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4.

2 DOCUMENTATION REQUIRMENT
4.2.1 General The Quality Management System documentation includes: a) documented statements of a quality policy (see 5.3) and quality objectives (see 5.4.1), or reference to them, b) documented procedures required by the ISO 9001 Standard and BSS, and c) documents, including records, determined by the organization as necessary to ensure the effective planning, operation, and control of its processes 4.2.2 Quality manual The Quality Manual comprises of comprehensive information of BSS. Quality policies, objectives and Quality management system of BSS are mentioned in this respective manual. It also explains the guiding principles of BSS that is based on ISO 9001:2008 standard requirements in Academic Practices with the inclusion of library and computer lab services. The quality manual is maintained, reviewed and continually improved by the Quality Management Representative (MR). The main objectives of Quality Manual are: To provide a set of guiding principles to the BSS faculty members or any person who works for the organization To provide a comprehensive set of philosophy to carry out processes. To emphasize on all those processes that can facilitate in achieving the prime objectives of BSS The guidelines and the processes given in the manual have only one goal, to improve the quality of learning and teaching. This manual is developed to facilitate the professionals working in the BSS to increase their efficiency and effectiveness. A number of policies, procedures, manuals and best practices have been developed, implemented and being followed at Head Office, Regional Offices, School Group Offices and Branches. These policies cover different areas such as Academics, Finance, Audit, Human Resource, Construction, Procurement and Information Technology etc. For School (Branch) level operations, organization of applicable policies procedures and manuals in minimum

possible volumes was also amongst objectives of the Management in order to ensure better understanding and easier implementation by the concerned staff. In BSS Quality manual is prepared by regional officer (RO) with the consultation of regional head( RH) . it is reviewed by school group heads (SGH) and then the procedures are performed in accordance with this quality manual.

4.2.3 Control Of Documents


Types of Documents Registration Receipt Book: The format of RR is attached as Annexure- 1-A. Printing department at HO shall be responsible for printing of Registration Receipt Books and forward these to Branches through concerned SGO (along with printed stationery or need basis). Concerned Offices shall maintain record of RR books received and issued. There will be two copies of RR: Parents Copy (handed over to parent) Office Copy (retained for Branch record)

In case of any cutting in amount/name, the modification should be signed by the Branch Accountant/Authorized Official and validated by the Branch/Section Head. In case of cancellation of RR, both copies shall be kept for office record. Branch Accountant shall fill the Bank Deposit Slip (BDS) of registration cash received and deposit it into the designated bank account. Fee challan is generated by the System. Following charges may be included in the fee challan: Tuition Fee Computer Charges (wherever applicable) Laboratory Fee (wherever applicable) Any other charges (duly approved by the Management)

Fee challans are generated by the RO through System and are forwarded to the Branches till 15th of preceding month. A challan receiving list is also forwarded to Branches. Branch Head forward these challans to concerned teachers. Class teacher shall enter the name of student in Students Attendance Register. Class teacher shall mark and check the attendance on daily basis. Branch/Section Head shall check & sign the Students Attendance Registers on monthly basis. RO shall forward the system-generated class lists to every Branch, on monthly basis. BH is primarily responsible to arrange for its

reconciliation with the students attendance registers. Signed class lists will be returned to RO along with a prescribed report called Students Attendance Registers vs. Class Lists, signed by the BH, till the 10th date of the following month. STUDENTS FILES It is the responsibility of Branch Accountant to prepare the file of every student at the time of finalization of admission process of the student. A printed file with BSS monogram shall be used for this purpose. Following information shall be mentioned on the cover page of this file Region SGO Branch Name Student name, Computer ID, Date of Birth Fathers Name Date of Admission Class in which Admitted Date of withdrawal (along with withdrawal #) Class from which Withdrawn Student Promotion Record Year wise

Documents at the till the time of finalization of admission of the student are filed by the Branch Accountant and then the file is handed over to concerned class teacher at the time of joining of the student. Subsequently, class teacher shall maintain/update the file. This check list shall be pasted in the inner side of the file. Concerned class teacher shall ensure that all the required documents are filed in personal files of students as per the check list pasted in the file. In case of transfer of a student, it will be the responsibility of the Branch Accountant to send the personal file of the student to the transferee School. In case of students withdrawal, Branch Accountant shall file the application for School leaving, withdrawal order, clearance certificate, certified copy of student security refund form etc and close the file. All closed files shall be retained and kept in safe custody in accordance with the Companys record retention policy.

Document for hiring, recommendations and approval form HRAF. The documents needed to attach with hraf are different according to different level of hiring. Designated Officer at Branch shall prepare the Summary Sheet of New Appointments / Replacements / Regularization / Rescaling Summary (SSNA) for the month. Designated Officer at Branch shall prepare the Summary Sheet of New Appointments / Replacements / Regularization / Rescaling Summary (SSNA) for the month. BH shall approve the sheet and forward it to SGO HR department along with complete set of documents. SGO HR shall review the documents and may perform reference checking of selected candidate. Duly filled Reference Check Form, where applicable, shall be attached with the set of documents. HRAF shall be signed by the SGH. Any amendment in the HRAF shall be made with the approval of School Group Head (SGH). BH shall also be informed accordingly. EMPLOYEESFILES Files of all School employees shall be maintained and updated properly. Personal files of Principal, Head Master/Mistress, Senior Master/Mistress and Branch Accounts Staff will be maintained at their respective School Group Offices. Files of other employees shall be kept at School and be maintained by the Branch Accountant or any Officer authorized by the BH, in this regard. A printed file with BSS monogram shall be used for this purpose. Following information should also be mentioned on the cover page of this file. Region SGO Branch Name Designation, Employee name, Employee ID, Date of Joining, Date of Confirmation Date of Leaving

Following documents, as applicable, shall be filed in the personnel files ofemployees at the time of his/her hiring: Detailed CV Photographs (two) Attested copy of CNIC Hand-written Cover Letter - for positions other than T&S staff Personal Information Form, to be filled by the candidate Interview Evaluation Form, to be filled by the Interviewer Class Room Observation Form - for teaching staff only, Joining Report, to be filled & signed by the selected candidate and his/her Supervisor. Attested copies of testimonials, where required (Original testimonials shall also be produced by the candidates at the time of interview) Copy of Hiring Recommendation & Approval Form. Appointment letter Signed copy of undertaking (Certificate to Compliance with Companys Policies and Procedures attached as Annexure-3-O

From time to time, following documents shall also be filed in employeesfiles: Letter of confirmation Health Insurance Form Nomination Form All policy related correspondence/circulars Incremental order Office orders Necessary documents at the time of handing over/taking over of the employee Any other document/information relevant to the employee

A detailed check list is attached as Annexure-3-P. This check list shall be pasted in the inner side of the file. Branch Head shall ensure that all the required documents are filed in personal files of employees as per the check list pasted in the file. In case of transfer of an employee, it will be the responsibility of the Accountant/Office Secretary to send the personal file of the employee to the transferee School. Branch Accountant shall close the file of outgoing employees after filling all relevant documents e.g. Office order for resignation approval, documents related to final settlement etc. All closed files shall be retained and kept in safe custody in accordance with the Companys record retention policy.

In finance and accounts department, BSS have following documents Capital expenditure and fixed asset disposal documents: CAPEX Budget recommended by Budget Committee (BC) and approved by the CEO (as authorized by the BOD) shall be utilized after sanctioning by the Branch Head subject to the procurement authority delegated to him/her. The Budget Committee shall comprise of DF, DA, DOS and respective RH. Asset Inspection & Disposal Note (AIDN) shall be prepared before disposal of Fixed Assets which shall be approved as per following table
Book Value of Asset Review Inspection Team Inspection Team and RH/HA for Approval RH/HA for their

(AIDN) Upto Rs. 100,000 (Single item) Above Rs. 100,000 (Single item)

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their CEO/BOD

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