Guidelines for the Formation of School Management Committee(SMC) in Schools

As per the Act of Central Education Rights, School Management Committee should be formed and reorganized once in 2 years in all government schools except unaided institutions. The SMC representatives should be elected from a General body meeting inclusive of all parents. Unless it should be cancelled to reform another one as per the said norms and guidelines. It should comprise elected representatives from local self government, elected representatives of the parents and teacher representatives etc. In the case of student of selected representative left school due to any reason and issued T.C. or left after completion of the course, the parents or the guardian of the students of similar sect should be selected to fill the vacancy for the rest of the period. Except the ex-officio member, convener or the joint convener, ward member of local self govt, no other members can be the member of the committee more than two times continuously.

SMC: Number of members in the Committee

(i) In a school with students below 750, total members can be 16 apart from the convener and joint convener.

(ii) In a school with more than 750 students, total members can be 20 apart from convener and joint convener.

(iii) 75% of the members in the committee should be the parents of the students or guardian in the absence of parents. Also it should include – members of Mother-Parent -Teacher Association, parents of selected students, parents or guardians of - students belonging to the weaker section of the society, students eligible for special consideration. Enough representation be given to the parents representing back ward sections and depressed category.

(iv) The rest of the 25% of the members should be from the sections given below.

(a) Ward or division member of local self govt from the location of the school

(b) A teacher selected from the school by them

(c) An educational expert from the place , selected by the parents

(d) School leader

(v) For the execution of administrative affairs, a chairman or vice chairman should be elected from the parent – representatives. Head Master or teacher in charge would be the ex-officio member convener of the committee. In schools with higher secondary section, Principal would be the ex-officio member convener and HM , the joint convener.

(vi) Convener has the right to invite three experts at a time for seeking expert opinion regarding protection of children, health, nutrition, psychology, and administrative activities being undertaken by the committee.

(vii) The committee should meet two months once at the least.The minutes of the meet be recorded properly and decisions be taken based on the opinion of the majority. Also it should be displayed on the school notice board in such a way that even the public can notice it.

(viii) Assistant Educational Officer should confirm the formation of the committee, trainings imparted to the members and evaluate the activities as well.

SMC: Duties of the Committee

(a) Monitor the activities of the institution

(b) Preparation of School Development Plan and recommend for its implementation

(c) Over see the distribution of financial aid available from state government, local self government departments, or other agencies.

(d) Apart from these, the duties given below have to be done by the committee

(i)Simple creative discussions on rights of children under Right to Education Act, duties of the state govt, local self govt departments, parents etc should be conducted with the people in the area where school is situated.

(ii)The punctuality maintained by the teachers in being present in school, meetings between parents or guardians and teachers to make them aware of the attendance, curricular and co-curricular abilities of the students, improvement in studies and other such details of the students should be confirmed.

(iii)Also ensure teachers are not assigned other duties except – census, disaster relief activities, local self government or state government or parliament election,

(iv)Teachers are not handling private tuition or educations activities- should be ensured

(v)Monitor whether the expected improvement in learning as said by the Centre for Academic Activities is achieved. The absence of teachers and students be noted. Action be taken to fill leave vacancies for a period of less than a year from the empanelled list of teachers prepared by local self government departments on daily wage basis.

(vi)School admission and continuous attendance of the children of that area should be ensured to avoid the complete ‘drop-out’ of children. Students who is absent for 15 days continuously should be included in the drop out register and steps be taken to rectify the factors leading to the drop out of the child and bring him/her back to school.

(vii)Monitoring be done in the above said matters and laws and standard specified in Kerala Education Act and Rules for the conduct of activities in all sections of the school.

(viii)Any deviation in rights of children especially mental or physical harassment, denying admission, any aids available free of cost being not given on time etc be taken to the notice of the Local Self Government Departments.

(ix)Need based Action Plan be prepared

(x)Arrange additional coaching classes for children who need special care, and compensatory classes for children who gets late admission or who lag behind in studies. Also make it sure whether class PTA and Mother PTA etc are conducted.

(xi)Physically disabled children’s admission, the facilities needed for them, their role in primary education and whether they complete their course of study – should be supervised.

(xii)Monitor the noon – meal programme

(xiii)Coordinate the particulars and the cooperation from the authorized centres, the public, and other agencies for the best means and resources to be provided to enable the curricular and co-curricular activities.

(xiv)Prepare an annual account statement of income and expenditure of the fund of the committee for school.

(xv)To execute the duties assigned as per this Act, any amount received by the committee should be with the joint account of the committee chairman and convener and it should be audited every year by a chartered accountant fixed by the committee. In the annual meet, the audit report along with the account should be produced. It should be counter signed by the committee chairman or the head chairman and the convener to be produced before the Assistant Educational officer within a month.

(xvi)Within two months after meeting such expenses or in two months in the financial year- which comes first, Utilization certificate of funds received by the School Management Committee must be submitted to the allotted centre of fund authority.

SMC: Preparation of School Development Plan

(1) In 2 months after the formation of School Management Committee, a School Development Plan should be prepared,

(2) It should be a 3 year plan comprising 3 separate annual sub plans.

(3) It should have the details given below –

(a) Estimate of class wise admission for each year.

(b) Basic amenities including building, laboratory, library, toilets, drinking water, wooden furniture, instruments, play ground etc.

(c) The preparation of master plan should include the future needs of the school, student friendly, eco friendly construction –concepts etc. An expert’s opinion or service can be availed of.

(d) As per the guidelines referred above in this list &the Kerala Education Act rules more physical needs of the basic resources and instruments, mainly laboratory, information and communication technology, library, sports and games be prepared.

(e) Expenses for special coaching facilities for the late admission students, separate evaluation of needs of each section on age basis, free text books, uniform, travel concessions, free accommodation etc and any more needs to be satisfied under this Act including above said part (d) related financial needs.

(f) As per the calculations done according to the law stated in this list, total number of teachers needed for classes 1-5 and 6-8, each subject teachers, part time teachers, head master etc.

School Development Plan should be counter signed by the School Management Committee chair person or vice chair person and convener. Within one month after the approval of the committee, it should be submitted to the Assistant Eductional Officer and Centre for Local Authorities.

Downloads
Guidelines for the Formation of School Management Committee(SMC) in Schools-Circular dtd 15-09-2022
Guidelines for the Formation of School Management Committee(SMC) in Schools[Draft-2017] by SSA Kerala
Guidelines for the Formation of School Management Committee(SMC) in Schools[PDF]. Circular dtd 20.06.2012
School management committee amendment Circular No H1.38613-2012 DPI dtd 27-09-2012
School Management Development Committee. GO(MS) No. 1/2014/G.Edn dtd 01-01-2014