Documentary Evidence

Expert Assessment Guidelines Documentary Evidence

	Evidence		Indicator
1	Acts and Statues
1	Documents of Act and Statutes of the affiliating Board/ governing authority	Committee constitution norms	Management committee Profile
2	School Management Committee constitution norms	Committee constitution norms	Management committee Profile
3	Documentation of selection/nomination criteria of State/Board /Trust/Society/RTE/Missionary schools/Private school Act	Committee constitution norms	Management committee Profile
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	Management committee Profile
		Defined Responsibilities	Process of committee working
		Details of sub-committees (Complaint management committee, safety and security committee, Curriculum planning committee, etc.)	Grievance redressal system
			Safety and security maintenance
			Annual curriculum plan
			Annual Assessment plan and process
			Achievement orientation
5	Documents of government/board regulations regarding policies and sanctions, etc.	Committee's awareness level	Committee's awareness and updates
2	Affidavits/Certifications/Memberships/ Awards
1	Affidavits, etc. with regard to relation of the members of the School Managing Committee with each other, etc.	Committee constitution: compliance to norms (CBSE specific)	Management committee Profile
2	Special recognition/awards/Trophies/Grants received by school		School’s vision and identity
3	Quality/safety certifications	Health and sanitary conditions certificate from municipal authorities	Standard operating procedures and records
		fire safety and safe drinking water certificates	Safety and security maintenance
4	Participation certificates (school/staff/students)	Professional developmentprogrammes	Representation to external world
		Contribution towards policy making	Professional development of faculty
		Student participation in competitions/events	Self development of teachers
			Self development/Academic excellence of the Head
			Achievement orientation
5	Awards/trophies//memberships, etc. (Received by Head and staff)	Upgradation of subject knowledge, Initiatives for skill development, Initiatives for pedagogic knowledge upgradation	Teachers’ level of subject expertise
		Community mobilization/Awareness campaigns/Policy level contributions, etc.	Self development of teachers
		Research/participation in policy making/innovative practices within and beyond school/community development programmes, etc.	Self development/Academic excellence of the Head
3	Contracts and agreements
1	Documents of academic linkages with national and international bodies, etc.	Academic linkages	School’s vision and plans
			Representation to external world
2	Contracts/agreements with corporates/Organizations	Resource mobilization (Funds, human resources, infrastructure, services, etc.)	Representation to external world
		Community development programmes	Representation to external world
		Involvement in policy making	Representation to external world
3	Contracts/agreements for Guest speakers/resource persons	Staff training programmes	Professional development of faculty
		Special training to students	Utilization of teaching-learning material (TLM)
4	Annual Maintenance Contracts (AMCs)	Maintenance of equipment	Equipment maintenance
		Vendor management	Vendor management
		Maintenance of infrastructure and facilities	Facility maintenance
4	Plans
1	School level Planning documents	Strategic plans for the school, which reflect institutional, state or national goals	School’s goals and plans
		Faculty and staff recruitment plans	School’s goals and plans
		Short term and long term plans for Infrastructure and facility development	School’s goals and plans
		Plan for academic linkages with national and international bodies, etc.	School’s goals and plans
		Annual Budget	School’s goals and plans
2	Emergency/disaster management plans, evacuation plans	Emergency preparedness (displays and awareness of evacuation plans)	Safety and security maintenance
3	Curriculum plan	Variety and load/balance	Annual curriculum plan
4	Academic calendar	Curricular and co-curricular/extra-curricular events	Annual curriculum plan
5	Time tables (Head, teacher, class, free periods, exam, etc.)	Extra-curricular activities organized for students	Annual curriculum plan
		Work load of teachers	Annual curriculum plan
		Instructional hours	Annual curriculum plan
		Head's involvement in teaching	Annual curriculum plan
		Effective utilization of infrastructure and facilities (Sports and games, art and crafts, labs, library, etc.)	Annual curriculum plan
		Remedial teaching	Annual curriculum plan
		Frequency of exams
6	Annual assessment plan	Frequency of exams	Annual assessment plan and process
		Assessment areas, criteria	Annual assessment plan and process
		Assessment tools	Annual assessment plan and process
			Teacher-made tests
		Analysis of results	Annual assessment plan and process
		Feedback mechanism	Annual assessment plan and process
			Assessment records and feedback
		Head's review of assessment tools	Annual assessment plan and process
		Exam committee	Annual assessment plan and process
7	Lesson plans	Factual, procedural, conceptual, analytical treatment of subject, inter-disciplinary connections	Teachers’ level of subject expertise
		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	Teachers’ level of pedagogic competence
			Classroom organization and student engagement
		Knowledge of curriculum and lesson goals reflected in lesson planning, tackling difficult topics, reinforcement through multiple contexts, local resource persons, classwork, homework, practical	Lesson/Activity planning
		Topic-wise planning (sequence and time frame), lesson content, lesson objectives, activity planning, assessment	Lesson/Activity planning
5	Policy documents
1	Admission policy documentation	Alignment with the school’s identity-vision/mission	School’s vision and identity
		Efforts towards Inclusive education	Decision Making
2	Fee Policy	RTE compliance	Decision making
			Standard operating procedures and records
3	Recruitment Policy	RTE compliance	Decision making
			Standard operating procedures and records
4	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)	Safety and security maintenance
5	Insurance policy documents(e.g. group insurance policy of school building)	Insurance coverage (Emergency preparedness)	Safety and security maintenance
6	Code of conduct for staff and students	Rules of campus behavior	Code of conduct
		Dress code for staff and students	Code of conduct
		Entry and departure (of people and vehicles) regulations within campus	Code of conduct
		Assembly procedures	Code of conduct
7	Division/section determination policy	No of class sections/division as per the infrastructure facilities	Annual curriculum plan
6	Publications
1	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	Standard operating procedures and records
		System for information management	Information management
		Efforts to promote school identity	School’s vision and identity
		Interaction and collaboration with various external and internal stakeholders	Collaboration with stakeholders
		Effective representation to external world	Representation to external world
		Student appreciation practices	Achievement orientation
		Details of PDPs, staff initiatives, contributions and achievements	Professional development of faculty
		Achievements of/initiatives by head	Self development/Academic excellence of the Head
		Management's acquaintance with the school environment	Committee's awareness and updates
2	Bulletin board displays	Display of mandatory information	Information management
		Student appreciation practices	Achievement orientation
		Staff achievements, initiatives	Professional development of faculty
		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.)	Self development/Academic excellence of the Head
7	Standard Operating Procedures (SOPs)
1	Admission SOP		Standard operating procedures and records
			Establishment of operational systems
2	Fees collection  SOP		Standard operating procedures and records
			Establishment of operational systems
3	Housekeeping  SOP		Standard operating procedures and records
			Facility maintenance
			Establishment of operational systems
4	Maintenance schedules  SOP		Standard operating procedures and records
			Establishment of operational systems
			Facility maintenance
5	Staff attendance  SOP		Standard operating procedures and records
			Establishment of operational systems
6	SMC visit planning  SOP		Standard operating procedures and records
			Establishment of operational systems
			Committee's school visit reports (records)
7	Grievance redressal  SOP		Standard operating procedures and records
			Establishment of operational systems
			Grievance redressal system
8	Safety and security checks  SOP		Standard operating procedures and records
			Establishment of operational systems
			Safety and security maintenance
9	SOP for usage of various infrastructure and facilities, equipment, TLMs, library resources		Standard operating procedures and records
			Establishment of operational systems
			Facility maintenance
			Equipment maintenance
10	Vendor management SOP		Standard operating procedures and records
			Establishment of operational systems
11	Documentation of committee members' roles and responsibilities	Individual and collective role and responsibility allocation within the committee (Subcommittee formation, etc.)	Process of committee working
8	Records
1	The details of the Governing Body, Board of Management	Committee constitution: compliance to norms	Management committee Profile
2	Records of member profiles	Member profile compliance to norms	Management committee Profile
		Member profile suitability to the role	Management committee Profile
3	Records of committee formation/reformation (selection, election, nomination, etc.), and dissolution (complete/partial), etc.	Documented of Committee formation process	Process of committee formation
		Compliance to documented process	Process of committee formation
4	Management committee meeting documentation (Minutes, notices, agenda, etc.)	Adherence to committee formation process, norms, etc.	Process of committee formation
		Responsibility delegation details	Process of committee working
		Subcommittee details (Complaint Management, Selection/Recruitment, finances, HRM, etc.)	Process of committee working
			Grievance redressal system
		Frequency of meetings	Practices related to committee meetings
		Documentation practice	Practices related to committee meetings
		Adherence to quorum	Practices related to committee meetings
		Responsibility allocation within the committee for updates of government policies and decisions	Process of committee working
		Efforts to communicate/maintain the dignity of school identity materials	School’s vision and identity
		Participatory, consensus-oriented decision making, prioritization of decisions	Decision making
		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	Decision making
		Status of decisions taken/tracking of decision implementation	Decision making
		plan for school visits(planned and casual visits)	Committee's school supervision reports (Records)
		Head's efforts to represent the school effectively	Representation to management
5	Reports/records of subcommittees	Roles and responsibility allocation	Process of committee working
		Monitoring of responsibilities	Process of committee working
6	Records of committee performance evaluation	Performance evaluation tools in use	Process of committee working
		Frequency of performance evaluation	Process of committee working
		Recording of evaluation results and further actions	Process of committee working

7	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	Committee's awareness and updates
		Initiatives by few/all of the committee members to train other members on various governance related matters, etc.	Committee's awareness and updates
8	Records of school updates sent to committee members	Committee’s acquaintance with the school environment	Committee's awareness and updates
			Information management
		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.	Representation to management
9	Records various programmes conducted by the school at various levels (National/international)	Alignment with the school’s identity-vision/mission	School’s vision and Identity
10	Budget records	Budget planning	School’s goals and plans
		Budget amendments	School’s goals and plans
		Contingency planning	School’s goals and plans
11	Records of committee's school visits	Frequency of SMC’s planned and casual visits.	Committee's school supervision reports (Records)
		Committee's efforts to understand the needs of stakeholders	Nature of committee's supervision
		Committee's efforts to understand the infrastructural utilization/ development needs	Nature of committee's supervision
		Committee's efforts to understand the psycho-social environment of school	Nature of committee's supervision
12	General register for admissions	RTE compliance	Standard operating procedures and records
13	Register for withdrawals		Standard operating procedures and records

14	Records of disciplinary actions		Standard operating procedures and records
			Code of conduct
15	CWSN records		Standard operating procedures and records
			Classroom environment and culture
16	Attendance		Standard operating procedures and records
17	Service books		Standard operating procedures and records
18	Charge handover papers		Standard operating procedures and records
19	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	Grievance redressal system
		Multiple levels and channels of complaint management	Grievance redressal system
20	Records of cleaning and housekeeping	Cleaning schedules (Frequency)	Facility maintenance
		Responsibility allocation	Facility maintenance
		Monitoring of responsibilities	Facility maintenance
21	Equipment records (Equipment logs, Dead stock register, Inventory records, AMC records, Work orders of repairs/replacement of equipment)	Stocktaking practice	Equipment maintenance
		Timely replacements/repairs of equipment	Equipment maintenance
22	Records/Minutes of safety and security committee meetings	Committee composition	Safety and security maintenance
		Frequency of meetings	Safety and security maintenance
		Responsibility allocation and monitoring	Safety and security maintenance
		Coverage of all the safety and security aspects of school (Structural & Functional)	Safety and security maintenance
23	Records of routine safety and security checks	Coverage of all the safety and security aspects of school (Structural and functional)	Safety and security maintenance
24	Records of emergency contact numbers	Updated list of emergency contact numbers (emergency preparedness)	Safety and security maintenance

25	Medical records	School Health Manual	Safety and security maintenance
		Health cards	Standard operating procedures and records
		Details of students with special health problems
		Agreement with healthcare officers/hospitals
		Stock list of medicines, etc.
26	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	Accounts management
		Budget vs actual expense tracking	Accounts management
		Technology use	Accounts management
		Auditing	Accounts management
27	Vendor records  (Materials/services) (Tenders, quotations,  blacklisted vendors, vendor evaluation reports, etc.)	Procedures for vendor selection, monitoring, evaluation, etc.	Vendor management
			Standard operating procedures and records
28	Fee collection records	Responsibility allocation for fee collection	Fees, funds and scholarship records
			Standard operating procedures and records
29	Records of various child welfare schemes/Scholarships/ freeships, etc.	Criteria for scholarships &freeships	Fees, funds and scholarship records
		Prompt distribution of scholarship	Fees, funds and scholarship records
			Standard operating procedures and records
30	Fund collection and utilization records	Transparency	Fees, funds and scholarship records
		Collaborations/representation for fund raising	Standard operating procedures and records
			Collaboration with stakeholders
			Representation to external world
31	Records of curriculum planning	Curriculum planning committee details	Annual curriculum plan
		Factors considered to set curriculum plan	Annual curriculum plan
		Collaborative planning process	Annual curriculum plan
			System of faculty’s mentoring
32	CCE records and manuals (Assessment Tools, assessment records/ CRB/ report cards, tool review meeting minutes&reports, teacher manuals,etc.)	Frequency of exams	Annual assessment plan and process
		Assessment areas, criteria	Annual assessment plan and process
		Assessment tools	Annual assessment plan and process
			Teacher-made tests
		Analysis of results	Annual assessment plan and process
		Feedback mechanism	Annual assessment plan and process
			Assessment records and feedback
		Head's review of assessment tools	Annual assessment plan and process
		Exam committee	Annual assessment plan and process
33	Records of results of internal and external assessments of students	Target setting	Achievement orientation
		Comprehensive assessment of students' overall performance	Achievement orientation
		Analysis of results	Achievement orientation
		Performance in competitive exams	Achievement orientation
			Teachers’ level of subject expertise
			Teachers’ level of pedagogic competence
34	Head's current profile	Qualifications of the head	Self development and academic excellence
35	Teacher evaluation records	Methodology of evaluation	Professional development of faculty
		Evaluation tools	Professional development of faculty
		Feedback system	Professional development of faculty
			Teachers' level of subject expertise
			Teachers’ level of pedagogic competence
36	Records of PDPs	Type and frequency of training	Professional development of faculty
		Areas of training	Professional development of faculty
		Participation & impact	Professional development of faculty

37	Staff Academy details	Initiatives for professional development of faculty	Professional development of faculty
		Faculty involvement in academy initiatives	Professional development of faculty
		Frequency of meetings, and agenda	Professional development of faculty
38	Records of library resource use by teachers	Provision/utilization	Professional development of faculty
39	Records of internet use by teachers	Provision/utilization	Professional development of faculty
40	Minutes of faculty meeting	Sharing of knowledge and resources	System of faculty’s mentoring
		Efforts to inculcate a culture of continuous learning	System of faculty’s mentoring
		Professional guidance (expert services)	System of faculty’s mentoring
		Appreciation of professional achievements	System of faculty’s mentoring
		Encouragement for new initiatives/innovation	System of faculty’s mentoring
		Discipline & grievances	System of faculty’s mentoring
		Effective utilization of curriculum materials, TLMs and various learning resources	System of faculty’s mentoring
		Planning of events	System of faculty’s mentoring
		Information on SMC’s planned and casual visits.	Standard operating procedures and records
41	Records of computerized data/process management systems (Accounts, Human resources, Library resources, safety and security, Assessment data, etc.)	Technology supported operational systems	Establishment of operational systems
42	Records of internal and external correspondence	Record keeping	Standard operating procedures and records
		System for information management	Information management
		Efforts to promote school identity	School’s vision and identity
		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.)	Collaboration with stakeholders
		Effective representation to external world	Representation to external world
		Student appreciation practices	Achievement orientation
		Details of PDPs, staff initiatives, contributions and achievements	Professional development of faculty
		Achievements of/initiatives by head	Self development/Academic excellence of the Head
43	PTA records (Minutes, notices, attendance registers,etc.)	Parent participation level	Collaboration with stakeholders
		New initiatives by parents	Collaboration with stakeholders
		Nature and purpose of feedback to parents	Collaboration with stakeholders
		Grievances	Collaboration with stakeholders
		Parent support for classroom management	Classroom management
44	Alumni records	Records of formation of past students' association	Collaboration with stakeholders
45	Student council records	Initiatives of student council	Collaboration with stakeholders
		Responsibilities given to students	Collaboration with stakeholders
46	Profile of teachers	Academic qualification	Teachers’ level of subject expertise
47	TLMs records	Innovation, utility, variety	Teachers’ level of subject expertise
		Teacher's involvement in TLM creation	Teachers’ level of subject expertise
			Utilization of teaching-learning material (TLM)
		Effective utilization of TLMs	Utilization of teaching-learning material (TLM)
		Student involvement in TLM creation	Utilization of teaching-learning material (TLM)
		Parent/community participation in TLM creation	Collaboration with stakeholders
			Professional development of faculty
			System of faculty’s mentoring
48	Records of teachers' use of resource materials	Variety of resources available	Teachers’ level of pedagogic competence
		Effective utilization	Teachers’ level of pedagogic competence
			Professional development of faculty
			System of faculty’s mentoring
49	Personal Log Book and Class Log Book of teachers	Special/gifted students (measures taken to guide them)	Teachers’ level of pedagogic competence
		Knowledge of human developmental stages,	Teachers’ level of pedagogic competence
		Strategies of student motivation	Teachers’ level of pedagogic competence
		Effective learning experiences conducted	Teachers’ level of pedagogic competence
		Reflection and revision of approaches	Teachers’ level of pedagogic competence
			Self development of teachers
		Scheduling, content and methods of assessment	Teacher-made tests
		Students referred to advisors/counselors	Classroom environment and culture
		Major psychosocial issues handled	Classroom environment and culture
50	Homework diary/book	Load of homework	Lesson/Activity planning
51	Records of awards/trophies/incentives, etc. (Given for staff)	Appreciation of professional achievements	Professional development of faculty
		Encouragement for new initiatives/innovation	Professional development of faculty
52	Leave notes/early departure/late coming notes of students	Classroom behaviour code	Classroom management