SOPs for MEA’s School Inspection

Section 1: School Information

 MEAs should fill in this information first when they enter the school.
 If the head teacher is absent, MEAs should get this information from the clerk and/or
a senior teacher.
 Time of arrival: IF SDP does not communicate the school timings then, school hours
will be assumed as 7:30 am to 1:30 pm in summer for all schools and 8:30 am to 2:30
pm in winter for all schools.
 MEAs should not visit the school in the first or last 30 minutes of the official school
timings.
 School Status: For any school that is found closed, the time it was found closed should
be recorded and sent to the CEO as well as the DMO the same day. Please also take
pictures of the schools that are found closed.
 If closed then select reason: MEAs should mark the reason for closed school as
either 1. Teachers absent or 2. School is locked. In case school is non-functional, MEAs
are not supposed to visit that school.
 MEAs to report any building under illegal occupation directly to the CEO as this is not
part of the MEA form now.

Section 2: Head of institution

 Designation: PITB will create a dropdown list of designations for the head teacher.
MEAs will select the designation from a dropdown list.

Sections 3: Curtailing Illegal Collection

 MEAs are not supposed to record any information regarding collection of illegal fees
in the MEA form. However if MEA finds any issue related to illegal collection, he must
report to SDP.

Section 4: Teacher presence

 MEAs should gather this information from two sources:
− Check the staff attendance register
 − Physically verify the teachers present in the school
 Latecomer: Any teacher coming within 40 minutes of starting time of school should
be marked late. Any teacher coming after 40 minutes of starting time of school should
be marked absent.
 Time of latecomer: MEAs should also note down the time when a latecomer teacher
comes to school
 On sanctioned leave: If a staff member is noted as on casual leave but that casual
leave has not been sanctioned by all relevant authorities, the staff member will be
considered as an unauthorized absence.
 If a staff member is absent for a different reason, for example duty, this needs to be
recorded in the register and signed by the head teacher and then can be recorded as
such. Otherwise it will be recorded as unauthorized absence.
 If a teacher has been transferred to a different school, MEAs should mark it as
transferred and note details (e.g. name of new school) in the tablet.
 If a teacher is on LPR then consider that as an unfilled post. Teacher on LPR should
not be considered as absent.

Section 5: Details of Absent Teaching Staff

 MEAs should gather this information from the Head Teacher / Clerk or teachers
attendance register
 Sanctioned leave type: Male teachers on “paternity leave” and female teacher on
“idat leave” to be marked separately.

Section 6: Non-Teaching Staff Presence

 MEAs should gather this information from the attendance register.
 MEAs should try to physically verify the attendance of non-teaching staff during your
visit around the school.
 If a staff member is absent for a different reason, for example duty, this needs to be
recorded in the register and signed by the head teacher and then can be recorded as
such. Otherwise it will be recorded as unauthorized absence.
Section 7: Details of Absent Non-Teaching Staff
 MEAs should gather this information from the Head Teacher / Clerk.
 While writing the names, ensure that the spellings in English as correct as possible.

Section 8: Enrollment / attendance

 MEAs should gather enrolment number from student attendance register of every
class. Don’t use “Roznamcha” for this information.
 No of students present: MEAs should conduct a head count of all children present in
the school and record this as actual attendance. The headcount should be conducted
in all months irrespective of school exams or any other activities. Do not copy the
figures from the attendance register.
 The official school timing for Kachi class is 9 to 12 pm. MEAs should conduct a head
count of Kachi class if they visit a school between 9 to 12 pm.
 If the MEA visits a school before 9am, he should mark the attendance of Kachi class as
per the previous day’s attendance. If the MEA visits a school after 12 pm, he should
copy attendance figures of kachi class from the school register for that day.
 Even if the teachers claim students were present earlier in the day, attendance should
only be marked on the basis of head count at that time.
 In case of a single class room where different grades are being taught, separate out
students from different classes to do the head count. You could also use a show-of-
hands.
 MEAs should count the number of male and female students separately for each
grade. For enrolment check the attendance register for each grade to identify the male
and female students.
 One useful practice is to count the number of male or female students in each class
and subtract that number from the students enrolled or present in that class.

Section 9: Administrator visits

 MEAs should record the number of AEO visits from the previous month. Only the visit
by the assigned AEO (Schools line manager) will be considered as administrator visit.
This indicator is only for primary schools, since AEOs are responsible for primary
schools only.
 AEO office meetings will not be considered as Administrator visits in schools.

Section 10: Stipend

 MEAs are not supposed to collect any stipend related information in the form

Section 11: Provision of free textbooks

 Availability of D3 form: MEAs should check the availability of D3 form in the school.
Ask the Head Teacher and check whether school has received textbooks according to
D3 form.
 Textbooks books received: MEAs should check from the record, ask the head
teacher and see if there are any surplus books lying in the storage, especially in the
high or higher secondary schools.
 If the D3 form is not available, MEA should physically verify presence of textbooks
more closely and instruct the Head Teacher to ensure that it is made available the next
time.
 Teacher guides: MEAs should ask the Head Teacher and physically check whether
the school has received teacher guides. Every grade / class should have one teacher
guide per subject. Just like textbooks MEAs need to record classwise presence of
teacher guides.
 For availability of teacher guides mention “Yes” for a class only when the teacher
guides of at least half of the subjects are available in the school. Suppose if Urdu guide
is missing but others are present, MEA can still mention “Yes”.

Section 12: Presence of teaching and learning materials

 Monthly LND practice test: MEAs should ask the Head Teacher and/or Grade 3
teacher to show you their copy of the LND monthly paper based practice test for the
last month, distributed by the AEO. The practice test will have the name of the month
printed on the front page.
 Test conducted last month: If the paper based test for the last month is available,
ask the Grade 3 teacher if he has administered the LND practice test during the last
month? Check if there are any solved papers available from last month or ask a few
grade 3 students about the conduct of test.
 LND kitaabcha V3 available: MEAs should check if the LND Kitaabcha Version 3 is
available in the school. Ask the Head Teacher and/or the Grade 3 teacher to show
their copy of the LND Kitabcha V3.0. Look for folded pages and teacher notes on the
hard copy to verify usage
 Tablet purchased by school: MEAs should check the availability and functionality of
the tablet in school (The one purchased by the school – not the personal tablet of any
teacher or AEO). If the tablet is not available and not functional, ask for the reason.
Possible reasons could be 1. Not purchased, 2. Damaged and sent for repair, 3. At
teachers home or 4. Not Functional. A functional tablet can be switched on, have SIS
system installed and LND public app is downloaded.
 LND public app: If the tablet is available Ask the Head Teacher and physically check
the school tablet to see whether the latest version of LND public app has been
downloaded on the school tablet. If the tablet does has older version of the app, kindly
request them to download the latest version.

Section 13: NSB and FTF

 Bank and branch: MEAs should check from the register, the bank and branch address
for NSB and FTF.
 Estimated annual NSB allocation: Tablet will automatically show the estimated
annual NSB allocation for the school. If it does not show the allocation then MEA has
to manually enter the numbers. For FTF MEA has to fill in the amounts manually
 NSB balance from previous year: For schools it is possible that some balance from
previous year is available, kindly mention that in “NSB balance from previous year“.
If there is no balance then put zero here.
 NSB funds transferred during financial year: For total NSB funds transferred to
school during current financial year, it should be the updated sum of all quarterly NSB
releases. MEAs should get this information from the head teacher. Financial year is
from 1st July to 30th June.
 Total funds available: Total funds will be automatically calculated.
 Expenditures during current month: MEAs should ask Head teacher about the total
expenditures incurred by the school during the last month and total expenses during
current financial year.
 Balance available will be automatically calculated.
 MEAs should check if the record is well maintained. If not, instruct the Head Teacher
to maintain the record properly: 1. Cash book, 2. bank statements and 3. Expense
receipts.
 MEA should guide the head teacher in maintaining proper record

Section 14: Class Rooms

 The 5 categories of classrooms mentioned in the MEA form are mutually exclusive,
which means a classroom cannot be counted in more than 1 category.
 Fully constructed classrooms used for teaching: Those classrooms are not
dangerous and used for teaching purpose only.
 Fully constructed classrooms not used for teaching: Those classrooms which are
not dangerous and not used for teaching. These could be staffrooms, computer labs,
Head teacher office etc. These could be used for storage of goods, old furniture etc.
 Dangerous classrooms used for teaching: Those classrooms which are dangerous
but owing to shortage of classrooms, teachers are using these rooms for teaching
purpose. A classroom can be either fully dangerous or not dangerous. It cannot be
partially dangerous
 Dangerous classrooms not used for teaching: Those classrooms which are
dangerous and also not used for teaching. These could be used for storage of goods,
old furniture.
 To classify a classroom as dangerous, MEAs should use the rubric at the end of this
document.
 Classroom under construction: For those classrooms which are under construction,
kindly mention the number. A classroom will be considered under construction when
the raw material has arrived in school. A classroom will be considered full constructed
when the constructor handovers the classroom for usage.
 If any class room is open/functional/ fully constructed but not being used at the time
of MEA visits as the students are sitting outside due to weather conditions, it will be
considered as class room used for teaching.
Dangerous classrooms
A classroom should be marked as dangerous if: there is a visible evidence that either the
roof, wall or foundation has been damaged enough to collapse and there is a threat to life.

The roof is dangerous if:

- The T-irons are significantly rusted
- The wooden support beams are significantly rotten
- There are significant cracks in the “linter” or the “linter” is visible
- The roof is sagging

The walls are dangerous if

- There are significant cracks in the wall
- A large number of bricks are missing

The foundation is dangerous if

- The floors are sagging or water logged
- There is a large amount of water consistently present next to the building foundations

Section 15: Functioning of facilities:

Facilities – Drinking Water

 MEA should physically verify this information during his visit around the school.
 If drinking water is in water coolers or bottles, then MEAs should check to ensure
there is sufficient water for both staff and students
 Drinking water from hand pumps, taps (which should be separate from hand washing
tap next to toilet), water coolers or bottles should be checked for basic cleanliness and
color.
 MEAs should mark the facility as 'unavailable’ when: there is no water available
for drinking in the school at the time of MEAs’ visit.
 MEAs should mark the facility as ‘not functional’ when: Drinking water is available
in school, but it is not drinkable because it is polluted or smelly.
 MEAs should mark the facility as ‘partially functional’ when: Clean drinking
water is available in one or more coolers/bottles, but not in all.

Facilities – Boundary Walls

 MEA should physically verify this information during his visit around the school.
 Boundary walls need to be 5 or 6 feet high, for boys and girls both.
 MEAs should mark the facility as ‘unavailable’ when: there is no boundary wall in
school.
 MEAs should mark the facility as ‘not functional’ when: the wall has big gaps or
does not surround the school completely, or if the wall is not high enough (5/6 ft).
 MEAs should mark the facility as ‘partially functional’ when: school’s boundary
wall covers the school perimeter completely, with the exception of a gap of 5ft or less.
The wall will also be considered partially functional if a portion of the wall less than
5ft in length has low height.

Facilities – Electricity
 Electricity in the school should be tested by switching on fans or lights.
 If they do not function but it is claimed to be due to load-shedding then check if other
buildings near the school also lack power
 MEAs should mark the facility as ‘unavailable’ when: there is no electricity
connection in the school.
 MEAs should mark the facility as ‘not functional’ when: electric equipment (e.g.
fans or lights) are not functioning because of some fault.
 MEAs should mark the facility as ‘partially functional’ when: electricity is
available and functional in one or more school blocks / classrooms, but not in all.

Facilities – Toilets
 MEA should physically verify this information during his visit around the school.
 Must be available (not locked) relatively clean, and not blocked
 Ask the head teacher to place soap for washing
 Water should be available for flushing
 Covered buckets or containers of water that can be used to flush are acceptable if
there is no tap. These should be separate from drinking water.
 MEAs should mark the facility as ‘unavailable’ when: there are no toilets in school.
 MEAs should mark the facility as ‘not functional’ when: the toilets are either
locked, unclean, blocked or there is no water for flushing.
 MEAs should mark the facility as partially functional when: one or more toilets in
the school is not functional

Section 16: School cleanliness

Cleanliness – Students
 Poor: MEA should mark students as poor if most of the students in all the classes are
not in uniform and have dirty clothes.
 Average: MEA should mark students as average if some of the students have uniform
and look neat and clean. If some classes like kachi and 1 have students with no
uniform but in classes students have uniform and are neat and clean then mark the
school as average.
 Good: MEA should mark students as good if most (more than 90%) of the students
are in uniform and look neat and clean. Good means most of the students in all the
classes wear uniform and look neat and clean, especially grade kachi and 1.

Cleanliness – Building
 Poor: MEA should mark the building as poor if there is visibly dusty floor, bad smell
and heavily stained walls.
 Average: MEA should mark the building as average if there is clean floor but with
dust and water on the edges, no smell and slightly stained walls.
 Good: MEA should mark the building as good only if the floor is clean and dry, no
smell and no stains in the walls. A building is good only if it is very well maintained.

Cleanliness – Toilets
 Poor: MEA should mark the toilets as poor if there is no soap, the floor, walls, toilet
and sink are wet or dirty and bad smell.
 Average: MEA should mark the toilets as average if soap is present but floor, toilet
and sink are slightly dirty and wet.
 Good: MEA should mark the toilets as good only if soap is present, floor, toilet and
sink are clean and dry and there is no smell. Only a very neat washroom with proper
water connection and soap can be good.

Cleanliness – Lawn / playgrounds

 Poor: MEA should mark the lawn / playgrounds as poor if the ground is mostly muddy
and visible liter can be found everywhere.
 Average: MEA should mark the lawn / playgrounds as average if there is grass in the
grounds but they are slightly dusty or muddy and small pieces of litter can be found.
 Good: MEA should mark the lawn / playgrounds as good only if there are well-
maintained grounds with grass and there is not litter at all. Grounds are also dry and
clean. Only schools with very good conditions can fall under good category.

Cleanliness – Classrooms
 Poor: MEA should mark the classrooms as poor if floor is visibly dusty, blackboard
and windows are dirty and tables and chairs are dusty. If the students are sitting in
open air then the seating conditions are really bad. Students are sitting on dirty
grounds or floors.
 Average: MEA should mark the classrooms as average if floor is slightly dusty, slightly
stained blackboards and windows but tables and chairs are clean. If sitting in open air
then the seating conditions are good.
 Good: MEA should mark the classrooms as good only if floor, blackboard, windows,
tables and chairs are neat and clean and properly organized in the classroom.
Students are not sitting outside and the classroom environment is very child friendly
with proper charts and drawings.

Visit Proof Form

 Finally, the MEA should take a picture of signed visit proof form, and press submit to
upload observations.
Dangerous Buildings
 MEAs should check if the roof, wall or foundation of the building has deteriorated
enough to threaten the lives of those sitting there
 A building should be marked as dangerous or partially dangerous if: there is visible
evidence that either the roof, wall or foundation has been damaged enough to collapse

The roof is dangerous if:

- The T-irons are significantly rusted
- The wooden support beams are significantly rotten
- There are significant cracks in the “linter” or the “linter” is visible
- The roof is sagging
- Mark a building as dangerous if the roof is in danger of collapsing. Otherwise,
select repairs as needed

The walls are dangerous if

- There are significant cracks in the wall
- A large number of bricks are missing
- Mark a building as dangerous if the wall is in danger of collapsing. Otherwise,
select repairs needed

The foundation is dangerous if

- The floors are sagging or water logged
- There is a large amount of water consistently present next to the building foundations
- Mark a building as dangerous if the foundations are in danger of causing the
building to collapse, otherwise selects repairs needed

 MEAs should mark the building as fully dangerous when: the entire building is
dangerous
 MEA should mark the building as partially dangerous when: one or more rooms of a
building are dangerous
 SOPs for SDPs in Districts

SDPs should perform following activities on a monthly basis:

1. SDPs to make sure that any changes in the school information is collected on a
monthly basis and shared with PITB so that it is updated in the MEA monitoring
application. This includes name of AEO to whom the school is assigned, contact
number of AEO etc.
2. SDPs should update any changes in the school status and make sure MEAs are not
assigned any school that is non-functional.
3. SDPs should also keep track of schools that are merged, consolidated, closed, moved
to other markaz and tehsil, given to PSSP etc and update the back-end data of
monitoring app in collaboration with PITB, on monthly basis.
4. SDPs should inform MEAs about any changes in the schools timings.
5. SDP to get information regarding closed schools from all MEAs on daily basis and
share that with CEOs.
6. SDPs should collect any information from MEAs related to illegal occupation and
illegal fees collected by schools and share that information with CEOs on daily basis.
7. SDPs should collect information related to NSB allocations at schools level and share
it with PITB to feed in the MEA form.