Documentary Evidence (Indicator-wise)

Expert Assessment Guidelines Documentary Evidence (Indicator-wise)

	Documentary Evidence	Details to verify
	Management committee profile
1	Documents of Act and Statutes of the affiliating Board/ governing authority	Committee constitution norms
2	School Management Committee constitution norms	Committee constitution norms
3	Documentation of selection/nomination criteria of State/Board /Trust/Society/RTE/Missionary schools/Private school Act	Committee constitution norms
4	Documented rules, regulations, and/or guidelines relating to the composition, powers and functions of the various Academic and Administrative authorities and committees	Committee constitution norms
5	Affidavit, etc. with regard to relation of the members of the School Managing Committee with each other, etc.	Committee constitution: compliance to norms (CBSE specific)
6	The details of the Governing Body, Board of Management	Committee constitution: compliance to norms
7	Records of member profiles	Member profile compliance to norms
		Member profile suitability to the role
	Process of committee formation
1	Records of committee formation/reformation (selection, election, nomination, etc.), and dissolution (complete/partial), etc.	Documented of Committee formation process
		Compliance to documented process
2	Management committee meeting documentation (Minutes, notices, agenda, etc.)	Adherence to committee formation process, norms, etc.
	Process of committee working
1	Documented rules, regulations, and/or guidelines relating to the composition, powers and functions of the various Academic and Administrative authorities and committees	Defined Responsibilities
2	Documentation of committee members' roles and responsibilities	Individual and collective role and responsibility allocation within the committee (Subcommittee formation, etc.)
3	Management committee meeting documentation (Minutes, notices, agenda, etc.)	Responsibility delegation details
		Subcommittee details (Complaint Management, Selection/Recruitment, finances, HRM, etc.)
		Responsibility allocation within the committee for updates of government policies and decisions
4	Reports/records of subcommittees	Roles and responsibility allocation
		Monitoring of responsibilities
5	Records of committee performance evaluation	Performance evaluation tools in use
		Frequency of performance evaluation
		Recording of evaluation results and further actions
	Practices related to committee meetings
1	Management committee meeting documentation (Minutes, notices, agenda, etc.)	Frequency of meetings
		Documentation practice
		Adherence to quorum
	Committee's awareness and updates
1	Documents of government/board regulations regarding policies and sanctions, etc.	Committee's awareness level
2	Internal and external publications (Circulars/Notices/Brochures/Annual reports/ Magazines/Research papers/Articles/ Newsletters/Diary/Staff & student Manuals/Press notes/Advertisements/Website, etc.)	Management's acquaintance with the school environment
3	Records of various internal/external, formal/informal training programmes (For/by the committee/members)	Training undergone by committee as such and/by some of the members
		Initiatives by few/all of the committee members to train other members on various governance related matters, etc.
4	Records of school updates sent to committee members	Committee’s acquaintance with the school environment
	School's vision and Identity
1	Special recognition/awards/Trophies/Grants received by school
2	Admission policy documentation	Alignment with the school’s identity-vision/mission
3	Internal and external publications (Circulars/Notices/Brochures/Annual reports/ Magazines/Research papers/Articles/ Newsletters/Diary/Staff & student Manuals/Press notes/Advertisements/Website, etc.)	Efforts to promote school identity
4	Management committee meeting documentation (Minutes, notices, agenda, etc.)	Efforts to communicate/maintain the dignity of school identity materials
5	Records various programmes conducted by the school at various levels (National/international)	Alignment with the school’s identity-vision/mission
6	Records of internal and external correspondence	Efforts to promote school identity
	School goals and plans
1	Documents of academic linkages with national and international bodies, etc.	Academic linkages
2	School level Planning documents	Strategic plans for the school, which reflect institutional, state or national goals
		Faculty and staff recruitment plans
		Short term and long term plans for Infrastructure and facility development
		Plan for academic linkages with national and international bodies, etc.
		Annual Budget
3	Budget records	Budget planning
		Budget amendments
		Contingency planning
	Decision Making
1	Admission policy documentation	Efforts towards Inclusive education
2	Fee Policy	RTE compliance
3	Recruitment Policy	RTE compliance
4	Management committee meeting documentation (Minutes, notices, agenda, etc.)	Participatory, consensus-oriented decision making, prioritization of decisions
		Variety of decisions: discussions and decisions on infrastructural development/utilization, management of human resources, fund raising and utilization, provision of TLMs and equipment/materials for co-curricular, curricular and extra-curricular activities, collaborations/representation to external agencies, stakeholder participation, student achievement
		Status of decisions taken/tracking of decision implementation
	Committee's school supervision reports (records)
1	SMC visit planning  SOP
2	Management committee meeting documentation (Minutes, notices, agenda, etc.)	plan for school visits(planned and casual visits)
3	Records of committee's school visits	Frequency of SMC’s planned and casual visits.
	Nature of Committee's supervision
1	Records of committee's school visits	Committee's efforts to understand the needs of stakeholders
		Committee's efforts to understand the infrastructural utilization/ development needs
		Committee's efforts to understand the psycho-social environment of school
	Standard operating procedures and records
1	Quality/safety certifications	Health and sanitary conditions certificate from municipal authorities
2	Fee Policy
3	Recruitment Policy
4	Internal and external publications (Circulars/Notices/Brochures/Annual reports/ Magazines/Research papers/Articles/ Newsletters/Diary/Staff & student Manuals/Press notes/Advertisements/Website, etc.)	Record keeping
5	Admission SOP
6	Fees collection  SOP
7	Housekeeping  SOP
8	Maintenance schedules  SOP
9	Staff attendance  SOP
10	SMC visit planning  SOP
11	Grievance redressal  SOP
12	Safety and security checks  SOP
13	SOP for usage of various infrastructure and facilities, equipment, TLMs, library resources
14	Vendor management SOP
15	General register for admissions	RTE compliance
16	Register for withdrawals
17	Records of disciplinary actions
18	CWSN records
19	Attendance
20	Service books
21	Charge handover papers
22	Medical records	Health cards
23	Vendor records  (Materials/services) (Tenders, quotations,  blacklisted vendors, vendor evaluation reports, etc.)
24	Fee collection records
25	Records of various child welfare schemes/Scholarships/ freeships, etc.
26	Fund collection and utilization records	Collaborations/representation for fund raising
27	Minutes of faculty meeting	Information on SMC’s planned and casual visits.
28	Records of internal and external correspondence	Record keeping
	Information management
1	Internal and external publications (Circulars/Notices/Brochures/Annual reports/ Magazines/Research papers/Articles/ Newsletters/Diary/Staff & student Manuals/Press notes/Advertisements/Website, etc.)	System for information management
2	Bulletin board displays	Display of mandatory information
3	Records of school updates sent to committee members
4	Records of internal and external correspondence	System for information management
	Grievance redressal system
1	Documented rules, regulations, and/or guidelines relating to the composition, powers and functions of the various Academic and Administrative authorities and committees	Details of sub-committees (Complaint management committee, safety and security committee, Curriculum planning committee, etc.)
2	Grievance redressal  SOP
3	Management committee meeting documentation (Minutes, notices, agenda, etc.)
4	Complaint management records/reports (Complaint/suggestion box/register, Records of complaints for all levels, Records of actions taken at various levels over complaints, Reports to SMC regarding the actions taken, etc.)	System to deal with complaints of all stakeholders
		Multiple levels and channels of complaint management
	Facility maintenance
1	Annual Maintenance Contracts (AMCs)	Maintenance of infrastructure and facilities
2	Housekeeping  SOP
3	Maintenance schedules  SOP
4	SOP for usage of various infrastructure and facilities, equipment, TLMs, library resources
5	Records of cleaning and housekeeping	Cleaning schedules (Frequency)
		Responsibility allocation
		Monitoring of responsibilities
	Equipment maintenance process
1	Annual Maintenance Contracts (AMCs)	Maintenance of equipment
2	SOP for usage of various infrastructure and facilities, equipment, TLMs, library resources
3	Equipment records (Equipment logs, Dead stock register, Inventory records, AMC records, Work orders of repairs/replacement of equipment)	Stocktaking practice
		Timely replacements/repairs of equipment
	Safety and security maintenance
1	Emergency/disaster management plans, evacuation plans	Emergency preparedness (displays and awareness of evacuation plans)
2	Safety and security policies and guidelines (Policy document for safe technology use, etc.)	Coverage of all the safety and security aspects of school (Structural and functional)
3	Insurance policy documents(e.g. group insurance policy of school building)	Insurance coverage (Emergency preparedness)
4	Records/Minutes of safety and security committee meetings	Committee composition, Coverage of all the safety and security aspects of school (Structural & Functional)
5	Records of routine safety and security checks	Coverage of all the safety and security aspects of school (Structural and functional)
6	Records of emergency contact numbers	Updated list of emergency contact numbers (emergency preparedness)
7	Medical records	School Health Manual
8	Quality/safety certifications	Health and sanitary conditions certificate from municipal authorities, fire safety and safe drinking water certificates
	Code of conduct
1	Code of conduct for staff and students	Rules of campus behavior
		Dress code for staff and students
		Entry and departure (of people and vehicles) regulations within campus
		Assembly procedures
2	Records of disciplinary actions
	Accounts management system
1	Accounts and audit records (Accounting duty allocation, Budget records, Financial statements, Audit reports, Records of increments in income and scale, Student concessions, Petty cash procedure, Salary disbursement, etc.)	Responsibility allocation for accounts management
		Budget vs. actual expense tracking
		Technology use
		Auditing
	Vendor management system
1	Annual Maintenance Contracts (AMCs)	Vendor management
2	Vendor records (Materials/services) (Tenders, quotations, blacklisted vendors, vendor evaluation reports, etc.)	Procedures for vendor selection, monitoring, evaluation, etc.
	Fees, funds and scholarship records
1	Fee collection records	Responsibility allocation for fee collection
2	Records of various child welfare schemes/Scholarships/ freeships, etc.	Criteria for scholarships &freeships
		Prompt distribution of scholarship
3	Fund collection and utilization records	Transparency
	Annual curriculum plan
1	Documented rules, regulations, and/or guidelines relating to the composition, powers and functions of the various Academic and Administrative authorities and committees
2	Curriculum plan	Variety and load/balance
3	Academic calendar	Curricular and co-curricular/extra-curricular events
4	Time tables (Head, teacher, class, free periods, exam, etc.)	Extra-curricular activities organised for students
		Work load of teachers
		Instructional hours
		Head's involvement in teaching
		Effective utilization of infrastructure and facilities (Sports and games, art and crafts, labs, library, etc.)
		Remedial teaching
5	Division/section determination policy	No of class sections/division as per the infrastructure facilities
6	Records of curriculum planning	Curriculum planning committee details
		Factors considered to set curriculum plan
		Collaborative planning process
	Annual assessment plan and process
1	Documented rules, regulations, and/or guidelines relating to the composition, powers and functions of the various Academic and Administrative authorities and committees
2	Annual assessment plan	Frequency of exams
		Assessment areas, criteria
		Assessment tools
		Analysis of results
		Feedback mechanism
		Head's review of assessment tools
		Exam committee
3	CCE records and manuals (Assessment Tools, assessment records/ CRB/ report cards, tool review meeting minutes & reports, teacher manuals,etc.)	Frequency of exams
		Assessment areas, criteria
		Assessment tools
		Analysis of results
		Feedback mechanism
		Head's review of assessment tools
		Exam committee
	Achievement orientation
1	Documented rules, regulations, and/or guidelines relating to the composition, powers and functions of the various Academic and Administrative authorities and committees
2	Participation certificates (school/staff/students)
3	Internal and external publications (Circulars/Notices/Brochures/Annual reports/ Magazines/Research papers/Articles/ Newsletters/Diary/Staff &student Manuals/Press notes/Advertisements/Website, etc.)	Student appreciation practices
4	Bulletin board displays	Student appreciation practices
5	Records of results of internal and external assessments of students	Target setting
		Comprehensive assessment of students' overall performance
		Analysis of results
		Performance in competitive exams
6	Records of internal and external correspondence	Student appreciation practices
	Self development/Academic excellence of the Head
1	Participation certificates (school/staff/students)
		Research/participation in policy making/innovative practices within and beyond school/community development programmes, etc.
2	Internal and external publications (Circulars/Notices/Brochures/Annual reports/ Magazines/Research papers/Articles/ Newsletters/Diary/Staff & student Manuals/Press notes/Advertisements/Website, etc.)	Achievements of/initiatives by head
3	Bulletin board displays	Academic excellence/Achievement of /initiatives by of head (Mastery on subject knowledge, pedagogic knowledge, operational knowledge and general awareness, Contribution to academic journals, workshops and conferences, etc.)
4	Head's current profile	Qualifications of the head
5	Records of internal and external correspondence	Achievements of/initiatives by head
	Professional development of faculty
1	Participation certificates (school/staff/students)	Contribution towards policy making
2	Contracts/agreements for Guest speakers/resource persons	Staff training programmes
3	Internal and external publications (Circulars/Notices/Brochures/Annual reports/ Magazines/Research papers/Articles/ Newsletters/Diary/Staff & student Manuals/Press notes/Advertisements/Website, etc.)	Details of PDPs, staff initiatives, contributions and achievements
4	Bulletin board displays	Staff achievements, initiatives
5	Teacher evaluation records	Methodology of evaluation
		Evaluation tools
		Feedback system
6	Records of PDPs	Type and frequency of training
		Areas of training
		Participation & impact
7	Staff Academy details	Initiatives for professional development of faculty
		Faculty involvement in academy initiatives
		Frequency of meetings, and agenda
8	Records of library resource use by teachers	Provision/utilization
9	Records of internet use by teachers	Provision/utilization
10	Records of internal and external correspondence	Details of PDPs, staff initiatives, contributions and achievements
11	TLM records
12	Records of teachers' use of resource materials
13	Records of awards/trophies/incentives, etc. (Given for staff)	Appreciation of professional achievements
		Encouragement for new initiatives/innovation
	System of Faculty's Mentoring
1	Records of curriculum planning
2	Minutes of faculty meeting	Sharing of knowledge and resources
		Efforts to inculcate a culture of continuous learning
		Professional guidance (expert services)
		Appreciation of professional achievements
		Encouragement for new initiatives/innovation
		Discipline & grievances
		Effective utilization of curriculum materials, TLMs and various learning resources
		Planning of events
3	TLMs records
4	Records of teachers' use of resource materials
	Establishment of operational systems
1	Admission SOP
2	Fees collection  SOP
3	Housekeeping  SOP
4	Maintenance schedules  SOP
5	Staff attendance  SOP
6	SMC visit planning  SOP
7	Grievance redressal  SOP
8	Safety and security checks  SOP
9	SOP for usage of various infrastructure and facilities, equipment, TLMs, library resources
10	Vendor management SOP
11	Records of computerized data/process management systems (Accounts, Human resources, Library resources, safety and security, Assessment data, etc.)	Technology supported operational systems
	Representation to management
1	Management committee meeting documentation (Minutes, notices, agenda, etc.)	Head's efforts to represent the school effectively
2	Records of school updates sent to committee members	Coverage: Report on Infrastructural maintenance/development, Human resource management, TLMs and equipment/materials for curricular, co-curricular and extracurricular activities, Inclusive education, Promoting school identity, collaboration with external agencies, etc.
	Collaboration with stakeholders
1	Internal and external publications (Circulars/Notices/Brochures/Annual reports/ Magazines/Research papers/Articles/ Newsletters/Diary/Staff & student Manuals/Press notes/Advertisements/Website, etc.)	Interaction and collaboration with various external and internal stakeholders
2	Fund collection and utilization records
3	Records of internal and external correspondence	Interaction and collaboration with various external and internal stakeholders Collaborations for various purposes (for human resources, funds, space sharing, marketing of student- made art and craft items, etc.)
4	PTA records (Minutes, notices, attendance registers, etc.)	Parent participation level
		New initiatives by parents
		Nature and purpose of feedback to parents
		Grievances
5	Alumni records	Records of formation of past students' association
6	Student council records	Initiatives of student council
		Responsibilities given to students
7	TLMs records	Parent/community participation in TLM creation
	Representation to external world
1	Participation certificates (school/staff/students)	Professional development programmes
2	Documents of academic linkages with national and international bodies, etc.
3	Contracts/agreements with corporates/Organizations	Resource mobilization (Funds, human resources, infrastructure, services, etc.)
		Community development programmes
		Involvement in policy making
4	Internal and external publications (Circulars/Notices/Brochures/Annual reports/ Magazines/Research papers/Articles/ Newsletters/Diary/Staff & student Manuals/Press notes/Advertisements/Website, etc.)	Effective representation to external world
5	Fund collection and utilization records
6	Records of internal and external correspondence	Effective representation to external world
	Teachers’ level of subject expertise
1	Awards/trophies//memberships, etc. (Received by Head and staff)	Upgradation of subject knowledge, Initiatives for skill development, Initiatives for pedagogic knowledge upgradation
2	Lesson plans	Factual, procedural, conceptual, analytical treatment of subject, inter-disciplinary connections
3	Records of results of internal and external assessments of students
4	Teacher evaluation records
5	Profile of teachers	Academic qualification
6	TLMs records	Innovation, utility, variety
		Teacher's involvement in TLM creation
	Teachers’ level of pedagogic competence
1	Lesson plans	Use of teacher-directed methods such as lectures and readings, introducing new knowledge, recalling and relating prior knowledge, direct instruction, guided practice and independent practice; use of student-centered models of learning: independent study, self-reflection, inquiry learning, cooperative learning
2	Records of results of internal and external assessments of students
3	Teacher evaluation records
4	Records of teachers' use of resource materials	Variety of resources available
		Effective utilization
5	Personal Log Book and Class Log Book of teachers	Special/gifted students (measures taken to guide them)
		Knowledge of human developmental stages,
		Strategies of student motivation
		Effective learning experiences conducted
		Reflection and revision of approaches
	Lesson / Activity Planning
1	Lesson / Activity Planning	Knowledge of curriculum and lesson goals reflected in lesson planning, tackling difficult topics, reinforcement through multiple contexts, local resource persons, class work, homework, practical
		Topic-wise planning (sequence and time frame), lesson content, lesson objectives, activity planning , assessment
2	Homework diary/book	Load of homework
	Utilization of teaching-learning material (TLM)
1	Contracts/agreements for Guest speakers/resource persons	Special training to students
2	TLMs records
		Effective utilization of TLMs
		Student involvement in TLM creation
	Self development of teachers
1	Participation certificates (school/staff/students)	Student participation in competitions/events
		Community mobilization/Awareness campaigns/Policy level contributions, etc.
2	Annual assessment plan
3	CCE records and manuals (Assessment Tools, assessment records/ CRB/ report cards, tool review meeting minutes & reports, teacher manuals, etc.)
4	Personal Log Book and Class Log Book of teachers
	Assessment records and feedback
1	Annual assessment plan	Scheduling, content and methods of assessment
2	CCE records and manuals (Assessment Tools, assessment records/ CRB/ report cards, tool review meeting minutes & reports, teacher manuals, etc.)
	Classroom environment and culture
1	CWSN records
2	Personal Log Book and Class Log Book of teachers	Students referred to advisors/counselors
		Major psychosocial issues handled
	Classroom organization and student engagement
1	Lesson plans
	Classroom management
1	PTA records (Minutes, notices, attendance registers, etc.)	Parent support for classroom management
2	Leave notes/early departure/late coming notes of students	Classroom behaviour code