Education Bureau Jan 2013
description
Transcript of Education Bureau Jan 2013
1
Education Bureau Jan 2013
Trading Operations in Schools Fundamental Principles and Relevant Guidelines
2
Relevant Requirements
When schools operate / conduct on the school premises any business / trading operations, or supply items for the exclusive use of their students, they should
Obtain prior permission in writing from the approval authority
Refer to relevant provisions of the Education Ordinance, Education Regulations and Codes of Aid to ensure compliance with the necessary requirements
3
Principle 1 – Freedom to Choose
No purchase or acceptance of paid services should be compulsory
4
Principle 2 – Quotation/Tendering
Schools should adopt an open, fair and
competitive system to select goods and services
provided by suppliers/contractors
At regular intervals Preferably not exceeding three years
5
Principle 3 – Acceptance of Donations
Acceptance of donations or advantages from the suppliers/contractors should be considered only in very exceptional circumstances with compelling reasons and should be approved by School Management Committees (SMCs) /Incorporated Management Committees (IMCs)
Any benefits contributed by suppliers/contractors, if any, would rather go to students direct
6
Principle 4 - Use of Profits/Net Income
The profits/net income arising from trading operations
Should be applied for the purposes of directly benefiting the students of the schools
Should not be transferred to the respective Parent-Teacher Associations (PTAs) or School Sponsoring Bodies (SSBs)
7
Guideline 1 - Obtaining Prior ApprovalSchools Approval Authority
Managed by SMC
Permanent Secretary for Education (including first application and subsequent changes to the approved trading operations)
To follow EDB Circular No. 24/2008 – Trading Operations in Schools
Managed by IMC
Incorporated Management CommitteesTo follow the following circular and guideline to obtain the approval: EDB Circular No. 15/2007 - Tendering and Purchasing Procedures in Aided Schools Guide to Financial Management for Aided Schools Operated by IMCs
8
Guideline 2 – Prevention of Conflict of Interest and Bribery
SMCs/IMCs should require SMC/IMC
members and school staff to make declaration
of pecuniary or other personal interests
annually
Schools should built in a probity clause in the
service contract to prevent the
suppliers/contractors and his employees from
bribery
9
Guideline 3 - Involvement of PTAs/SSBs
PTAs/SSBs representing school to conduct
trading operations are requested to
PTAs or SSBs wishing to undertake trading operations should be treated as one of the bidders and subject to competitive bidding. The tendering procedures should be conducted by schools.
Obtain prior delegation from the SMCs/IMCs Comply with the principles and guidelines set
out in EDB Circular No. 24/2008
10
Guideline 4 - Communication with Parents
Schools are requested to inform / notify parents
Purchase or acceptance of paid services is
voluntary
Prices of goods and services provided by the
suppliers/contractors
Donations and advantages obtained from
suppliers/contractors
11
Guideline 5 – Profit Limit No profit would be generated from sale of
textbooks
The profit from sale of exercise books, school uniforms, stationery, equipment and other items (other than textbooks) should be limited to 15% of the cost price at which they are purchased from the suppliers
The profits should be applied for the purposes of directly benefiting the students of the schools
12
Guideline 6 - Monitoring Trading Operations
Schools are recommended to set up a committee to:
Conduct quotations/tenders and to select suppliers /contractors according to the provisions stipulated in the EDB Circular No. 15/2007
Review regularly the goods/services provided by the suppliers/contractors
Investigate into complaints about trading operations, etc.
13
Schools are requested to
Keep books of accounts and relevant records
on all sales and purchases for inspection by
EDB officers
Update regularly donation register for
inspection by EDB officers
Guideline 7 – Proper Records
14
Guideline 7 – Proper Records
Compelling reasons for accepting the donation if the donor is one of the school’s suppliers/contractors
SMC’s/IMC’s Approval(School’s reference no. and date)
15
Points to Note - Quotation/Tendering
Schools are advised to Request staff who are deployed by
suppliers/contractors to work in schools frequently / regularly to undergo Sexual Conviction Record Check and to allow schools to have access to the checking results
Applications for SCRC should be submitted by the staff concerned voluntarily
Website of SCRC: http://twdc.police.gov.hk/ppp_en/11_useful_info/scrc.html
16
Provisions and reference materials
Regulations 99A and 99B of the Education Regulations
Ordinance 40BF and 40BG of the Education Ordinance
Prevention of Bribery Ordinance, Cap 201
EDB Circular No. 14/2003 - Acceptance of Advantages and Donations by Schools and Their Staff
EDB Circular No. 15/2007 - Tendering and Purchasing Procedures in Aided Schools
EDB Circular No. 24/2008 - Trading Operations in Schools
17
Reference Materials on EDB Homepage
School Administration Financial Management Reference Materials on Trading Operations
18
School Administration Regulations Checklist on Common Administrative Issues in Aided SchoolsPoints to Note on Financial Management of Aided Schools
Reference Materials on EDB Homepage
19
Thank You