any errors rectified (attendance not marked etc)Late arrival in a single day shall be treated on following basis

Late Minutes(single day)

Resulting Impact

01 to 60 Included in accumulation

61 to 120 Short leave (0.25 casual)121 to 240 Half leave (0.50 casual)241 onwards Full day (casual)

d) Leave Policy & Related Rules

The leave cycle of one year shall commence with the beginning of the financial year i.e. 1st July. All employees of the Company are entitled to leave in accordance with the various provisions as outlined in the relevant sections. Leave for employees joining the organization during the year shall be calculated as follows:

If an employee joins the Company on or before the 15th of any month, then that month shall be included in the calculation of entitlement.

If an employee joins after the 15th of a particular month then that month shall not be included when calculating leave entitlement.

All leave applications shall be submitted for approval through BEAMS or in writing as the situation warrants. Off days or gazette holidays falling in between leave periods (sandwiched) shall be counted as part of that leave. For example, if leave is applied for on a Friday and Monday, then Saturday and Sunday will be included in the leave.

Any leave or absence that exceeds the available balance or is taken without approval shall be treated as leave without pay.

An employee who does not apply for an extension to his/ her leave and who does not report for duty within 15 days of the expiry of approved leave, shall be deemed to have resigned with effect from the first day after the expiry of his/ her approved leave. Any dues shall be paid in accordance with the relevant Company policy.

LEAVE ENTITLEMENT

For permanent employees

Type of

Leave

Leave EntitlementExecutive &

Administrative Staff

Teaching staff Junior &

Office staffAnnual 20 days N/A 20 daysCasual 15 days 05 days 10 days

Medical 10 days 05 days 10 daysHaj 15 days 15 days 15 days

Maternity 45 days 45 days 45 daysLong/ Study 3 to 12 months 3 to 12 months 3 to 12 months

For probationers

All rules mentioned for permanent employees shall also be applicable to employees on probation. Entitlement of leave shall be determined proportionately on a monthly basis.

LEAVE APPLICATION PROCEDURE

All employees are required to inform their line manager/department Headin advance or at the latest within the initial hours of the day in question if they need to take casual or medical leave. On resuming duty, employees shall submit their leave application through BEAMS to their approving authority.

The approving authority, at their discretion and in the interests of the Company, may approve or decline the application as business exigencies dictate.

In the event that an employee is not registered on BEAMS, he/ she shall submit a written leave application to the relevant authority for approval. The approved copy of the application shall be forwarded to the HR department for their record.

If a retrospective leave application is declined, it will be treated as leave without pay.

LEAVE ENCASHMENT

For the purpose of leave encashment, the calculation shall be based on the Gross Pay drawn in the month of June of the previous financial year. The following categories of leave may be encashed as per the specified terms:

Casual Leave

Un-availed casual leave balance shall be admissible for encashment as follows:

For all employees, except teaching staff: up to half of the entitlement after the end of the financial year.

For teaching staff: the total balance

Annual Leave

The un-availed accumulated balance of annual leave up to a maximum of 30 days in addition to leaves proportionately accumulated for current year shall be encashed at the time of final settlement or may be adjusted against the notice period at the time of severance of the contract of employment.

e) Recruitment & Selection – School Based Positions

Competence based recruitment & selection would be the criteria to appoint employees at various positions within the Organization. The minimum age limit for employment within the Organization is 18 years. Applicants must establish a National Identity Card, without which any kind of employment offer will not be made. Recruitment shall be made by the Appointing Authority only against sanctioned strength, on

the basis of required skill set and competencies. All new positions, other than those arising as a result of expansion, will be approved by the CEO on New Position Approval Form

4. Finance & Accounts

This section include the each branch operational budget and BANK, CASH & PAYMENT PROCESS

a) Operational Budget

To meet routine expenses Operational Budget is provided to every Branch on monthly basis. These budgeted funds are deposited in Branch’s Imprest bank account. Expenses incurred during a month are submitted to Regional Office as adjustment (Imprest).

Branch Accountant is responsible for recording all receipts, payments and relevant entries in the module on daily basis after obtaining approval from the Branch Head.

Branch Accountant shall also keep/maintain all the relevant record e.g. vouchers, bank reconciliation statements and quotations etc for major expenditure etc.

Branch Head shall make sure that all expenses should be for the purpose of Company’s business and in accordance with the Company’s policies and procedures. Branch Purchase Committee and certain analytical reports in the Module e.g. Imprest Budget Variance Statement shall provide support to Branch Head in this regard.

Any over expenditure in Operational Budget shall be approved by the Competent Authority as prescribed in “Limits of Financial Authority”.

b) Bank

The Board of Directors of the Company will designate banks with which all banking transactions will be conducted and the Board may at its discretion add to, or delete from or vary the list of designated banks.

The bank accounts of the Company will be operated by officials authorized by the Board of Directors as per policy “Limits of Financial Authority”.

All bank accounts opened will be in the name of ESL Branch imprest account. There will be joint operation of the bank accounts of the Company.

Payments for more than PKR 10,000 in particular and all other payments in general should be made through crossed cheques marked “Payee Account Only”. Exceptions may however be made for cheques to be issued for replenishment of petty cash/utility bills.

Only one cheque book for each bank account will be used at a time. Use of two or more cheque books simultaneously for a single bank account must not be allowed.

Spoiled cheques will be cancelled and retained for inspection. The cheque books must always be kept under lock and key.

All bank payments shall be made after obtaining approval from the Branch Head on Bank Payment Vouchers. All vouchers for banking transactions (receipts/payments) will be filed serially along with appropriate supporting documents in accordance with the Company’s policy.

5. Assets & Related Records

This section include their management of fixed assets

Categories of Fixed Assets

Tangible Fixed assets have been classified into following broad categories:

Land Building on Freehold land Building on Leasehold land Furniture & Fixtures Vehicles Computer Equipment Office Equipment Educational Equipment Ground Equipment Sports Equipment Library Books

Purchase of Assets

Financial Limit Approving Authority

Upto Rs. 50,000 School Group Head

Upto Rs. 5,000,000 Regional Head

Above Rs. 5,000,000 CEO

The procedure relating to purchase of all fixed assets shall be dealt in accordance with procedure prescribed in Procurement Manual.

Preparation of Goods Received Note (GRN) is mandatory for fixed assets. Comparison of quantity and price will be carried out for the items ordered and received

with reference to the Purchase Order/Purchase Requisition. Caretaker/Accountant shall prepare the GRN for fixed assets acquired by the Branch.

All the particulars in the GRN shall be filled completely and accurately e.g. description of fixed assets, Cost, reference of the purchase order/Purchase Requisition etc.

In case of any missing information e.g. payment voucher number, purchase cost etc the Office having the desired information shall be requested to provide the same. Upon receipt the same shall be recorded in the GRN.

The GRN when prepared will clearly state the quantity ordered, received and accepted so that payment to supplier can be made only for the goods received and accepted.

GRN shall be serially numbered. Each Branch shall have its own serial starting with the Branch code. New serial shall be started at the beginning of every financial year.

GRN shall be approved by the Branch Head. Each asset shall be assigned a fixed asset code. However, in case of students’ furniture &

fixtures a “Type/sub-category” shall be assigned one asset code (instead of assigning code to every item.

6. Reporting and Administrative Matters

StatementFrequency of

ReportTo be Submitted to

Deposit report along withBank Statement (CollectionAccount) where onlinesystem with bank is notavailable.

Monthly RO Accounts(DCR) Every 5th of themonth.

Reimbursement Claims Within 7 days ofExpense

Relevant SGO / ROAccounts

Employees’ Final SettlementCases

Within 3 days of lastDay

RO Accounts

Employees’ Final SettlementCheque Acknowledgements

Within 3 days ofReceipt

RO-Accounts

Student strength Monthly RO-Accounts 2nd of eachmonth

Student turnover statement Monthly RO-Accounts 2nd of eachmonth

Student Transfer Cases &Long Leave Cases

Within couple of days RO-Accounts

Readmission cases andCancellation of withdrawalCases

Within 30 days ofWithdrawal

RO-Accounts

Scholarship and FeeConcession Cases

As and whenGenerated

SGO

Staff Fee Concession Cases Within 7 days ofConfirmation

RO-Accounts

Imprest statement Monthly (Before 05th

of every month)RO-Accounts

Imprest outstandingReconciliation

Monthly (Before 05th

of every month)RO-Accounts

Trial Balance Monthly (Before 05th

of every month)RO-Accounts

Advance outstandingReconciliation

Monthly (Before 05th

of every month)Relevant SGO / RO-Accounts

Adjustment of Advancesissued by RO/SGO

Within 7 days of jobCompletion

Relevant SGO and RO-Accounts

Salary disbursementCertificate

Monthly RO-Accounts

Bank ReconciliationMonthly RO-Accounts

Fuel claimMonthly RO-Accounts

Assets Inspection & DisposalNote (AIDN)

Immediately after getting signed by BH

Relevant SGO

Goods Receipt Note (GRN)and Asset Transfer Note

Within 3 days of receipt/transfer of

Relevant SGO / RO

Summary Sheet (NewAppointments/Replacements/Regularization/Rescaling

Monthly SGO HR

6. Information Technology

IT equipment includes computer systems, terminals, printers, scanners, networks, modem banks, online and offline storage and transmitting media and related equipment,software, databases and saved files owned, managed, maintained or controlled by the School. User is an employee and student of the School, whether authorized or not, who makes use of any IT equipment of the Company from any location. As an Example, User includes a person who accesses IT equipment within premises of the Company or through an electronic network.

1. For the purpose of storing, retaining and accessing information, the users shall;

Obtain permission from the IT Department before they install any software on IT equipment of the Company;

Keep master copies of important information on Company network and not solely on PC’s local drives. Otherwise it will not be backed up and is at risk;

Ask for advice from IT Service Desk if they need to store, transmit or handle large quantities of data, particularly images or audio and video. These large files use up disk space very rapidly and can bring the network to a standstill;

be considerate about storing personal files on the Company network not copy files which are accessible centrally into their personal directory

unless they have a good reason since this uses up disk space unnecessarily; store electronic files in a manner that allows records to be easily located when they are

needed;

2. Users should not;

retain messages or files that do not have a business purpose; store information in a manner that creates a burden to a computer or the network; Store games or game-related programmes in their account or any computer of the

Company.

3. Any type of data and information, residing on Company networks, computers, and electronic devices, is the sole property of the Company

4.2 Documentation Requirement

4.2.1 General

The Quality Management System documentation includes:

a) documented statements of a quality policy (see 5.3) and quality objectives (see 5.4.1), or reference to them,

b) documented procedures required by the ISO 9001 Standard and BSS, and c) documents, including records, determined by the organization as necessary to ensure the

effective planning, operation, and control of its processes

4.2.2 Quality Manual

The Quality Manual comprises of comprehensive information of BSS. Quality policies, objectives

and Quality management system of BSS are mentioned in this respective manual. It also explains

the guiding principles of BSS that is based on ISO 9001:2008 standard requirements in “Academic

Practices” with the inclusion of library and computer lab services. The quality manual is

maintained, reviewed and continually improved by the Quality Management Representative

(MR). The main objectives of Quality Manual are:

To provide a set of guiding principles to the BSS faculty members or any person who

works for the organization

To provide a comprehensive set of philosophy to carry out processes.

To emphasize on all those processes that can facilitate in achieving the prime objectives of

BSS

The guidelines and the processes given in the manual have only one goal, to improve the

quality of learning and teaching.

This manual is developed to facilitate the professionals working in the BSS to increase

their efficiency and effectiveness.

A number of policies, procedures, manuals and best practices have been developed, implemented and being followed at Head Office, Regional Offices, School Group Offices and Branches. These policies cover different areas such as Academics, Finance, Audit, Human Resource, Construction, Procurement and Information Technology etc. For School (Branch) level operations, organization of applicable policies procedures and manuals in minimum possible volumes was also amongst objectives of the Management in order to ensure better understanding and easier implementation by the concerned staff.

In BSS Quality manual is prepared by regional officer (RO) with the consultation of regional head (RH). It is reviewed by school group heads (SGH) and then the procedures are performed in accordance with this quality manual.

4.2.3 Control of Documents

Types of Documents

REGISTRATION RECEIPT BOOK:

Printing department at HO shall be responsible for printing of Registration Receipt Books and forward these to Branches through concerned SGO (along with printed stationery or need basis).Concerned Offices shall maintain record of RR books received and issued.

There will be two copies of RR:

Parent’s Copy (handed over to parent) Office Copy (retained for Branch record)

In case of any cutting in amount/name, the modification should be signed by the Branch Accountant/Authorized Official and validated by the Branch/Section Head. In case of cancellation of RR, both copies shall be kept for office record. Branch Accountant shall fill the Bank Deposit Slip (BDS) of registration cash received and deposit it into the designated bank account.

FEE CHALLAN is generated by the System. Following charges may be included in the fee challan:

Tuition Fee Computer Charges (wherever applicable) Laboratory Fee (wherever applicable) Any other charges (duly approved by the Management)

Fee challans are generated by the RO through System and are forwarded to the Branches till 15th of preceding month. A challan receiving list is also forwarded to Branches. Branch Head forward these challans to concerned teachers.

Class teacher shall enter the name of student in “STUDENTS ATTENDANCE REGISTER”. Class teacher shall mark and check the attendance on daily basis. Branch/Section Head shall check & sign the Students’ Attendance Registers on monthly basis. RO shall forward the system-generated class lists to every Branch, on monthly basis. BH is primarily responsible to arrange for its reconciliation with the students’ attendance registers. Signed class lists will be returned to RO along with a prescribed report called “Students’ Attendance Registers vs. Class Lists”, signed by the BH, till the 10th date of the following month.

STUDENTS’ FILES

It is the responsibility of Branch Accountant to prepare the file of every student at the time of finalization of admission process of the student. A printed file with BSS monogram shall be used for this purpose.

Following information shall be mentioned on the cover page of this file

Region SGO Branch Name Student name, Computer ID, Date of Birth Fathers’ Name Date of Admission Class in which Admitted Date of withdrawal (along with withdrawal #) Class from which Withdrawn Student Promotion Record Year wise

In case of transfer of a student, it will be the responsibility of the Branch Accountant to send the personal file of the student to the transferee School.

In case of student’s withdrawal, Branch Accountant shall file the application for School leaving, withdrawal order, clearance certificate, certified copy of student security refund form etc and close the file.

All closed files shall be retained and kept in safe custody in accordance with the Company’s record retention policy.

DOCUMENT FOR HIRING, RECOMMENDATIONS AND APPROVAL FORM HRAF. The documents needed to attach with harf are different according to different level of hiring.Designated Officer at Branch shall prepare the Summary Sheet of New Appointments / Replacements / Regularization / Rescaling Summary (SSNA) for the month.. BH shall approve the sheet and forward it to SGO HR department along with complete set of documents. SGO HR shall review the documents and may perform reference checking of selected candidate. Duly filled Reference Check Form, where applicable, shall be attached with the set of documents. HRAF shall be signed by the SGH. Any

amendment in the HRAF shall be made with the approval of School Group Head (SGH). BH shall also be informed accordingly.

EMPLOYEES’FILES

Files of all School employees shall be maintained and updated properly.

A printed file with BSS monogram shall be used for this purpose. Following information should also be mentioned on the cover page of this file.

Region SGO Branch Name Designation, Employee name, Employee ID, Date of Joining, Date of Confirmation Date of Leaving

Following documents, as applicable, shall be filed in the personnel files of employees at the time of his/her hiring:

Detailed CV Photographs (two) Attested copy of CNIC Hand-written Cover Letter - for positions other than T&S staff Personal Information Form, to be filled by the candidate Interview Evaluation Form, to be filled by the Interviewer Class Room Observation Form - for teaching staff only, Joining Report, to be filled & signed by the selected candidate and his/her Supervisor. Attested copies of testimonials, where required (Original testimonials shall also be

produced by the candidates at the time of interview) Copy of Hiring Recommendation & Approval Form. Appointment letter Signed copy of undertaking (Certificate to Compliance with Company’s Policies and

Procedures

From time to time, following documents shall also be filed in employees’files:

Letter of confirmation Health Insurance Form Nomination Form All policy related correspondence/circulars Incremental order Office orders Necessary documents at the time of handing over/taking over of the employee Any other document/information relevant to the employee

A detailed check list is attached; this check list shall be pasted in the inner side of the file. Branch Head shall ensure that all the required documents are filed in personal files of employees as per the check list pasted in the file.

Branch Accountant shall close the file of outgoing employees after filling all relevant documents e.g. Office order for resignation approval, documents related to final settlement etc.

All closed files shall be retained and kept in safe custody in accordance with the Company’s record retention policy.

In finance and accounts department, BSS have following documents

CAPITAL EXPENDITURE AND FIXED ASSET DISPOSAL DOCUMENTS: CAPEX Budget recommended by Budget Committee (BC) and approved by the CEO (as authorized by the BOD) shall be utilized after sanctioning by the Branch Head subject to the procurement authority delegated to him/her. The Budget Committee shall comprise of DF, DA, DOS and respective RH.

“Asset Inspection & Disposal Note (AIDN)” shall be prepared before disposal of Fixed Assets which shall be approved as per following table

Book Value of Asset Review Approval

Upto Rs. 100,000 Inspection Team RH/HA for their

Above Rs. 100,000

(Single item)

Inspection Team and

RH/HA for their

respective domains

CEO/BOD

SUPPLIER PROFILE

Supplier file contains the following things

Financial stability Vendor’s performance history Relevance / suitability of the products or services offered to the Company: Payment terms: Quality of products: Logistics: After sales service: Vendor’s compliance level with applicable legislation

EQUIPMENT/MATERIAL REGISTER

Concerned construction Officer shall be responsible to maintain and keep updated record of equipment/material received/issued in connection with CRM activities.

A stock register shall be used for this purpose. BH shall check and sign the register, periodically.

Inward/outward gate passes shall be used for handling construction equipment/material. Internal usage shall be handled vide Issue Requisition.

Gate passes shall also be used for personal assets/items brought in by the contractor for construction.

A separate stock register shall be maintained for scrap obtained as result of demolition. Its utilization/disposal shall be recorded in the same register

DOCUMENT TRACKING SHEET

“DOCUMENT TRACKING SHEET” should be used on top of every such document(s) which involve movement within different organizational tiers or departments. Main purpose of this sheet is to avoid/identify certain delays during various steps involved to complete document flows. Appropriate usage of this sheet would enhance workflow efficiency by highlighting various catch points besides forcing slow movers to pick up pace and move along with the chain of activities.

MEMORANDUM REGISTERS AT BRANCH

For the purpose of effective control, certain stock registers shall be maintained by Branch. “Stock Registers” shall contain columns for receipt, issuance, balance and remarks. Different registers are used for different types of assets/items e.g. sports items shall be recorded in “Sports Items Stock Register”. Separate pages/sections shall be used to record each item/article e.g. Board Markers shall be recorded on one page of the Register and Chart Papers on a separate one. Index pages shall be used to identify location of items recorded in the Stock Register. Receipts and issuance shall be recorded on timely basis in their respective column. Remarks column may be used for “recipients’ acknowledgements” or “remarks” if any. These registers shall be kept in safe custody and be updated regularly. These registers shall be available for checking to SGO/RO/HO Official duly authorized in this regard.

Sr.No. Stock Register Maintained BY Checked By BH

1 Laboratory Equipment Laboratory Incharge Monthly

2 Music Equipment Music Teacher Quarterly3 Fixed Assets having cost less

than the threshold value (PKR

Care Taker or any

other official

Monthly

4 Sports Register Sports Teacher Quarterly

5 Teaching Aid Register(Early Designated Official

Monthly

6 Printed Stationery RegisterDesignated Official

Quarterly

7 Consumable Stationery RegisterDesignated Official

Monthly

8 Library stock register Designated official Monthly

AUDIT REPORT

The audit findings are analyzed according to vastly accepted Internal Control – Integrated Framework published by COSO. It is pertinent to mention here that except for the country specific legal requirements, COSO Framework is the most customary international framework for preferred phase-compliance of Sarbanes-Oxley Act (SOX). After finalization/discussion on observations found, responses provided, action taken and review by a senior member of S&A department (Deputy Manager or above), the audit report shall be issued to concerned BH with copy to SGH, RH and any other official as the situation may warrant.

CURRICULUM

Curriculum of all the classes is in the form of document. Document is designed by different educational manager according to the need and demand of the syllabus. After this curriculum document approved by the head office and send it to the regional libraries. Regional libraries further send it to the concerned branches of the region then every teacher issued their concerned curriculum

4.2.4 Control of Records

Quality records are collected throughout the QMS as a means of demonstrating that required quality activities were performed It is the responsibility of each process owner to ensure that the required quality records are created and maintained in accordance with stated requirements

DOCUMENT OF STUDENT FILE at the till the time of finalization of admission of the student are filed by the Branch Accountant and then the file is handed over to concerned class teacher at the time of joining of the student. Subsequently, class teacher shall maintain/update the file. This check list shall be pasted in the inner side of the file. Concerned class teacher shall ensure that all the required documents are filed in personal files of students as per the check list pasted in the file.

A complete record of all ACTIVITIES INVOLVING CONFLICT OF INTEREST shall be maintained by HR Department and be placed in employee personal file.

PERSONAL FILE OF EMPLOYEES and other records shall be kept/maintained for at least five years from date of his/her resignation/termination from service. Personal files of Branch Accounts Staff, SM, HM and Principal shall be kept and maintained by SGO HR. Personal files of other employees shall be kept and maintained by Branch. Personal files of Principal, Head Master/Mistress, Senior Master/Mistress and Branch Accounts Staff will be maintained at their respective School Group Offices. Files of other employees shall be kept at School and be maintained by the Branch Accountant or any Officer authorized by the BH, in this regard. In case of transfer of an employee, it will be the responsibility of the Accountant/Office Secretary to send the personal file of the employee to the transferee School.

Branch Accountant is responsible for recording all receipts, payments and relevant entries regarding branch OPERATIONAL RECORD after obtaining approval from the Branch Head. Branch Accountant shall also keep/maintain all the relevant record e.g. vouchers, bank reconciliation statements and quotations etc for major expenditure etc

Concerned Officer of RO shall record the FIXED ASSETS RECORDS in the System to provide fixed assets’ codes. The concerned RO Officer shall file the “Certified copy of GRN” received from the Branch. Photocopy of this filed GRN shall be returned to concerned Branch along with Fixed Assets Addition Report containing asset codes

Purchase Committee reporting to the Head of that Branch is responsible for keeping all the record relating to the LOCAL PURCHASES REORD, The files of applicants / vendors shall also be maintained by the purchase committee of Branch and be available for review by Head and authorized staff

All of their documents are stored in the BEAMS the software of Beaconhouse which makes which makes the updation and circulation of documents very easy and it also ensures the quick retrievability of data. And it is the responsibility of every concerned staff member to upload the data into BEAMS.

RECORD OF CURRICULUM maintains by the librarian by proper numbering and entering into the stock register. Same curriculum is kept in record for maximum 3 years after this it should be burned or shred then new curriculum designed by concerned authorities

SECTION 5: MANAGEMENT RESPONSIBILITY

5.1 Management Commitment

The commitment to pursue the registration of the Beaconhouse School System, under the ISO 9001:2008 international quality standard, sends a strong message to BCS employees and stakeholders that the organization is committed to developing and maintaining an effective QMS. The Beaconhouse have to show the intent that the top management is involved and committed to quality work by:

Establishing the quality policy (See Section 5.3 - Quality Policy) that embodies management’s commitment to quality,

Ensuring that organizational quality objectives (See Section 5.4.1 - Quality Objectives), consistent with the quality policy, are established,

Conducting management reviews (See Section 5.6 - Management Review)to ensure the continuing suitability, adequacy, and effectiveness of the quality management system, and

Ensuring the availability of resources (See Section 6.1- Provision of Resources) needed to maintain and continually improve the quality management system

5.2 Customer Focus

Refer to the clause 7.2.1

5.3 Quality Policy

The policy statement of Beaconhouse school system is

Impart Quality Education with excellence, to students with continual improvement in teaching learning process and update of infrastructures & facilities. Add need & value based Technical education with skill development and molding good character with moral, social responsibilities to become proficient & competent engineers globally. Standardize educational process by motivating faculty for updating, improving and acquiring latest trends in Science & Technology.Endeavor to achieve satisfaction to all stakeholders i.e. students, parents, employers and society by involvement at all levels of the college.

5.4 Planning

5.4.1 Quality Objectives

To ensure 100% pass percentage in all the classes at the end of the session. To pay special attention to the weak students and enhance their performance level to

compete with other students. To ensure zero percent drop out. To identify gifted/talented students class wise/section wise and prepare them to

participate in four talent search exams in a session. To provide ample opportunity to all students to increase gifted students by 20% at the end

of the session. To ensure every child must participate in activities of various skills. To reduce customer complaints by 10% quarterly. To ensure that minimum 15% students of each class must participate in inter school

competition.

5.4.2 Quality Management System Planning

Top Management will ensure that the planning of the quality management system is carried out to meet the IS0 Standard Requirements and the Quality Objectives. The integrity of the quality management system will be maintained even though if there are changes in the system. The planning of the QMS is carried out in order to meet the requirements delineated in Section 4.1

5.5 Responsibility, Authority and Communication

5.5.1 Responsibility and Authority

Role and Responsibility (Job Description)

Head Mistress

To assist the Chief Executive and Advisory Board in implementing the ‘Consensus Document’, a vision statement that outlines the broad philosophy of the school.

To have the pedagogical understanding, experience, and conviction to manage an emergent curriculum comprised largely of integrated, project-based learning.

To maintain the existing program of continuous professional development for the staff. To manage the budget of the school, including but not limited to student enrolment

targets. To manage the recruitment of teachers (mostly local) To manage the school administratively and operational

Administration

Manage day-to-day activities at an elementary or secondary school. Create instructional resources for use in the classroom. Develop academic programs. Monitor students and teachers for progress. Train, encourage, and mentor teachers and other staff. Manage career counseling. Administer record keeping. Supervise teachers, counselors, librarians, and other support staff. Maintain rapport with parents. Handle tours and marketing. Prepare budgets and annual reports. Work actively with teachers to maintain high curriculum standards. Formulate mission statements. Establish performance goals and objectives. Explain or answer procedural questions. Hire, train, and evaluate teachers. Visit classrooms and observe teaching methods. Examine learning materials. Review instructional objectives and adjust accordingly. Meet with other administrators, parents, and community organizations.

Librarian

Librarian is responsible to enter a book into BEAMS and register. To take library period of students Issue books to students To make a GRN (good receiving note) whenever she receives books from head office

Senior Mistress

S.M aid the principal in the overall administration of the school. She is responsible for scheduling student classes, ordering textbooks and supplies, and

coordinating transportation, custodial, cafeteria, and other support services.

Handle student discipline and attendance problems, social and recreational programs, and health and safety matters.

Teacher assessment Responsibility to refer to the Public Health Nurse, any child who appears to have a

communicable disease or to be in need of attention for other health reasons.

Accountant

REGULAR DUTIES / RESPONSIBILITIES

Payment to Parties and contractors through Bank & Cash. Deal with Petty Cash. Deal with Reimbursement Claims. (Library, CAPEX etc) Preparation of various Formats on Computer (CAPEX, Increments and Scholarships etc). Preparation of New Appointment Summary. Adjustment of Bills against advance. Deal with Critical Fee Defaulters. Withholding Tax deduction and Deposit into the bank, along with collection of paid challan

from bank and issuance to the vendors. Maintenance of record related to Staff and Student Long Leave Applications.

PERIODICAL DUTIES / RESPONSIBILITIES

Disbursement of Salary. Principal Bank A/C Reconciliation. Preparation of the detail of Other Income (if any). Fuel Allowance disbursement. Maintenance of Imprest Statement. Preparation of Imprest Outstanding Balance Position. Preparation of Advance Outstanding Balance Position. Maintenance and reconciliation of Trial Balance. Maintenance of Leave Record of Junior Staff. Prompt action on Final Settlement Cases. Maintenance of EOBI Receipts. Preparation of information related to Student Strength. Maintenance of Student Turnover record. Maintenance of Section Wise Student Strength record. Comparison of Student Attendance Register V/S class list. Preparation of Leave Encashment documentation and record. Preparation of detail regarding Utility Expenses. Advise Principal/Head about balance position of various Heads of Accounts with respect to

School Budget

Security Officer

Monitor students during lunch hour inside and outside of the building. May monitor security cameras to oversee the safety and security of students, staff and

school assets. Assist with the supervision of students in study hall, in-school suspension and/or Saturday

school. Assist visitors and check for visitor passes. Escort unauthorized visitors off campus. May assist administrators and School Resource Officer (SRO) in the investigation of illegal

Activity within the school. May monitor and record student attendance. May provide security at sporting events and/or other extracurricular activities outside of

school hours including, weekends, evenings, and occasional nights. Assist administrators, staff and students during crisis situations, including fire drills,

tornado Drills, weapons control, bomb threats and lockdowns. Perform other job-related duties as assigned.

School Coordinator

The School Coordinator plays a key leadership role in welcoming and supporting Student Teachers, meeting with Student Teachers and Mentor Teachers. The School Coordinator’s role includes:

Developing a creative learning community across the school to have knowledge, understanding and enthusiasm for creative teaching and learning as a

key to raising achievement, aspiration and motivation to build a community of creative learning practice across the school, involving all

departments as appropriate to involve parents, Governors and other members of the community extensively

throughout the programme to develop, through dialogue with the wider school community, an enquiry based

approach which addresses a range of issues relevant to the broader developmental needs of the school and its learners and is linked to the school improvement plan

to facilitate the long-term development of creative teaching and learning at a structural and systemic level, using the Creative School Development Framework and other resources

to establish a Creative Partnerships programme plan on an annual basis, linked to the Creative School Development Framework self-assessment process Programme and project management

to act as a facilitator in school, able to translate the school’s vision for creative learning into practical implementation

to ensure that children and young people play a meaningful and active role in learning that can truly reflect their interests, needs and enthusiasms

to take overall responsibility for programme and project management, delegating extensively across the school community and ensuring roles and responsibilities are understood clearly by all

to coordinate, in partnership with the Creative Agent, meetings and activities with creative practitioners, school staff and other partners

to ensure that external partners engaged in the programme are able to develop appropriate communications across the school community

to ensure all programme activity is carried out with due regard to health and safety and the safeguarding of children and young people

to ensure that all monitoring and evaluation requirements are fulfilled and that partners commit to developing reflective practice throughout the programme

to actively network with other school partners and external partners linked with the programme, attending Creative Partnerships networking meetings as appropriate Time requirements

School Coordinators will be expected to be released from other duties in order to ensure this role is allocated sufficient time to attend planning, evaluation and networking meetings

Assisting with identifying and recruiting potential Mentor Teachers. Coordinating Field Experience information and submitting information to the Field

Experiences staff. Coordinating in-school placement arrangements. Coordinating the arrival of Student Teachers and orientating them to the school

environment, staff and students Communicating on a weekly basis with the University Facilitator or Field Experience

Associate. Facilitating the inter-classroom observations. Facilitating and monitoring the Whole School Project requirement. Facilitating Mentor Teacher cohort meetings. Participating in and/or facilitating the Student Teacher weekly cohort meetings with the

University Facilitator. Providing leadership in the ongoing development of the Collaborative Schools Model

principles. Organize students into teams. Establish coaches for each team. Teams cannot be formed without coaches. Act as liaison between parents, coaches, students, administrators and teachers. Meet with the coaches as a group to answer questions about team progress (or lack of)

and to answer any other questions. Help coaches with required paper work. Provide many materials (spontaneous books, videos, handbooks). Help find required judges and workers for the regional tournament. Resister teams with the state and international organization. Be available by phone or e-mail almost any hour of the day or night (only a slight

exaggeration) to help solve any problems you may be having. Organize dress rehearsal the week school programmes.

Teachers

Conducts assigned classes at the times scheduled Maintains accurate, complete, and appropriate records and files reports promptly Attends and participates in faculty meetings and other assigned meetings and activities

according to school policy Maintains lesson plans as required by school policy Assigns reasonable tasks and homework to students Create a learning environment for the students by decorating the board with noble work

of great personalities to inspire the students. mark the attendance of the students in the class register

5.5.2 Management Representative

In Beaconhouse Evaluation team is appointed as management representative who is responsible for development and maintenances of Quality management system. Beaconhouse emphasizes curricular and school evaluations. The School System conducts a thorough curricular review every five years to update the in-house curriculum. At the same time, Beaconhouse schools are evaluated by teams sent from the head and the regional offices. These evaluations focus on many aspects, including teaching, curriculum instruction, extra-curricular activities, libraries and facilities, general management. Parent relationships, enrolment and recruitment, staff development, finances, community involvement, resources, career guidance, and technology.

5.5.3 Internal Communication

Internal communication information is shared information at all organization level. In order to ensure the effectiveness of the quality management system of the beaconhouse they use the several mechanisms that are follows

Meetings are held between faculty and heads Circular circulates between the faculty members Notice board is used for students E-mail is used to transfer the information between faculty and heads

5.6 Management Review

This section includes the audit report and how management uses this report inorder to improve their operations. Evaluation team of beaconshouse evaluate the working of particular branch after evaluation, team gives verbal reviews to head mistress of branch about their branch workings after this evaluation team submit the audit report to the regional Head, than RH examine the working of that branch. RH than conduct meeting with the Head mistress of evaluated branch and discuss the audit report and ways to improve the deficiencies in their operations after this the Head mistress arrange meeting with Senior mistress, Administration,

Accountant and School Cordinator and discuss the improvement ways and plan the new ways that contribute towards success.

Section 6: Resource management

6.1) Provision of Resources

The BSS budget planning process is aligned with performance goals of the school system and identifies the human and fiscal resources needed to attain those goals and provide the children of the Beaconhouse School Systems with the education they will need to be successful in further education, career, and community. The school system budget is subject to local government review and approval. Resources are provided to the library, computer lab and to all the class room.

6.2) Human Resources

6.2.1) General

The human resources in clued all the employees working in the Beconhouse School Systems.

The lists of these employees are:

Office and Technical and support cadres Coordinators Teachers Assistant teachers Teachers Aides Library staff Accounts and other staff of admin cadres Principles HM and SM (senior mistress) Substitutes/ad-hoc teachers

All employees are hired on the basis of appropriate education, training, skills, and experience. Documented procedures have been established for the recruitment of permanent and temporary staff. Staff orientation, appraisal, training, and development are carried out and recorded in accordance with the school policy.

6.2.2) Competence, Awareness and Training

Beaconhouse has established a comprehensive in-house training programme in collaboration with several UK universities. The training department works with University College Plymouth St. Mark & St. John to offer teachers two certificates: the Certificate in Professional Education and the Post Graduate Certificate in Professional Development. Teachers can earn a master’s at Leeds

Metropolitan University.

The training department offers the following programmes

In-house Trainers

The training department provides a professional pathway for teachers interested in becoming teacher-trainers. It supports the trainers, trainees and tutors through their continuous professional development. Trainees are split into two streams: Award Bearing Programme Trainers and School Based Trainers. The Award Bearing Programme Trainers scheme lasts five to six years, depending on the trainee. The trainee observes and teaches classes for two cohorts - each cohort lasts nine months - then is appointed a trainer for the third and the fourth year of the programme. In the fifth year, the enrollee is then appointed a tutor. This programme is accredited by University College Plymouth St. Mark & St. John.The School Based Trainers programme is similar to the Award Bearing Programme, except that the enrollees are trained in-house and are only recognized by Beaconhouse.

Professional Development Pathway

Teachers with less than one year’s experience take an induction course. All teachers take the five-day foundation course, which follows the induction course, in one of the following areas: Early

Years, Primary, and Secondary. After finishing the foundation course, teachers can apply for the Certificate in Professional Education (CPEd) offered by University College Plymouth St. Mark & St. John. Classes for this 120 credit course are held on 15 days spread over seven months. Classes are taught by teachers accredited by the University.

After finishing the CPEd, teachers interested in becoming teacher-trainers enrol in the two-year Post Graduate Certificate (PGCert) in training offered through University College Plymouth St. Mark & St. John. Teachers who pass the PGCert with a distinction are given a scholarship to enrol for their MEd at Leeds Metropolitan University. This chart illustrates the programme structure:

6.2) infrastructure

The organizational structure of the school maintenance program should clearly define duties and responsibilities, and should vary with the complexity of the school Branch. Avoiding large and complex structures is highly recommended. The Principal/School Head and the designated school administrative staff together with school group Admin Officer (School Maintenance) are responsible for implementing the school maintenance program. The success of a school maintenance program depends on the schools/Branch’s ability to be organized and keep track of

all activities included in the program. A school maintenance program’s basic organizational structure should include a general coordinator and a responsible team for every area of the school.

Building structure

The structure of a school building is the group of columns, beams, structural walls, floors, and roof structure, and is its stability.

Building exterior

Most of the newer school buildings have exteriors planned to be as maintenance-free as possible. A newer school building may feature concrete block or brick walls with breeze and fashion blocks in some walls.

Information Technology (IT) Equipment:

IT equipment includes computer systems, terminals, printers, scanners, networks, modem banks, online and offline storage and transmitting media and related equipment, software, databases and saved files owned, managed, maintained or controlled by the Company.

The Computer Services Department maintains the BSS's computer network system and provides an electronic mail system for all staff. The Department also provides support for a number of general software programs utilized by staff and students.

6.4) working Environment

The BSS's Board Policies provides direction to members of the school members for the maintenance of safety awareness in programs and within school facilities and for the promotion of wellness activities.

Regulation are constituted to promote safety awareness, to establish Health and Safety Committees or Safety Representatives and to ensure compliance with the school policies. The Wellness in the Workplace initiative was established to promote physical activity, improve nutrition, and the reduction of stress. Committees at various branches plan activities and events to encourage staff participation in this program. There is also a Wellness in the Workplace website that promotes various activities and provides wellness related information.

An Employee Assistance Program provides a confidential counseling and information service to employees and their families who seek assistance

SECTION 7: PRODUCT/SERVICE REALIZATION

Planning of Product /Service Realization

It includes identification of student needs, curriculum and course design, development of course materials and deliverables, brought in services, tracking of all course phases /components, control of all educational and administrative processes and also the training to the teachers.

In Beachonhouse School system the planning of the products is done by director development (DD) in support with the chairperson of the school system. Advertisements on the school website and press are available.

In planning department determines the following evaluation procedures which are made according to the requirements of classes and by the head office committee and the school group committee.

a) Normal ages of pupils at the time of admission

Class Age

Pre-Nursery (Montessori) 3+

Nursery 4+

Kindergarten 5+

I 6+

II 7+

III 8+

IV 9+

V 10+

VI 11+

VII 12+

VIII 13+

IX 14+

X 15+

XI / O Level 16+

A Level first year 17+

b) The need for the following process

Admission

Teachers recruitment

Teachers training

Internal Assessment / Reporting

Scholarships and Fees

c) The school system also ensure the need of the following infrastructure

Land

Building on Freehold land

Building on Leasehold land

Furniture & Fixtures

Vehicles

Computer Equipment

Office Equipment

Educational Equipment

Ground Equipment

Sports Equipment

Library and its books

d) For checking all classes and the records of teacher and students BSS uses the BEAMS which helps you to access the beachonhouse web module

Process flow chart:

The process includes the program areas like:

INPUT:

The requirements set by the needs of the customer that are the best practices and is translated into the curriculum design

Student requirements

Parents expectations

Govt. regulations

Social trend on education

Higher education status and scope

Curriculums formulation

School discipline and behavior management

Memorandum registration at branch (laboratories and libraries )

School maintenance and repair program

Process

Program deliver

Teaching methodology

Various courses conducted

Test examination methods

Evaluation techniques and ranking system

Support to student who lag behind

Student process

Recruitment notice and publicity

Admissions and enrolment

Students’ Attendance

Orientation to the new comers

Distribution of study material and kits

Group allocation for various activities

Placement in classes

discipline monitoring

Terminal exams

Parents teacher meetings

Performance records maintenance and distribution

Scholarship & Financial Aid

Inquiry Procedure

Branch audit

Course work and final examination

Assessments and Results

Start of next session

Outcomes

With rigorous standards that demand up-to-date teaching skills and a range of challenging programmers, the Beaconhouse School System brings success within the reach of every student. Some of the outcomes include

New programs

Co, extracurricular activities

Lab/practical assignments

Projects works

Recommendations

7.2) Customer Related Processes

7.2.1) Determination of Requirements Related to the Product

The BSS's “product” is the educational programs, courses, and services that it provides. The BSS's primary client, the student, expects:

the education to meet stated standards and outcomes;

the education to be current & relevant;

the product to provide them with the opportunity to receive education & training that will assist them in meeting the requirements of the modern life

any support services to meet or exceed the normal standard for the educational service

Educational programs and courses can essentially be divided into three broad types:

1. Early Years (Nursery and Pre-Nursery)2. Primary (Grades 1-5)3. Secondary (Grades 6-13

New programs are subject to approval by the BSS Board and Management Executive Committee.

For new programs the determination of requirements related to the program is a result of several processes.

First and foremost the primary objective of any of the School's programs and courses is to provide an educational product that is relevant. During the development of the programs this is attained through the contribution by representatives from the program advisory committee and school group office committee processes. Factors such as any regulatory requirements are also identified and included in the delivery of the programs. Other requirements, identified and delivered by the BSS, are part of the normal service of providing education to student.

Course outlines and curriculums are developed for all three categories and outcomes are identified.

7.2.2) Review of Requirements Related to the Product

The review of requirements related to new programs is conducted through the design and development processes. Programs may also be reviewed by Advisory Committees, the Curriculum Services Department of the BSS and by school group head on an on-going basis. Formal and informal feedback provided by student’s parents, recommendations from staff, and a desire to keep programs current and relevant, all drive an on-going review process.

Potential students and parents are made aware of program requirements through various marketing information sources and communications from the Office of the Registrar. Within the first few days of starting their program, new students are provided with orientation sessions and relevant information relating to program

Before any contract or customized training course is finalized for staff it is reviewed to ensure that:

teachers requirements are clearly defined;

where the teachers will be supplying facilities equipment and/or materials, necessary procedures are followed;

the BSS has the capability to deliver the training;

any differences between initial proposals and final specifications are resolved

7.2.4) Customer Communication

Documented procedures have been established to control program and continuing education marketing, student recruitment, and admissions and registration processes. All inquiries regarding programs are initially handled by the Admissions Office. Admissions staff may redirect inquiries as appropriate in order to provide customers (clients) with the best response to their inquiry. Requirements for all categories are defined through the BSS Calendar and the BSS Website. Student orientation sessions generally provide students with a broad range of information on the Beaconhouse School Systems, their program, what is expected of them as students, and the various services provided by the BSS

7.3) design and development

7.3.1) Design and Development Planning

Program and course initiation, design, development, and approval processes are carried out in accordance with detailed documents that include a Board Regulation, Administrative Regulations, and Quality

Procedures programs and are dealt with separately due to their differing levels of complexity. All new programs are subject to approval by the board of directors, the Management Executive Committee, and the chief Executive Director.

Curriculum design and development of programs is overseen by the director development (DD). Individual program design projects are allocated to and led by specific members of staff, who are

responsible for opening a Design and Development File and establishing a Design and Development Plan which at a minimum:

Provides an overview of the development required;

Identifies the staff to be involved and their responsibilities;

Identifies the resources required;

Includes time frames for various development phases and for overall completion of the development;

Identifies and describe, including when they will occur, the review, verification and validation processes that will be used;

includes time frames for implementation of the revision;

The design process includes the generation of time table’s charts/specifications, learning guides and other supporting material.

7.3.2) Design and Development Inputs

For each program being developed or undergoing a major revision design input and output requirements are defined, and review, verification, and validation activities are performed at appropriate stages, in accordance with the Design and Development Plan.

The design and development of the program also considers appropriate BSS standards regarding program design and development, applicable entrance and pre requisite requirements, and applicable academic, regulatory or other requirements that may be required.

Inputs are reviewed for adequacy to determine if they meet requirements and to ensure they are not in conflict with each other.

Related to service requirements will be determined and related records will be maintained. The inputs include the followings:

i) Functional and performance requirements.

ii) Applicable statutory and regulatory requirements (i.e. Policies from Higher Education Commission, University's Rules and Regulations etc.).

iii) Other requirements essential for design and development of curriculum.

7.3.3) Design and Development Output

Design and development outputs for new operation normally consist of a schedule Chart, Budget, Curriculum Outlines with outcomes and competencies, Delivery Plan, Instructional Material, and Assessment Criteria. Prior to delivery of the training, the appropriate chief Executive Director (CED), in consultation with the director development (DD) ensures the operational program is sufficiently developed, to permit delivery of the training to the students. During this process the design and development outputs are verified against the inputs.

Also, within three to six months of a new operation startup or after a operation that has undergone a major revision restarts, the Director Development (DD), conducts a formal internal evaluation

7.3.4) Design and Development Review

Preliminary and Final Design reviews and, when necessary, additional intermediate reviews, are specified in the operational Development and Implementation Plan.

As part of the design review process, outputs are compared with Design input requirements and any necessary action will be taken to address discrepancies. Participants of reviews represent the necessary expertise to perform the review.

All reviews are documented in the form of minutes of meetings which clearly identify actions to be taken, personnel responsible and completion dates for actions.

Annual Advisory Committee or equivalent committee meetings review evaluation summaries and other relevant data. The Committee reviews schedule charts, curriculum and course outlines. Recommendations are forwarded to the chief Executive Director/Director and the director development.

7.3.5) Design and Development Verification

The Director development (DD) coordinates the verification and validation of new or revised operational development. Verification and validation activities are included in the Development and Implementation Plan.

All verification and validation activities are documented and clearly describe the activity, when it was conducted, what part of the design was involved, what actions, if any, are to be taken, the personnel responsible and any follow-up required.

Verification in the design and development of educational programs may include the following:

comparing the operations to established BSS standards with regard to operation and program development;

comparing the operation and program to an existing National Standard or accreditation standard;

having the operation and program, or portions of it, reviewed by experts

testing all or portions of the operation and programs by piloting with a group of students

reviewing the curriculum developed to ensure it meets the requirements that were identified by the Advisory Committee;

reviewing the curriculum developed to determine if the desired outcomes are being met.

7.3.6) Design and Development Validation

The process of designing educational programs has two primary objectives:

to meet the needs of the recipient of the education (the student)

To meet the requirements of the industry or business where the student will

ultimately work.

Therefore the objective of validating an educational program is to determine if the program is meeting both of these primary objectives.

Validation may occur through a number of defined processes such as:

Formal internal evaluation by the evaluation team within three to six months of program startup or restart

When the program is required to meet an existing National Standard or an accreditation review by an external body, this may form part of the validation requirements;

conducting parents reviews such as through questionnaires, progress and success reviews, and other feedback mechanisms, on an ongoing basis during the initial offer.

7.3.7) Control of Design and Development Changes

Minor changes to curriculum design and delivery are generally part of the day to day program delivery process and are made as required by teacher. However, when the need for more significant changes, such as the addition or deletion of some chapters or related things or significant rewriting of the developed curriculum is indicated by staff or from the results of evaluations, the director development, the originators of the program design, and/or the Program Advisory Committee will be consulted. Any changes to the design will be reviewed and approved as required by BSS chairperson before any material is reissued.

7.4) Purchasing

7.4.1) Purchasing process

Purchase Committee reporting to the Head of that Branch is responsible for local Procurement, and may also request the Procurement & Asset Management (P&AM) staff of SGO/RO/HO to perform Procurement on their behalf and vice versa. The PC provides recommendations / approval of comparative statement of quotations in accordance with the authority delegated by the “Limits of Financial Authority”

Subject to the Procurement authority delegated, relevant officer of the Branch (Branch accountant/member of PC) shall initiate PR as per annual budget.

Purchase requisitions shall be pre-numbered. There should be following copies of PR.

1st copy Retained by the Branch

2ndCopy For Invoice

PR shall be approved by the Branch Head. PR shall not be mandatory for any procurement of up to Rs.2, 000. A Request for Quotation (RFQ) shall be used for the Procurement of items having cost/value more than Rs. 25,000 per item/transaction. From the submissions received the PC shall shortlist the vendors who are best suited to the Company. Following may also require approval from relevant competent authority as per “Limits of Financial Authority”. In such cases Branch Head shall seek approval in accordance with the said Policy.

Unbudgeted expenditure

Procurement of items at an increased price than the budgeted price

Issuance of purchase order (po)

Purchase Order / contract shall be signed as per the authorities defined in the “Limits of Financial Authority”.

7.4.2) purchase information

Branches are responsible for forwarding yearly Procurement requirements for their respective domains and submit it to Budget Committee for review and approval by the CE, through proper channel. The budget shall contain the following information:

Type of products or services including specifications following the

Company nomenclature for products and services.

Estimated quantity (number of units).

Estimated value in Pak Rupees.

Delivery date or expected time period when the products are required to be delivered or the services required to commence.

Any other relevant information, e.g., locations where goods and services are required if different from the requisitioner’s office.

The budget shall be completed and submitted to the respective SGO which after rationalizing and consolidating shall forward it to respective RO. Based on the said deliverables, P&AM Head shall prepare Procurement plan for the year. Head P&AM shall identify in its Procurement plan, items to be procured directly by its representative offices in ROs / SGOs / Branches. Head P&AM department would ensure that such decisions are made on timely basis and information disseminated promptly to P&AM department sub offices / representatives for effective and efficient execution of Procurement function.

7.4.3) Verification of purchase products

Members of PC shall perform inspection of goods as soon as possible after the delivery, as defined in the contractual terms and conditions, since this action commences the payment obligation.

Comparison will be carried out of the items ordered and received with reference to the purchase order/Purchase Requisition. Quantity, quality, rate etc

7.5) Production and Service Provision

7.5.1) Control of Production and Service Provision

The planning, delivery, monitoring, and review of programs and courses are controlled in accordance with a comprehensive range of procedures.

Study Planning and Delivery

A Curriculum Plan is required for all grades and also for A-levels and O-levels. For continuing education courses a course outline is prepared. Where appropriate, Planning, Advisory, and Review meetings are held.

Regional head Managers oversee the delivery of all programs and courses. A range of procedures set out requirements for:

courses planning and delivery

scheduling of student activities

student orientation

reviewing student progress and dealing with concerns

dealing with situations of student misconduct

program-related meetings, including student review meetings

monitoring student attendance

7.5.2) Validation of Processes for Production and Service Provision

As noted earlier in 7.2.1 of this document, the College's “product” is the educational programs, courses, and services that it provides. Section 7.1 described product realization as applying to those processes which impact directly on the BSS's provision of education and training and related student support services. The following processes were identified as being relevant to supporting product realization:

Marketing & Recruitment

Admissions & Registration

Student Exit

Provision of Student Support Services

Design and Development of Curriculum

Purchasing of Equipment

Other Support Services (includes Library, Bookstore, computer services & student finance related services)

7.5.3) Identification and Traceability

Tracking is achieved via a number of different procedures, which record:

student applications, registrations and transfers;

the status of course delivery;

individual student progress;

attendance, where this is a requirement;

7.5.4) Customer Property

Customer property may include, but is not limited to, personal information received from potential employees, and students such as names, social security numbers, addresses, phone numbers, or other data. The school system exercises care with this information while it is under the school system’s control or being used by the school system. The school system identifies, verifies, protects, and safeguards this information and adheres to the Educational Rights and laws and requirements. The school system’s technology department provides a secure network to assist in safeguarding this information. The results cards , assignments and practical projects made by students are also considered as their property.

7.5.5) Preservation of Product

The conformity of educational programs and the graduation credentials provided by the College is controlled through the Board Policies, Board Regulations, Administrative Regulations and Quality Procedures. Regional head officer are responsible for designating school group head to be responsible for development and delivery of continuing education courses, including contract/customized training.

They, sometimes in consultation with RO in the ensure the conformity of these courses to stated standards and/or requirements.

SECTION 8: MEASUREMENT, ANALYSIS, AND IMPROVEMENT

8.1) General

The BSS uses a range of performance indicators to evaluate the quality and success of school system. These indicators are compiled yearly by the school group office committee (SCOC) from a combination of internally generated satisfaction surveys) and a report is prepared and circulated to the Management Executive Committee and the Quality Coordinator. The indicators are used to identify performance trends, and provide a basis for strategic decision-making and improvement.

In addition to feedback provided by students and their parents also provide the BSS with a valuable source of information regarding school performance and activities. Minutes of head

office Committee and school group office committee meetings are recorded and circulated to staff and various members of BSS management. Internal reviews of curriculum by the evaluation team and internal quality audits are used to ensure conformity within the Quality Management System.

8.2) Monitoring and Measurement

8.2.1) Customer/student and parents Satisfaction

Students and parents satisfaction is measured through various means identified under section 8.2.3. Processes are in place to ensure information obtained regarding their satisfaction is analyzed and considered in the Beaconhouse school system’s planning processes.

8.2.2) Internal Quality Audits

For internal audit Beaconhouse School System have their own internal evaluation team who visit every branch of BSS and examine each and every department, process, operation and even the teaching staff of the branch. The evaluation team visits the branch on their own will when they think there is a need to evaluate that specific branch. The branch head responsible for the area being audited ensures that actions are taken without undue delay to eliminate detected nonconformities and their causes

8.2.3) Monitoring and Measurement Processes

A number of procedures include steps for determining the satisfaction of students and their parents. Parents are provided with information regarding school expectations and outcomes through either marketing information or by teachers during PTM (parents teachers meeting). All parents are given an opportunity during PTM to provide feedback.

Students, as well as any individual from the school, can at any time lodge a formal complaint regarding the school or any of the services provided by the BSS

Students who are dissatisfied with a rating, grade or other decision that affects their academic standing may also lodge their complaints

The BSS's Website also provides a forum for providing feedback regarding the website, the School system, or any other aspect of the school's operations. Some branches of the BSS also conduct their own internal reviews and satisfaction surveys to gage both student and staff satisfaction levels.

8.2.4) Monitoring and Measurement of Product

The BSS's product (design and delivery of education and training to teaching staff including support services) is delivered through the processes identified under section 7 of this document. Monitoring of these processes is included in the procedures identified and through the Management Review process

8.3) Control of Nonconforming Product

When possible, any nonconformity with regard to the provision of service to the students, is dealt with by the staff or management member(s) who are directly involved. Staffs are required to identify, document, and take timely action to address problems that fall within the scope of the Quality Management System. Problems that cannot be handled at a particular level are referred upwards to the regional head.

Documented procedures address problems associated with:

curriculum delivery

student progress and discipline

general administration and services

harassment and discrimination

purchasing

And for the solution of these problems and behavioral misconduct refer to section 4.1

8.4) Analysis of Data

BSS determines, collects and analyzes appropriate data to demonstrate the suitability and effectiveness of the QMS and to evaluate where continual improvement of the QMS can be made.

The analysis of data provides information relating to, but not limited to:

students and parents satisfaction,

conformity to product requirements,

characteristics and trends of processes and products, including opportunities for preventive action, and

vendors.

The results of analysis are reported per the “Management Review Process” to determine:

trends,

student and parents satisfaction,

effectiveness and efficiency of the school processes,

benchmarking,

progress in meeting the school system’s quality objectives

8.5) Improvement

8.5.1) Continual Improvement

Continual improvement of the Quality Management System is inherent in many of the system procedures and processes. Through internal evaluation, investigations into complaints, users requesting concessions, management review, monitoring of processes, reviews of feedback, input from Advisory committee the QMS is under constant surveillance for ways to improve the delivery of service to the student and the society.

Student and parents feedback and teachers opinion and performance indicators contribute to the identification of opportunities for improvement and/or remedial action.

BSS staff may also initiate an improvement initiative by completing and submitting an Improvement Initiative Proposal. An improvement initiative is an opportunity to improve some aspect of the BSS

8.5.2) Corrective actions

Any factors that are causing, or have the potential to cause, problems within the Quality System are investigated, and appropriate corrective action is taken. All Corrective Action Requests are forwarded to the Quality Coordinator who generally assigns them to a school group head officer for action.

8.5.3) preventive actions

Whenever a nonconformance, problem, or other adverse factor is investigated, preventive, as well as corrective action is sought to help prevent future occurrences of the situation. In some situations the only action that can be taken is preventive

Internal evaluation team’s reports also include a section where auditors can provide recommendations or make observations for the benefit of those being audited.