CHAPTER VII

Inspection of Schools
7.1 Inspection of Elementary schools 1) The Director of Elementary Education shall be responsible for the supervision and inspection of all schools in the State. 2) For the purpose of sub-rule (1), the Director may assign all or any of the functions relating to the supervision and inspection to such officer subordinate to him, and as may be authorized by him in this behalf. 3) Every officer, authorized by the Director of Elementary Education under subrule (2), shall discharge his/her duties of supervision and inspection under the direction, control and supervision of the Director of Elementary Education. 4) The Director of Elementary Education may also form a team/panel of persons with special knowledge and experience of different subjects taught in schools to carry out inspections of the schools. 5) The Director of Elementary Education may also carry out surprise inspections through any officer authorized by him in this behalf. 6) The president of the panchayat and members of the concerned ward will inspect the Elementary schools in their respective jurisdiction so that the presence of teachers and non-teaching staff in the school could be ensured. It has been made obligatory to keep an inspection book in each school in which the presidents and members of the panchayats can record their observations. The presidents and the members will also send their observations to DyDirectors Elementary Education. These observations will also be placed before the Education Committee of the panchayat. The Dy-Directors Elementary Education will offer their views on these observations within one month. 7) Every inspecting officer, other than the Director of Elementary Education, inspecting a school shall,within 15 days from the completion of the inspection, submit a report to the next higher authority with a copy to the concerned school and the Director of Elementary Education for such further necessary action and compliance, as might be deemed fit in the matter. 8) When the Director of Elementary Education himself makes the inspection, he shall send a copy of the inspection note to the Head of the concerned school with a copy to the Deputy Director Elementary Education of the concerned district for necessary action and compliance. 7.2 Annual surprise inspection/targets The annual calendar and targets for annual inspection and surprise inspection of the subordinate offices and government Elementary schools drawn up by the Directorate of Elementary Education are at Annexure I (a, b, c & d).

The annual inspection of office of the Dy-Directors Elementary Education will be conducted by the officers of the Directorate as per dates mentioned against each district in the calendar at Annexure-II. All the Dy-Directors Elementary Education in Himachal Pradesh and District Education Officer, Lahaul at Keylong, Himachal Pradesh should therefore, remain present in the office and also to keep the Inspection Proforma duly completed in all respects on the day of inspection. Proforma for inspection of government Elementary schools is at Annexure-III. The Dy-Directors Elementary Education and Block Elementary Education Officers will also draw up annual inspection calendar as per inspection target fixed in Annexure-I. 7.3 Advance notice of inspection to be given to schools Except in the case of surprise visits, intimation of the proposal to carry out the inspection of a school shall be given preferably, one month in advance to the head of the school. 1) Every inspection shall be as objective as possible and shall be aimed at bringing out an improvement in the standards of teaching in the school. 2) While making the inspection, the following items should be critically examined, viz.
1 2 3 4 5

6 7 8 9 10 11 12 13

Academic work, i.e. actual teaching and its different aspects including teacher diary. Library and its utility to students and teachers. Games and sports and their organizations. Co-curricular activities. The overall environment and interpersonal relations of the teachers among themselves, with the parents of the students and the community in general. Administration and organization of the school. Accounts of the school and their maintenance. The school plan and physical needs of the school. Discipline and punctuality in the school. Adherence to the rules and instructions by the school. National integration/emotional education/value education and other items as incorporated in the inspection programme. Calendar of activities. Celebration of annual function.

3) The inspecting officer shall go to each class and watch the teaching in at least two classes of each teacher and shall specifically note the good and bad points observed.

4) All the inspecting officers shall ensure that follow up action on report is taken promptly. 7.4 Guidelines for Inspecting Officers The supervision or inspection shall; 1) aim at providing academic guidance to teachers and help the institution in the promotion of a higher standard of education; 2) not aim at fault finding of the teachers and their work, but for providing concrete suggestions for the improvement of teaching, class work, home work and its correction; 3) help the institution in organization of co-curricular programmes in a manner conducive to the all round development of the students and help in the cocurricular development of the school. The supervision and inspecting officers shall; 1) formulate a definite plan for supervising the subjects and classes of each teacher. 2) focus attention on the teaching-learning situation and not on the teacher as a person. 3) emphasize the professional growth of the teacher by developing his/her powers of self direction. 4) give the teachers requisite freedom to try out new experiments, methods and innovations in the process of teaching. 5) help the teachers to understand the role of the school, and the objectives to be achieved through the teaching-learning process in the school. 7.5 Inspection report The proforma of inspection report to be filled in the prescribed format is given at Annexure-III. Annexure-I (Reference Para 9.2) Annual Surprise Inspection/Targets for Inspection Proposed Inspection Schedule in Elementary Education Department (Annual Inspection with prior notice) Center Head Teacher (2097 No.) will inspect 100% schools within 4 Schools their centers in each quarter average. on an

Block Elementary Education Officers (124): will inspect 100% Primary Schools under their respective jurisdiction. The inspection schedule will be divided proportionally in each quarter keeping in view the vacation schedule Headmaster(High Schools 845 approx.) All the Middle Schools under their respective control at least twice in a year. Deputy Directors of Elementary Education (District): a) Will inspect 100% Block Elementary Education Offices. b) At least 40% Middle schools and c) 10% Primary schools within their jurisdiction annually. The inspection schedule will be divided proportionally in each quarter keeping in view the vacation schedule. They will try to cover maximum schools and repeated visits to same schools should be avoided. Annual inspections by Directorate Level Officers
Director of Elementary Education

90 to 100 schools per BEEO (i.e.10514/124) on an average 4 Schools on an average

124 Block offices

and 80 to 90 schools on an average

Addl. Director (Admn)

One

Joint Director Elementary Education

One

Deputy Director Elementary Education

Five

Asstt. Director Elementary Education

Six

2 Dy.DEEEs Offices 10 BEEOs offices 10 Middle Schools 20 Primary Schools 4 Dy.DEE Offices 30 BEEOs Offices 50 Middle Schools 100 Primary Schools 6 Dy.DEE Offices 30 BEEOs Offices 50 Middle Schools 100 Primary Schools 20 BEEOs Offices each 50 Middle Schools each 100 Primary Schools each 50 Middle Schools each 100 Primary Schools each

Joint Controller(F&A)/Asstt. Controller(F&A) may be associated with the inspection teams from the Directorate to inspect Deputy Director offices and BEEO offices. Inspections teams from Directorate will conduct annual inspections of: 1. 2. 3. All the 12 district level Deputy Director of Elementary Education offices. At least 80 to 90% of Block Elementary Education Offices. At least 50 to 60% Middle Schools and

4.

At least 40% Primary Schools.

Surprise Inspections In addition to regular annual inspections the surprise inspections will be conducted in the following manner: 1. Director, Addl. Director and other Directorate level officers will conduct surprise inspection of any of the subordinate offices and middle/ primary schools as per the directions of the Director Elementary Education. 2. Deputy Directors at District level will visit the Block Elementary Education offices, Middle / primary schools within their districts from time to time (at least 20% offices/ schools to be covered annually).

Headmaster High Schools/ BEEOS and CHTs will pay surprise visits to schools under their respective jurisdiction (at least 30% schools to be covered annually). Submission Inspection Reports Every inspecting officer other than the Director of Elementary Education, inspecting a school/office shall within 15 days submit a report on the prescribed School Inspection Proforma to the next higher authority with a copy to the concerned school. When the Director of Elementary Education himself makes an inspection, he shall send a copy of the inspection note to the head of the school/ office with a copy to the concerned Deputy Director Elementary Education of the concerned district for necessary action and compliance. 1) CHTs will submit inspection reports to the concerned BEEOs within 10 days of the inspection. 2) BEEOs will submit the information regarding inspections by CHTs in consolidated form to the concerned Deputy Director of Elementary Education along with the action taken report with a copy to the Directorate of Elementary Education. 3) BEEOs willl submit inspection report in r/o schools inspected by them to the concerned Dy. DEE within 10 days, who will compile the information in r/o all BEEOs and submit the same to the Directorate quarterly on the prescribed proforma. 4) Headmasters will submit inspection reports in respect of middle schools inspected by them to the concerned Dy.DEE. 5) Dy. DEEs will send the inspection reports in r/o BEEOs offices to the Directorate. In respect of schools inspected by them a consolidated report will be sent to the directorate quarterly. They will also submit a quarterly consolidated report of middle schools inspected by the concerned Headmasters. 6) Action Taken Reports will be submitted to the higher offices with consolidated reports by all the inspecting officers.

Annexure-II (Reference Para 9.2) Inspection Calendar Sr No 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. Name of office District Elementary Education Office Kinnaur Spiti at Kaza Shimla Kullu Lahaul at Keylong Kangra Chamba Bilaspur Mandi Hamirpur Una Solan Sirmaur Date of annual inspection June 1st week June 1st week June, 2nd week June, 3rd week June, 3rd week July, 1st week July, 1st week July, 2nd week July, 2nd week August, 1st week August, 1st week September, 1st week September, 2nd week

Annexure-III (Reference Para 9.2) SCHOOL INSPECTION PROFORMA

1.Name of School ____________________Centre/Complex_________________ 2. Name of Block ____________ Tehsil____________Distt._________________ 3. Name and Designation of inspecting officer ____________________________ ___________________________________________________________________ 4. Date of inspection ____________________________________ 5. Name of Incharge of school _______________________________ 6. Date on which the school was last inspected _________________ a) Who inspected the school last ____________________________ b) Compliance of earlier Inspection Report and steps taken to implement ________________________________________________________________________ ________________________________________________________________________ ___________________________ 1. Staff Position (sanctioned posts/existing posts) No. ________________ Middle Schools Absent Posts Sanctioned Filled Vacant Present On authorized if any Leave TGT(A) TGT(Sc.) OT LT DM PET Others Peon Primary Schools CHT HT JBT PAT GVU PT WC

Remarks

8. Details of staff S.No Name & Desig. Educatio Professional Date of Of Teacher nal qualification 1st apptt. qualifica tion

Date since working in the present school

Date of appoint ment in the present post

Regular/ Remarks Contract /PAT/ GVU/ Other

9. Attendance 1. Has the attendance register been filled/maintained according to rules _____________ 2.Whether casual leave register is maintained upto date as per rules________________ S.No . Name Post Period since absent. Remarks

a) Details of absent officials b).Information about late comers S.No. Name of official Arrival time

Reason for late coming

10. Attendance of students Class I II III IV V VI VII VIII TOTAL 11. Details of students who left the school during current academic session S. No. Name student of Date admission of Date on which Reason for leaving the school name struck off/ by the students and efforts withdrawal made to bring them back to school Total number On leave Absent Present

12. Annual result of previous Three Years of class 1ST TO 8TH of the school
Year-I Class I II III IV V VI VII VIII Total Pass %age Total Year-II Pass %age Total Year-III Pass %age

13. Building Details a) Is the school housed in government building or in hired building _____________

b) Description of school building No. of Kuchha Date of Whether building rooms or Pucca construction has been handed and year over to Education Deptt.

Whether Repairs boundary wall required exists on all the any four sides of the school or not

if

13.(A) Details of white wash/repairs carried out in the building I a. Date of white wash last carried out in the building _____________ b. Expenditure ______________________________________ c. Executing office/agency _________________________________ II a. Nature of repair ______________________________________ b. Date of repair _________________________________________ c. Number of days devoted in repair __________________________ d. Expenditure _________________________________________ e. Executing office/agency _________________________________ 13.(B) Sitting arrangements for teachers/students in the school 1. Is the staff room available in the school ? 2. Number of Class rooms__________ 3. Number of chairs and tables in the school ____________ 4. Number of almirahs/trunks/boxes in the school ____________ 5. Number of blackboards/wall boards in the school ____________ b) Sitting arrangements for children 1. Are tat patti/carpet patti/desk benches available in adequate numbers in the school ? 14. Drinking water/electricity/toilet facility a) Is the facility of drinking water available in the school? Yes/No b) Is the electricity facility available in the school? c) Is the toilet facility available in the school? Yes/No Yes/No Yes/No Yes/No

15. Details of funds S. Name of Total deposit No. fund date ____ 1. 2. 3. 4.

on Amount Cash-indeposited in hand bank/post office

Remarks

16. Inspection report in respect of following documents in the school a) Admission and withdrawal register ____________________________ b) School stock register/assets register ________________________ c) Library register ________________________________________ d) Other registers _______________________________________ 17. Guardian-Teacher interaction a) Has the guardian-teacher council been constituted? b) Has the mother-teacher council been constituted? c) Has the village education committee been constituted? d) Has building fund committee been constituted?

Yes/No Yes/No Yes/No Yes/No

18. Utilization of material distributed under Centrally Sponsored Scheme Quantity Date of Stock Entry Date of To whom S. Name No. of received receipt distribution distributed article 1. 2. 3. 4. 19. Implementation of mid-day-meal scheme i) Has the proper record/register been maintained ? ______________________ ii) Quality of mid-day-meal being provided to students ______________________ iii) Remarks other details ______________________________________________ __________________________________________________________________

20. Working of the School i) Morning Assembly a. Period ___________________________________________ b. Exhibition of various articles ______________________________ c. Name of teacher speaking on value education _________________ d. Entry/departure of students in the morning sabha _______________ ii) Uniform/dress of students a. Number of students without uniforms _______________________ b. Cleanliness of dress _____________________________________ c. General get up/looks of children __________________________ iii) Health of children relating to a. General health _______________________________________ b. Cleanliness of teeth/protection of teeth ______________________ c. Cutting of nails etc. ____________________________________

iv) Inspection of teaching work in class S. Name of Class/ Was No. Teacher subject teaching material/ special teaching material used 1. 2. 3. 4.

General level of working Teaching Level of education of work of students in the class teacher

v) Checking of exercise notebooks by Teachers/Center Head Teacher S Name of Total no. of Class/ Detail of Periodicity of Remark . teacher exercise note Subjec notebooks checking N books sample t checked and o checked by corrected by Daily Weekly the inspector teacher 1 . 2 . 3 . 4 . 5 . 21. Is the library facility available in the school?_________ Yes/No If yes,: i) Total number of books in the library ____________________ ii) Number of books issued to the students during the month ___________ 22. Is the playground facility available in the school? _____ Yes/No If yes, i) Area of the ground ____________________________________ ii) Situation of the ground_________________________________ 23. Is any sports related material available in the school? Yes/No

i) If yes, then give details of available sports material. _____________________________________________________ ii) Whether participated in sports competition/tournament etc. Yes/No If yes, upto what level ___________________________________ iii) Number of students who took part in sports competition _______________ iv) Achievements ________________________________________________ v) Expenditure ___________________________________________________ vi) Office/Organization from which funds were arranged _________________ 24. Details of co-curricular activities i) Do the students take part in co-curricular activities regularly? Yes/No

ii)Type of co-curricular activities being taken up in the school ________________ iii) Time of taking up such activities in the week____________________________ 25. Details of disabled children in the school, if any. i)Number of disabled children in the school _____________________________ Detailed account S. No. Name of student Nature/type of disability 1. 2. 3. ii) Steps taken by the teachers to educate the disabled child. ________________________________________________ iii) Type of encouragement/inspiration is being provided to the disabled children in the school. _________________________________________________________ iv)Total amount/type of assistance being provided by the department and other organization._________________________________________________________ v. Details of utilization of grants by the school._____________________________ 26. Details of teachers who received in-service teacher-training during last 3 years S. Name & Desig. of Date and period of training received No. teacher 1. 2. 3.

27. Was comprehensive Adhigam Learning material available in school? Yes/No If yes, give details ___________________________________________________________________ ___________________________________________________________________

28. What extra material is required to bring efficiency in teaching? ________________________________________________________________________ ______________________________________________________________ 29. Has the radio-cum-cassette player been provided in the school If yes, the time prescribed to use RCCP. __________________________ Yes/No

30. Kindly indicate those special new activities which have been introduced in the school? _________________________________________________________ _________________________________________________________ 31. Do the teachers take special classes of weak students? _________________________________________________________ _________________________________________________________ 32. Report of interaction with the teachers and an account of teachers problems? ___________________________________________________________________ ___________________________________________________________________ 33. Has the Pradhan, Gram Panchayat or President of Block Development Committee/President of Zila Parishad ever visited/inspected the school? _________________________________________________________ _________________________________________________________ _________________________________________________________ 34. Personal contact established by the Inspector with the Panchayat Pradhan and an account of their reaction on departmental activities. _________________________________________________________ _________________________________________________________ _________________________________________________________ 35. What additional facilities are required to raise the education standard of the school (observations of the Inspector)? _________________________________________________________ _________________________________________________________ _________________________________________________________ 36. Any special suggestion/observation or report of the inspecting officer _________________________________________________________ _________________________________________________________ _________________________________________________________ Signature of Inspecting Officer Note: If the space provided for report is inadequate, please use separate sheets.