ST. XAVIER’S SR. SEC. SCHOOL, SIRSA GUIDELINES FOR ADMISS1ONS
The management will note the following points in the procedure to be followed:
a) The public are to be clearly informed about the availability of application/registration forms one week in advance, and that they are distinct from admission forms.
b) Application forms should be available for a specified number of days to everyone that asks for them against the payment to cover expenses of the selection procedures. They should be available as long as the applications forms are accepted at the school office. The application form is to be submitted along with a photocopy of the birth certificate, parents of wards seeking admission need not submit the form personally. This may be necessary when admission forms are submitted.
c) Everyone who submits an application form should be informed in writing when the applicant is to appear for the interview. For other classes a written test may be necessary. Admission forms for successful candidates are signed by the office with the number of the child as given on the interview list. The office is advised not to write the name of the child, so that the office is not held responsible for any spelling mistake.
d) The notice board should specify clearly the day the results will be declared. The list of candidates admitted is to be put up. It should specify the documents to be submitted along with the admission form.Admission is not to be granted without producing the original birth certificate or transfer certificate. In some cases the time may be extended to enable the party to get the needed documents. No admission (i.e. fees accepted) is to be made without them. There is no such thing as 'provisional' admission, except for candidates applying for class XI.
e) The successful candidates will come along with their parents for admission on the date specified earlier. They must bring with them the original birth certificate or the transfer certificate, along with the report card and detailed mark sheet of the previous school they had attended, and submit it to the principal, who in turn after checking the name in the list will give the admission form.
Depending on the demand of admissions the principal along with the Manager will proposeto follow the given procedure A or B in their respective schools. The same will be intimated to the Director for Education of the Province who will grant the approval. Along with the above the principal will submit the detailed outline with dates etc to be followed in respect of admission for the current year.
This procedure will act as a guide for you through the admission process for the Kindergarten section. You are to meticulously follow the same. in case there are doubts or any area that is not covered here, the Principal and Manager are to discuss the issue and send a written query about the same to the Director for Education. If there is any difference of opinion, the same may be recorded and signed by both the members. The opinion(s) and/or proposal(s) are to be sent along for consideration of the Council through the Director for Education. it is to be sent through an email for immediate reference and an official copy by postal services or hand delivery.
1. Admissions will be held in January by draw of lots. The Manager and the Principal should plan out the dates for the following:
a. Date of availability of forms of admission whether online or otherwise. Mention the opening date and time and the closing date and time for registration.
b. Date of submission and verification of forms.
c. Date for interaction of parents and child with the school.
d. Date of drawing lots.
e. Date for payment of fees.
2. Submit the above dates to the Director's office as soon as they are decided. Request the Parish Priest to announce those dates in churches for the benefit of the minorities once they are finalized.
3. Following will be the list of priority for admissions:
a. All Christian minorities are to be admitted.
b. All staff children to be admitted.
c. All siblings to be admitted.
d. 20% of the remainder seats are to be retained for management quota.
e. 80% of the remainder seats are to be allotted by lots.
4. The next day after the registration is closed, submit to the Provincial's office the chart of those who have been registered for admission. This chart should be verified by the Manager and Principal with their signatures appended as proof thereof. The chart will have following details:
a) Registration No. b) Child's name c) Parents name d) Place e) Religion f) Siblings g) Phone/Mobile No
5. If interaction with the child is part of the process of admission, then both the Manager and the Principal are to be present for the same.
6. Submit to the Director's office details of a, b, and c of no. 3 above so as to reach the office well in advance before the date fixed for the drawing of tots verified by the Manager and Principal. The same format as in No. 4 above is to be utilized.
7. At the drawing of lots, it is proposed that two separate containers of lots each for boys and girls is kept so that a balanced ratio of both boys and girls is admitted.
8. The total number of students to be admitted per class is 40.
9. For the management quota, please see that recommendations are obtained from the requesting party. The admission on this quota will be decided at admission committee meeting. On granting of admission, get the parent sign a statement that the seat is provided at the recommendation of the requesting party and that no donations are sought in lieu of the seat.
10. Give clear cut instructions to parents either by way of circular or website wherein you describe the transparency of the method and all the requirements and what is expected of them. Mention in the circular that they should not give donations and if the school comes to know of such a case, their child will be denied admissions outright. Please send a copy of this circular/ details on website simultaneously to the Director's office.
11. The Principal and the Manager will take responsibility to place the following notice in prominent places in the school: NO DONATIONS ARE TAKEN BY THE SCHOOL AGAINST ADMISSIONS, AND IF ANYBODY IS AWARE OF IT, HE/SHE IS TO REPORT TO THE MANAGEMENT".
12. The following members will form the Admission committee at each of the schools: a) The Provincial Co-coordinator for Education, b) The Local Superior, c) The Manager, d) Principal (Convener).
14. The Principal along with Manager proposes the tentative dates for the Admission Committee Meeting, (Management Quota Meeting) after finalizing the availability of members on the committee. The ACM will finalize the Management quota at this meeting. The principal who is the convener of the meeting intimates these finalized dates to all concerned members.
15. Within two days after the expiry of the due date set by you to finish the admission formalities for the LKG Admissions of the seats declared (leaving aside Management Quota) you are kindly requested to send the Director for Education the following information:-
a. The names of the candidates which have confirmed their seats by completing the admission formalities
b. The names of the candidate(s) who have not taken admissions before the due date to complete the admission formalities.
c. Two separate charts for the points no's a & b are to be prepared and sent to the Director for Education by e-mail for immediate reference and the official copy by Postal services I Hand delivery. The sample copy of the charts to be prepared is given as appendix. Give full detail of parents etc. as per attached chart.
1. The candidates who have failed to complete the admission process after the expiry of the due date will forfeit their seat and the same seat will be counted under the management quota. The decision on Management quota will be made at the Admission Committee Meeting.
1. Both the Principal and Manager will be collectively responsible in meticulously planning and executing the whole admission process of Kindergarten (LKG) in our school so as to make the process more transparent.
2. They together will plan the time table of the process of Admission and will send via e-mail to the Director for Education for the immediate reference and an official copy by Postal Services /hand Delivery.
The Planned time table should have the following:-
a. Date of availability of forms of Application whether online or otherwise. Mention the opening date and time and the closing date and time for registration.
c. Date for interaction of parents and child with the school (if decided to have).
d. Date & time for payment of fees.
3. The same should be intimated to the concerned Parish Priest to be announced in the Parish for the benefit of the minorities.
4. Priority should be given to Christian minorities followed by staff children and siblings.
5. If the period of admission extends for more than a month then the Principal in consultation with the Manager is to apprise the Director for education on the last day of admission by filling the chart, which is given asappendix.
6. Try to limit the process of admission to maximum by 2nd week of May (if possible) or to the filling of the 50 seat per class to the already existing sections.
7. Depending on the fulfilling of the condition/situation (2nd week of May/ 50 seat per class) the principal along with the manager are to send to the Director for Education within a weak the following information:-
a. The names of the candidates which have confirmed their seat by completing the admission formalities.
c. Two separate charts for the points no's a & b are to be prepared and sent to the Director for Education by e-mail for immediate reference and the official copy by postal services I hand delivery. The sample copy of the charts to be prepared is attached. Give full details of the parents etc. as per attached chart.
8. Only 50 students can be admitted in one class.
9. Recommendation if any should be maintained in separate file but in any case no donation should be collected in respect of the seat allotted.
10. If interaction with the child is part of the process of admission, then both the Manager and the Principal are to be present for the same.
11. Give clear cut instructions to parents either by way of circular or website wherein you describe the transparency of the method and all the requirements and what is expected of them. Mention in the circular that they should not give donations and if the school comes to know of such a case, their child will be denied admissions outright. Please send a copy of this circular/ details on website simultaneously to the Director for Education.
12. The Principal and the Manager will take responsibility to place the following notice in the prominent places in the school: "NO DONATIONS ARE TAKEN BY THE SCHOOL AGAINST ADMISSIONS, AND IF ANYBODY IS AWARE OF IT,HE/SHE IS TO REPORT TO THE MANAGEMENT.
