Noting and Drafting

NOTING AND DRAFTING

“Note” means remarks recorded on a case or paper under consideration to facilitate its disposal and includes précis of previous papers analysis of questions requiring decision, suggestions regarding the course of action and the orders passed thereon.

“Drafts” means the rough sketch of a communication to be issued subject to approval (including modification/alteration) of the competent authority.

Noting Skills Commands:

Check up :FACTS

Supply :MISSING FACTS

Refer :RULES/REGULATIONS

QUOTE :PRECEDENT

Suggest :ALTERNATIVES

Assess :IMPLICATIONS

Essentials:
Nature of Case / Necessity ofNoting
Strategic/Operational / Maximum
Problem Solving / -do-
Correspondence Handling / Minimum
Routine Cases / -do-
Unnecessary Cases / No noting

FORMS AND PROCEDURE OF COMMUNICATION

LETTER

This form is used for correspondence with other officers, departments, heads of attached, sub-ordinate office, Statutory Body, Public Bodies and Members of public generally.

LOGO / BILINGUAL ADDRESS(with Hindi at the top]telephone/Fax no/Email & website address

File no(As per indexing system circulated by KVS Date:

The……………..

…………………

Sub:……………………

Ref………………………

Sir/Madam,

With reference to your office letter under reference, the desired information is given in the enclosed proforma.

Yours faithfully,

[ ]

PRINCIPAL

DEMI OFFICIAL LETTERS

It may be used when it is desired that the matter should receive personal attention of the individual addressee. It should be addressed to an officer not more than one or two levels above him/her. Communications to non-officials can also take the form of a demi-official letter

XYZ[NAME]
PRINCIPAL[SESIGNATION] / FULL ADDRESS OF KV WITH TEL/FAX/EMAIL/WEBSITE ADDRESS

DO.NO.DATED”

Dear Shri/Respected Sir/Madam (as the case may be)

As a part of Social Science Project our KV has to arrange an exhibition on Russian Art and Culture.

I, therefore, request you to kindly provide relevant material for preparing the project. Shri/Sm……………….would like to visit you in this regard on……………

Looking forward to your cooperation

With regards,

Yours sincerely,

(signature)

Shri/Smt……………………

……………………….

OFFICE MEMORANDUM—

This form is generally used for corresponding within Departments or exchange of information with other Departments e.g.allGovt Decisions are conveyed through OM. It may also be used in corresponding with attached and subordinate offices. It is written in the third person and bears no salutation or subscription except the name and designation of the officer signing it.

LOGO / BILINGUAL ADDRESS(with Hindi at the top]telephone/Fax no/Email & website address

File noDate:

OFFICE MEMORANDUM

The BOG in its 90th meeting held on 30.8.2011 has amended the provision under Article 40(a) of the Education Code.

The amended provision is given below:

( )

Commissioner

Distribution:

1)The DCs of all ROs

2)The Directors of all ZIETs

3)All recognized Associations

4)All officers of KVS HQ.

MEMORANDUM:

This form is used for official communication with an individual e.g. officer of appointment, issue of charge-sheet, communication of adverse remarks etc. It is written in the third person and bears no salutation or subscription except the name and designation of the officer signing it.

LOGO / BILINGUAL ADDRESS(with Hindi at the top]telephone/Fax no/Email & website address

File noDate:

MEMORANDUM:

It has been observed that Shri…………………is habitually late in attending the Vidyalaya without prior permission. He is also keeping his work pending for months together.

Shri…………..is advised to be punctual in attendance and to complete his pending work within three weeks, failing which action will be taken against him as per extant rules.

( )

Principal

Shri………………..

……………………….

Copy for information to:

1.

OFFICE-ORDER

This form is normally used for issuing instructions meant for internal administration i.e. grant of regular leave, posting, transfer orders, relieving orders, assignment of works etc.

LOGO / BILINGUAL ADDRESS(with Hindi at the top]telephone/Fax no/Email & website address

File noDate:

OFFICE-ORDER

The following teachers and staff of this Vidyalaya are detailed for duty w.e.f. .11.5.2015 to 22.5.2015 for making necessary arrangement and in connection with inservice course for PGTs to be held in the Vidyalaya premises:

Sl.NoName &Desgination

1. Abc
2. Lmn

They will be entitled for proportionate Earned Leave as per Article 142 of Accounts Code.

( )

Principal

Distribution:

1. Individual concerned
2. Dealing Hand

ORDER

This form is generally used for issuing certain type of Financial sanction and for communication final orders in Disciplinary cases, disposal of appeal, and in issuing speaking orders in disposal of grievances etc.

LOGO / BILINGUAL ADDRESS(with Hindi at the top]telephone/Fax no/Email & website address

File noDate:

ORDER

Shri/Smt…………………………………….is hereby sanctioned an amount of Rs………………. towards part-final withdrawal for incurring expenditure on purchase of flat under Rule……………………of PF Rules.

Shri/Smt…………….is requested to submit utilization certificate within 3 months of receipt of the part final withdrawal.

( )

Deputy Commissioner

Distribution:

1. Individual concerned
2. The Finance Officer, RO
3. The Principal, KV…………………………..

PRESS COMMUNIQUÉ/NOTE—

This form is used when it is proposed to give wide publicity todecision of Government. A press communiqué is more formal in character than a press note andis expected to be reproduced intact by the press. A press note, on the other hand, is intended toserve as a handout to the press, which may edit, compress or enlarge it, as deemed fit.

LOGO / BILINGUAL ADDRESS(with Hindi at the top]telephone/Fax no/Email & website address

File noDate:

PRESS NOTE

KV……………………………..celebrated its Golden Jubilee day on……………The function was inaugurated by Hon’ble Member of Parliament, Shri………………….in the presence of other dignitaries……………………….etc.etc.

[ ]

PRINCIPAL

NOTIFICATION:

This form is mostly used in notifying the promulgation of statutory rules and orders, appointments and promotions of gazetted officers, etc. through publications in the Gazette of India.

LOGO / BILINGUAL ADDRESS(with Hindi at the top]telephone/Fax no/Email & website address

File noDate:

NOTIFICATION

ShriG.S.Sandhu, Assistant Commissioner, Regional Office, Chandigarh is hereby appointed Grievance Officer with immediate effect. He will look after the complaints and grievances pertaining to the KendriyaVidyalayas and Regional Office Chandigarh .

[ ]

Deputy Commissioner

Distribution:

1. All KendriyaVidyalayas under Chandigarh Region
2. All officers and staff of Regional Office, Chandigarh
3. PA to DC- for uploading on KVS Website.
4. All Service Association.

RESOLUTION—

This form of communication is used for making public announcement of decisions of government in important matters of policy, e.g., the policy of industrial licensing, appointment of committees or commissions of enquiry. Resolutions are also published in the Gazette of India.

ENDORSEMENT—

This form is used when a paper has to be returned in original to the sender, or the paper in original or its copy sent to another department or office for, information or action it is also used when copy of communication is proposed to be forwarded to parties others than the one to which it is addressed.

CIRCULAR—

This formis used when important and urgent external communications received or important and urgent decisions taken internally have to be circulated within a department for information and compliance by a large number of employees.

ADVERTISEMENT—

This form is used for reaching out to the general public to create awareness about government policies and operational matters. It may take the form of audio-visual or written communication or both.

E-MAIL—This is a paperless form of communication to be used by department having computer facilities supported by internet or intranet connectivity. Communication of all statistical information/ monthly reports and other data should be made through email only. Actionable correspondence requiring sanctions, permission should not be sent through email but they should rather be sent through regular mail.

TELEPHONIC COMMUNICATIONS—

(1) Appropriate use of the medium of telephone may be made by departments for intra and inter-departmental consultation and for communication of information between parties situated locally.

(2) In matters of urgency, departments may communicate with out-station offices also over the telephone.

(3) Telephonic communications, wherever necessary, may be followed by written communications by way of confirmation

RECORDS MANAGEMENT

It is defined as a process of arranging and storing records so that they can be located when required. It involves:

• Proper arrangements of records
• Careful storing of records
• Easy availability of records( easy retrieval)

Requirements of good filing system

There is no unique system of filing.However following basic requirements must be kept in view while choosing afiling system

Compactness: It should occupy the minimum space

Accessibility - This is very important and basic factor of filing system. The files should be easily located andavailable if they are not secret and confidential in nature.

Economy- The maintenance of the file system should not be expensive.

Simplicity - It should be understood well by the lowest rank of persons handling

Elasticity - Flexible in all respect

Guidance - There should be a cross reference if the file number is changed or if the file is closed.

Retention- This item is very important for the management of space and maintenance

Complete- The file should have all relevant data pertaining to its subject and be complete itself, as far as possible.

Categorization of records :—

Files may be recorded under any one of the following categories :

(1 )Category ‘A’meaning ‘keep and microfilm’ -This categorization will be adopted for :

(a) files which qualify for permanent preservation for administrative purposes and which have to be microfilmed because they contain :

(i) a document so precious that its original must be preserved intact and access to it in the original form must be restricted to the barest minimum to avoid its damage or loss; or

(ii) material likely to be required for frequent reference by different parties simultaneously/frequently.

(e.g file pertaining to the transfer of land and opening of the Vidyalaya)

(b) files of historical importance

(2) Category ‘B’ meaning ‘keep but do not microfilm’-This category will cover files required for permanent preservation for administrative purposes, [ to be preserved for at least 25 years and subject to review thereafter]

3) Category ‘C’ meaning ‘keep for specified period only’. This category will include files of secondary importance having reference value for a limited period not exceeding 10 years. In exceptional cases, if the record is required to be retained beyond 10 years it will be upgraded to B Category.

WEEDING OUT OF FILES

The files which have outlived its normal retention periodas per Retention Schedule specified by KVS, their suitability for destruction is to be evaluated. Several destruction methods are available. Shredding, incinerating, paper recycling are common ways of disposal of records. When records are destroyed, a certificate of destruction is prepared that identifies the date on which the document was destroyed.

Duties of Principal
The Principal, in his capacity as the administrative head and disbursing officer of the school, will be personally responsible to carry out the following duties concerning accounts:-
(i) Keep in safe custody the moneys, stores, and other property belonging to the school.
All cash should be kept under double lock i.e. in a strong Iron box or safe having two locks. The key of one of the locks should be kept in the custody of the Principal, while the key of the other lock should be kept by the Cashier (UDC) so that the cash box/safe can be opened only in the presence of or with the knowledge of both the Principal and the UDC (Cashier). The box or safe should be kept in a secure place in the Principal’s room preferably embedded in the wall of the room. At the end of each day all collections and cash (including petty cash/ Imprest taken out during the day) should be deposited in the box/safe and it should be locked by operating the locks.
Where it is not practicable to make the arrangements detailed above, the procedure of double lock for the custody of cash, may be ensured by having a small steel cash box, which should be kept at the end of each day, inside the steel almirah in the Principal’s room. In such a case, the two keys of the cash box should be kept by the Cashier while the keys of the steel almirah should be kept in the custody of the Principal.
(ii) Ensure that the cash books are maintained properly and in accordance with the rules.
(iii) Operate the bank account in accordance with the prescribed procedure; keep in safe custody the cheques, counterfoils of cheques issued, pay in slips, banks statement of accounts and other valuable records concerning cash.
(iv) Draw and disburse the pay and allowances of the staff of the school in time and according to the rules. The pay particulars should be verified in all respects before uploading in the UBI salary web portal.
(v) Ensure that tuition fee, fine and other income and moneys are promptly and regularly realized and credited to the bank account within 24 hours of their realization or as early as possible thereafter depending on the circumstances on each occasion.
(vi) Grant fee concession to poor and deserving students and to those belonging to the Scheduled Caste/Tribe within the permissible limits and subject to the conditions prescribed there for.
(vii) Make purchase of equipment etc. required for the school strictly in accordance with the procedure for purchases prescribed in Chapter 17, to ensure their accession in the relevant stock registers, to scrutinize the bills and make payments for them.
(viii) Have the physical verification of article conducted at least once annually and to intimate the results thereof to the Sangathan along with the recommendations of the Condemnation Board.
(ix)Ensure that accounts returns, budget proposals etc. are submitted to the Sangathan on the due dates.
(x) Report all cases of losses of cash and stores including cases wherein the amount involved has been made good by the employee at fault.
(xi)Utilize the School Fund for the specific purposes in conformity with scales, limits and conditions attached thereto and within the time allowed for utilization and surrender the unutilized funds forthwith as laid down in Chapters 4 and 7 of the Accounts Code.
(xii)To administer the VidyalayaVikasNidhi as trust property in the best interest of the Vidyalaya and the students subject to the rules and regulations contained in Chapter 21 of the Accounts Code
(xiii)To administer the Hostel Fund, if any, in the best interest of the beneficiaries subject to the rules contained in Chapter 22of the Accounts Code and to ensure that the fund is self-supporting.
(xiv)To ensure that no account record is destroyed before the expiry of the prescribed period of preservation contained in Chapter 25of the Accounts Code, if any, or without obtaining the prior approval of the Sangathan.
(xv)Allocate proper duties to the Section Officer, Assistant, U.D.C. L.D.C. and other staff in such a manner that the work is carried on smoothly, efficiently and in accordance with the Rules.
(xvi)To discharge such duties specified elsewhere in this Code or as may be entrusted to him/her from time to time by the Sangathan.
In order to enable the Principal to discharge the duties as the administrative head and Drawing and Disbursing Officer of the school, the powers detailed in Appendix-I have been delegated to him. These powers are to be exercised by him subject to the following conditions:
(i)Funds are available for meeting the expenditure.
(ii) The expenditure should strictly conform to the standards, scales, limitations, etc. as laid down by the Ministry of Human Resource Development (Department Of Education) KendriyaVidyalayaSangathan.
(iii)The purchases are made strictly in conformity with the orders issued by the Ministry of Human Resource Development (Department of Education) KendriyaVidyalayaSangathan. The powers in regard to the purchases of equipment such as furniture etc. will be exercised on the authority of the Executive Committee (including the Principal) of the Vidyalaya Management Committee.
(iv)The powers for which annual limits are prescribed, are to be exercised in relation to each financial year, i.e. 1st April to 31st March. In order to ensure that the limits are not exceeded, progressive total of expenditure of the same nature or category should be struck on the vouchers.
(v) The powers should not be split up so as to avoid the necessity for obtaining the sanction of the higher authority. It is not also permissible to split up an expenditure which, on the whole, requires the approval of the higher authority.
(vi)It is essential that these powers are exercised for good and valid reasons and the expenditure is incurred with due regard to broad and general principles of financial propriety, viz:-
(a) Excepting in cases where otherwise permitted; the expenditure should not prima facie be more than the occasion demands. Every employee of the Sangathan is expected to exercise the same vigilance in respect of expenditure authorized / incurred by him as a person of ordinary prudence would exercise in respect of expenditure of his own money.
(b) No authority should exercise its powers of sanctioning expenditure to pass an order which will be directly or indirectly to his own personal benefit or advantage. One’s own benefit will include benefit to family members.
(c)The Sangathan’s funds are not to be utilized for the benefit of individuals or only some of the students/teachers except in pursuance of a recognized policy or for a specifically approved purpose.
(d) All doubtful cases should be referred to the Sangathan for orders prior to incurring the expenditure.
(e) Rush of expenditure at the close of the year with a view to spend the funds should, as a rule, be avoided.
(f) In keeping with the need for economy, strict regard should be paid to avoiding any expensive item where a cheaper one would serve the same, or more or less the same, purpose.
The powers are to be exercised only by the Principal and are not to be delegated to anyone else. In case of absence of Principal on leave or on tour, the financial and administrative powers are to be exercised by the Vice-Principal or the Senior most PGT excluding statutory powers.