CHAPTER - 1

DEFINITIONS, ORGANISATION AND DUTIES

1.1 Introduction

a. BAHRIA Foundation was established by the Government of Pakistan as a

Charitable Trust under the Endowment Act of 1890 by Gazette Notification No.
F-8-2/80-SW-II dated 7th January 1982, having its Head Office at 6th Floor,
BAHRIA Complex-II, M T Khan Road Karachi and Regional Offices at
Islamabad and Lahore. A Committee of Administration headed by the Chief of
Naval Staff, as its Chairman, acts as the Supreme Governing Body of BAHRIA
Foundation. The Committee of Administration consists of eight members
including the Managing Director of BAHRIA Foundation. A Board of Directors
headed by Managing Director is the corporate body responsible for overseeing
operational activities of the BAHRIA Foundation. The Managing Director,
being the executive head, manages all activities of the Foundation.

b. The BAHRIA Foundation is engaged in diversified industrial, commercial

and development activities. In addition to these businesses, the noblest activity
of public service that BAHRIA Foundation is engaged in, is the field of
Education. BAHRIA Education and Training Services (BEATS) was established
in 1998 and ever since it has vigorously pursued the goal of providing quality
education to children all over the country. BEATS, by the grace of Allah, now
has an established network of educational institutions all over Pakistan.
BAHRIA Foundation Colleges have earned a reputation for excellence in quality
of education, discipline and character building. Efforts of BAHRIA Foundation
in spreading quality education in the country must continue to grow for
further improving the standard of education in Pakistan.

c. BAHRIA Foundation Colleges are established as a contribution of

BAHRIA Foundation towards nation building and character development of
Pakistani youth. Achievement of this goal entails employment of teachers and
other staff with outstanding academic capabilities, impeccable character,
social manners and exemplary discipline. The management aims at providing
a fair and congenial working environment which is conducive to efficient
performance of employees.

1.2 Mission

The mission of BAHRIA Foundation College is as under:

The BAHRIA Foundation colleges envisage the provision of quality

education to its students on modern lines commensurate with national
aspirations and present day technological demands, in an atmosphere
conducive to their healthy, mental and physical development while
maintaining fair competition with private institutions of similar nature.

1.3 Implementation of Rules

a. These rules shall come into force with immediate effect. All employees
working in BAHRIA Education and Training Services and BAHRIA Foundation
Colleges are advised to read these rules carefully, understand them and abide
by them. Principals are to ensure that all the teaching and non-teaching staff
1
 have read and endorsed their signatures to this effect and Admin
Officers/Admin Supervisors have explained relevant portions to the less
educated non-teaching staff members. BAHRIA Foundation Administration
reserves the right to cancel, modify, add to any or all of these rules or make
new rules at its discretion. In the event of any difference of opinion or dispute
as to the interpretation of any rule contained herein, or any issue not covered
by these rules, the decision of the Board of Directors, BAHRIA Foundation (as
defined in clause 1.5 below) shall be final.

b. In these rules, BAHRIA Education and Training Services (BEATS) and/or

BAHRIA Foundation Colleges when referred to as ‘the Administration’ means
Board of Directors of BAHRIA Foundation acting through the powers vested in
the Managing Director BAHRIA Foundation (MD), Director General BAHRIA
Education and Training Services (DG BEATS), Regional Heads (DMD North/
DMD Centre), Director Finance (DF), Executive Directors Education and
Training (EDET), General Manager Finance (GMF), Deputy Directors, Managers
Finance, Assistant Directors, Assistant Managers Finance, Principals, or any
other authorized functionary of BEATS or BAHRIA Foundation Colleges
(BFCs).

1.4 Patron-in-Chief

Chief of the Naval Staff is the Patron-in-Chief of the BAHRIA Foundation

Colleges.

1.5 Board of Directors (BOD)

a. The Board of Directors of BAHRIA Foundation will deal with major policy
matters concerning BAHRIA Education and Training Services. The
composition of BOD is as follows:

(1) MD Chairman
(2) DG BEATS Member
(3) DMD (North) Member
(4) DMD (Centre) Member
(5) DF Member
(6) Secy BOD Secretary

b. The Board of Directors will be responsible for:

(1) Formulation of policies for efficient and smooth functioning of

the colleges.

(2) Approval of annual budget.

(3) Approval of additions/amendments in BF College Rules.

c. The Board of Directors shall normally meet once every six months.
However, an extra ordinary meeting may be convened at any time, if an urgent
business so warrants, at the discretion of the Chairman Board of Directors.

d. The Secretary Board of Directors shall circulate the notice for convening
a meeting along with the agenda at least 7 days before the meeting.

2
1.6 Inter Regional Meeting

Inter-regional BEATS Coordination Meeting will be held half yearly under the
chairmanship of DG (BEATS) in order to achieve uniformity and
standardization in the three Regions. It will be held in rotation at the Head
Office or one of the Regional Offices.

1.7 Principal Conference

A Principal’s conference will be held once a year at the Regional level at a

convenient time during Summer Vacations. It will be chaired by the Regional
Head and all policy & general points for academic/ administration of colleges
may be discussed in this forum. However, specific cases particular to any BFC
or individual will not be discussed in this Conference.

1.8 Review and Amendment of BFC Rules

a. Board of Directors shall review the BFC Rules in the light of changing
needs or policy decisions and amend the Rules accordingly.

b. Proposals for amendments may be forwarded through Regional Heads.

c. Before forwarding the proposed changes to the Board of Directors, the

Regional Heads shall study all aspects of the proposal and give their
recommendations.

d. Proposed amendments, if approved by the Board of Directors, shall be

incorporated in the BAHRIA Foundation College Rules through Addenda
forwarded to all concerned by Secretary IRBC.

1.9 BAHRIA Education and Training Services (BEATS) Organization

The BAHRIA Education and Training Services is headed by Director General

BAHRIA Education and Training Services (DG BEATS). He has two distinct
functions. Firstly he is the overall Incharge of Education & Training Services
for achieving uniformity and standardization in all the three Regions. Secondly
he is the Regional Head for BEATS South. DMD (North) and DMD (Centre) are
the Regional Heads for BEATS North and Centre respectively. Regional Heads
exercise financial and administrative control over their Regions and report
directly to the MD. Organization of BEATS is shown at Annex “A”.
Administratively BEATS is divided into the following three regions.

(1) BEATS (South) covers Sindh and Baluchistan and its offices are
located with the BAHRIA Foundation Head Office at Karachi.

(2) BEATS (Centre) covers lower and central Punjab and its offices are
located within the BAHRIA Foundation Regional Office at Lahore.

(3) BEATS (North) covers northern Punjab, Azad Kashmir and Khyber
Pakhtoon Khwah and its offices are located within the BAHRIA
Foundation Regional Office at Islamabad.

3
1.10 Duties of DG BEATS

Director General BAHRIA Education and Training Services (DG BEATS) shall
be responsible to MD BAHRIA Foundation for the following duties:

(1) Formulation of overall Policy and Guidelines for BEATS of all

regions i.e. South, Centre and North with the view of achieving
standardization as far as possible. However, Management, Financial
and Administrative Control of BEATS (Centre) and (North) will remain
with DMD (Centre) and DMD (North) respectively.

(2) Overall Management, Financial and Administrative Control of

BEATS (South).

(3) Proposing the annual budget of BEATS (South) and BF Colleges of

Southern Region to the Managing Director and presenting it to the Board
of Directors for approval.

(4) Ensuring Total Quality Management (TQM) and Quality Control of

all aspects of administration and education of BEATS (South) and giving
guidelines/ advice concerning TQM and Quality Control in BEATS
Centre and North.

(5) Ensuring effective training and evaluation of teaching staff of

BEATS (South) and giving guidelines/ advice concerning training of
teachers in BEATS Centre and North.

(6) Ensuring that quality of education is maintained through review of

syllabi and examination system for BEATS (South) and giving
guidelines/ advice concerning these aspects to BEATS (Centre) and
(North).

(7) Introducing new educational management techniques in BAHRIA

Foundation Colleges (South) and giving guidelines/ advice on their
implementation in BFCs of North and Centre.

(8) Liaising with Government and Semi-Government Organizations,

NGOs and other reputable National/ International Organizations for
promoting the cause of BAHRIA Education & Training Services.

(9) Expanding educational institutions after due feasibility study.

(10) Carrying out feasibility and coordinating with Federal/ Provincial/

Local Governments for taking over of existing Colleges/ Schools as
already done in the past.

(11) Analyzing the feasibility of educational projects proposed by

BEATS (North) and (Centre) and giving recommendations to the MD.

(12) Periodically carrying out comprehensive studies to evaluate

prospects of future growth and consolidation of the BAHRIA Education
and Training Services and making recommendations to the MD.

(13) Carrying out any other duty/ responsibility given by MD BAHRIA

Foundation from time to time.
4
1.11 Duties of Secretary Inter Regional BEATS Coordination - Secy IRBC

The Secretary Inter Regional BEATS Coordination is responsible to DG BEATS for the
following duties:

(1) Assist DG BEATS in all educational/office management matters.

(2) Overall supervision of DG BEATS secretariat.

(3) Regular conduct of biannual IRBC meetings.

(4) Coordination with regional BEATS for current update on implementation

status of decisions of the COA /BOD/ IRBC meetings.

(5) Compile boards’ results of all three regions and put up consolidated
position for information of DG BEATS and MD Bahria Foundation.

(6) Regular upgrade of BEATS webpage to incorporate SSC, HSC and O level
board results, students’ achievements in co-curricular activities, and mailing
addresses of all BFCs.

(7) Prepare write up for English newspapers, Navy News and Newsletter for
the promotion of BFCs’ brand.

(8) Maintain updated record of yearly profit of all regional BEATS; addresses
and contact number of principals; strength of students, faculty and non-
faculty; number of sections; BFCs’ buildings rent; date of expiry of registration
and affiliation of BFCs with the concerned department and educational boards;
approved Book List; Centralised Scheme of Studies and Calendar of Events etc.

(9) Supervise implementation of BEATS Vision-2018 for the expansion of BF

educational system.

(10) Prepare draft directives for standardizing procedures and improvement

in BFCs of all three regions.

(11) Liaise with Regional BEATS and finance department for acquiring data
needed for policy decisions.

(12) Coordinate with concerned departments for ISO Certification and Trade
Mark Registration of BEATS/BFCs and BGSs.

(13) Provide assistance to BFCs on implementation of Bulk SMS for timely

dissemination of information to the parents of BFCs’ students.

(14) Initiate actions on emails addressed to DG BEATS by parents of BFC

students or BFC employees for the overall improvement in BF educational
system.

1.12 Duties of DMD (N), DMD (C)

Deputy Managing Director (North) and Deputy Managing Director (Centre)

shall be responsible to MD BAHRIA Foundation for the following duties
concerning BAHRIA Education and Training Services (BEATS) of their
respective regions:

(1) Management, Financial and Administrative Control of BEATS

(North/ Centre) under the approved BFC Rules/ Policy and overall
5
 guidelines/ advice given by DG BEATS with the view of achieving
standardization as far as possible in all regions i.e. South, Centre and
North.

(2) Proposing the annual budget of BEATS (North/ Centre) and BF

Colleges of (Northern/ Central) Region to the Managing Director and
presenting it to the Board of Directors for approval.

(3) Ensuring Total Quality Management and Quality Control of all

aspects of administration and education of BEATS (North/ Centre) under
the approved BFC Rules/ Policy and guide lines/ advice given by DG
BEATS concerning TQM and Quality Control in BEATS (North/ Centre).

(4) Ensuring effective training and evaluation of teaching staff of

BEATS (North/ Centre).

(5) Ensuring that quality of education is maintained through effective

educational management techniques and periodic review of syllabi and
examination system for BEATS (North/ Centre).

(6) Liaising with Government and Semi-Government Organizations,

NGOs and other reputable National/ International Organizations for
promoting the cause of BAHRIA Education & Training Services.

(7) Expanding educational institutions after carrying out feasibility.

(8) Carrying out feasibility and after approval coordinating with

Federal/ Provincial/ Local Governments for taking over of existing
Colleges/ Schools.

(9) Carrying out any other duty/ responsibility given by MD BAHRIA

Foundation from time to time.

1.13 BEATS Regional Organizations

The Regional Organization of BEATS, reflecting planning for future growth, is

at Annex “B”. Only the required appointments are to be filled in by each
region, as per actual workload, after obtaining approval of MD. However,
appointment of civilians must be commensurate with their qualification and
experience and retired naval officers with their substantive rank as follows:

(1) Executive Director Education and Training - Commodore (Retd)

(2) Senior Deputy Director - Captain (Retd)
(3) Deputy Director - Commander (Retd)
(4) Assistant Director - Lt Commander (Retd)

1.14 Duties of Executive Director Education & Training – EDET

a. Ensuring that BAHRIA Foundation Colleges located in the area of

responsibility are supervised and managed effectively and efficiently.

b. Ensuring that academic standards and quality of education is

maintained in BAHRIA Foundation Colleges located in the area of
responsibility.

6
c. Ensuring the employment of well qualified and suitable teachers in
BAHRIA Foundation Colleges located in the area of responsibility and their
subsequent training.

d. Exercising administrative control over the functioning of all BAHRIA

Foundation Education & Training entities in the area of responsibility.

e. Formulating annual budget under appropriate heads for BEATS and

BFCs in the area of responsibility.

f. Approving Capital and Revenue expenditure, within financial powers for

BEATS and BFCs in the area of responsibility.

g. Ensuring that all funds allocated to Education & Training are used most
judiciously.

h. Approving Annual Increments, Honorarium and over time of BF College

employees in the area of responsibility.

j. Periodically reviewing, restructuring and proposing revision of pay scales

of employees of BF Colleges in the area of responsibility and presenting them
for approval of MD through DG BEATS/ Regional Heads.

k. Periodically reviewing, restructuring and proposing the revision of fee

structure of the BF Colleges in the area of responsibility and presenting them
for approval of MD through DG BEATS/ Regional Heads.

l. Giving decisions on matters of immediate nature and issuing of policy

letters in the area of responsibility. However, if any important policies are
desired to be made part of the BF College Rules, the same are to be put for
BOD’s approval.

m. Examining all proposals of new projects in detail and submitting them to

DG BEATS/ Regional Head along with recommendations.

n. Coordinating the preparation of feasibility studies in-house or by outside

consultants in consultation with Director Finance and presenting the same
before the Board of Directors.

p. Ensuring maintenance of proper records of each project separately.

q. Developing and maintaining cordial relationship with organizations/

companies/ Government Departments/ authorities and individuals who can be
useful to BAHRIA Foundation Education and Training Services.

r. Proposing creation of new posts/ deletion of existing posts for approval

of DG BEATS/ Regional Heads.

s. Selecting and appointing suitable teaching and other staff in sanctioned

vacant posts against funds allocated/ generated by the respective projects
subject to the BFC Rules.

t. Keeping DG BEATS/ Regional Heads informed of all important activities

of BAHRIA Foundation Colleges in the area of responsibility.

7
 u. Rendering monthly and half yearly reports on activities of BAHRIA
Foundation Education & Training in the area of responsibility to DG BEATS/
Regional Heads.

v. Maintaining Personal Files of all officers of BAHRIA Foundation

Education & Training in the area of responsibility.

w. Carrying out any other duty/ responsibility given by MD BAHRIA

Foundation/ DG BEATS/ Regional Heads from time to time.

1.15 Duties of Senior Deputy Director Education Quality Assurance – DD(EQA)

He/ she is responsible to the EDET for:

(1) Ensuring that the academic standards are maintained in the BFCs
located in the area of responsibility.

(2) Examining the proposed syllabi & examination schedule and

ensuring that the selected syllabi & books and the conduct of
examination are in accordance with the HEC prescribed rules.

(3) Ensuring that the funds allocated for the purchase of books are
utilized most judiciously.

(4) Ensuring timely preparation of calendar of events of BFCs.

(5) Ensuring that quality education is imparted to the BFC students

and BFCs are well equipped with learning material and equipment as per
requirement.

(6) Supervising all academic and co-curricular activities and ensuring

high standards in academic achievements and also ensuring that co-
curricular activities have been included in the college curriculum to
enhance the students learning experience.

(7) Updating information regarding Govt. Boards /HEC policy about

schedule/ conduct of exam, academic session and holidays etc.

(8) Ensuring that proper study/ prep periods are held in the hostels
with appropriate staff available assisting the students / hostelries.

(9) Elaborating the criteria for teachers’ evaluation and working out
the evaluation programme. Periodically review this and make changes if
required.

(10) Keeping liaison with leading Teachers’ Training Organizations,

studying and evaluating the teachers’ training. Recommend the selected
workshops for the teachers of BFCs for individual attendance and assess
their performance.

8
 (11) Periodically conducting professional seminars/ workshops for the
Principals /Coordinators /teachers and promulgating recommendations
for implementation, when appropriate.

(12) Organizing centralized teachers training for selected teachers of all

BFCs, through appropriate Teachers Training Development
Organizations.

(13) During inspections/visits of BFCs evaluating performance / skill

of the teachers.

(14) Recommending various programme for students’ character

building.

(15) Planning inspection programme of all BFCs in coordination with

the Senior Deputy Director and prepare reports of evaluation including
individual reports on teachers’ performance.

(16) Analyzing typical shortcomings and suggesting the ways to

overcome these in post inspection session with the teachers.

(17) Working out the students’ evaluation policy and assessing

students’ knowledge of syllabi as well as their general knowledge and
recommendation for improvement during visits of BFCs.

(18) Acting as a member of interview board for appointments of

Principals / Teachers in the BF colleges as and when ordered.

(19) Popularizing methods utilized in Montessori / KG / Nursery

groups among the teachers of Pre-School sections of BFCs and providing
them relevant guidance during each visit.

(20) Carrying out any other duty/ responsibility given by MD BAHRIA

Foundation/ DG BEATS/ Regional Heads from time to time.

1.16 Duties of Deputy Director Syllabi and Examinations - DD (SE)

He / She is responsible to EDET through Sr. DD (EQA) for:

(1) Periodically reviewing the BFC Syllabi and putting up

recommendation for improvement and standardization.

(2) Periodically reviewing of textbooks and putting up

recommendations for implementation in BFCs.

(3) Implementation of standardized examination system and schedule.

(4) Preparation of consolidated syllabus for the whole year having all
topics of various subjects divided term-wise and week-wise and classified
class wise and subject-wise.

(5) Timely preparation of Consolidated Calendar of Events for

BEATS/BFCs for each academic year.

9
 (6) Carrying out annual inspections and submitting inspection report
for follow up action.

(7) Carrying out surprise visits of the colleges ensuring that

educational routine is being followed as per schedule and briefing EDET
about the visit.

(8) Ensuring that all Labs/Library are adequately equipped, well

maintained and are being utilized up to their optimum capacity.

(9) Ensuring that all examinations are being conducted as per the
prevailing system /policy.

(10) Ensuring that co-curricular activities have been included in the

college curriculum.

(11) Providing necessary guidance / assistance to the colleges in

organizing big events specially those where some senior officials are
being invited.

(12) Updating information regarding Govt. Boards /HEC policy about

schedule/ conduct of exam, academic session and holidays etc.

(13) Ensuring that proper study/ prep periods are held in the hostels
with appropriate staff available assisting the students / hostelries.

(14) Carrying out any other duty assigned by the MD BAHRIA

Foundation, DG BEATS or EDET.

1.17 Duties of Assistant Director Syllabi – ADS

He/ she is responsible to the DDSE for:

(1) Checking and implementing the updates of the syllabi most

recently approved by the Board of Education.

(2) Checking for the optimum utilization of the libraries/ laboratories

by the students and ensuring that the libraries/ laboratories possess the
requisite books/ equipment etc to carry out the academic activities as
per the requirement of Board of Education.

(3) Ensuring that the selected syllabi for the non-board classes (i.e.
from Montessori to Class VIII) are conducive in developing the academic
base of the students.

(4) Ensuring that the students are provided with the opportunity to
co-relate studies with practical applications by arranging educational
trips.

(5) Checking whether the syllabi are well balanced in terms of class
assignments, presentations etc, so as to enhance the students
comprehension and the confidence level.

10
 (6) Inviting feedback from the colleges under jurisdictions about the
usefulness of the syllabi selected for each class and any
recommendations to improve the enforced syllabi.

(7) Planning visits to the BFCs for discussing the progress on

enforcement of syllabi and assessing their effectiveness.

(8) Carrying out any other duty/ responsibility given by superior

officers from time to time.

1.18 Duties of Assistant Director Examinations - ADE

He/ she is responsible to the DDSE for:

(1) Checking the proposed time table for examination and the date
sheets.

(2) Promulgating the schedule of examination to the colleges from

Montessori to Class VIII.

(3) Assessing the standard of the formulated examination papers in

comparison with the criteria’s put forth by the Board of Educational and
prevailing standards in reputable educational institutions.

(4) Carrying out surprise checks, when examinations are in progress,

at various colleges under jurisdiction.

(5) Ensuring that each college has evolved effective measures to

prohibit any kind of misconduct during the examination.

(6) Ensuring that the evaluation of the students’ answer books is

done properly and in accordance with standard procedures so as
ensuring fairness, transparency and security.

(7) Monitoring the examinations in BFCs and checking that they have
been conducted properly.

(8) Maintaining year wise record of results of each class of BFCs and
to report the trends regarding improvement or decline in the results.

(9) Making recommendations for academic standards by offering

incentives to individual students who perform outstanding in the
respective boards.

(10) Carrying out any other duty/ responsibility given by superior

officers from time to time.

1.19 Duties of Deputy Director (Teachers’ Training and Evaluation) – DD (TTE)

The Deputy Director (TT&E) is responsible to the EDET through Sr. DD (EQA)
for the following duties:

(1) Elaborating the criteria for teachers’ evaluation and working out
the evaluation programme. Periodically reviewing these and making
changes if required.
11
(2) Keeping liaison with leading Teachers’ Training Organizations,
study and evaluate their performance in order to find the best for training
of the teachers of BFCs. Recommend selected workshops for the teachers
of BFCs for individual attendance.

(3) Periodically conducting professional seminars/ workshops for the

Principals/ Coordinators/ teachers and promulgating recommendations
on improvement of teaching style for implementation, when appropriate.

(4) Twice a year organizing centralized teachers’ training for selected

teachers of all BFCs. Working out the training programme and choosing
the most appropriate for this purpose Teachers Development
organization.

(5) Evaluating performance of the teachers, who attended the training

and also newly appointed teachers during inspection visits of BFCs.

(6) Analyzing typical shortcomings and showing ways to overcome

these during post inspection sessions with the teachers.

(7) Planning annual/ terms inspection visit programme of all BFCs in

coordination with the DD (S&E) and DD (CA) and preparing reports of
evaluation including individual reports on teachers’ performance.

(8) Recommending various programmes for teachers training/

development.

(9) Checking the student’s evaluation done by teachers and the

effectiveness of teaching methods in improving the knowledge of the
students.

(10) Analyzing and evaluating shortcomings observed during

inspections and working out guidelines and detailed recommendations
for improvement of teaching methodology in BFCs.

(11) Revising and periodically updating the teacher’s lesson plan guide,
and checking during each visit of BFCs that teachers follow this.

(12) Acting as a member of interview board for appointments of

teachers in the BF colleges as and when ordered.

(13) Popularizing methods utilized in Montessori/ KG/ Nursery groups

among the teachers of Pre-School sections of BFCs and providing them
relevant guidance during each visit.

(14) Regularly obtaining updated information on education from the

Internet and utilizing it during teachers’ training sessions.

(15) To give necessary input to DDSE for generation of main Calendar

of Events.

(16) Carrying out any other duty/ responsibility given by EDET from
time to time.

12
1.20 Duties of Assistant Director (Teachers’ Training and Evaluation) ADTTE (I
& II)

The ADTT&E (I & II) is responsible to the DD (TT&E) for the following duties:

(1) Forecast the future training needs of the BFCs teaching staff for
the BFCs under jurisdiction.

(2) Study and evaluate the performance of leading Teachers’ Training

Organizations and recommend the selected ones for training of BFCs
teachers.

(3) Maintain correspondence with Teachers’ Training Organizations in

order to organize training of teachers of BFCs.

(4) Maintain record of teachers of each BFC who has acquired in

service training.

(5) Visit the colleges to evaluate the standards of teaching and

utilization of training aids by the teachers.

(6) Conduct the workshops in the BFCs on the selected topics when
and where required.

(7) Ensure that the recently trained teachers share their experience
with their colleagues within one month after receiving training.

(8) Maintain a library of the educational material used during the

workshops, training courses, seminars etc.

(9) Keep a file / album with Montessori material (photographs,

pictures etc) in order to spread new ideas among the Montessori
teachers in all BFCs.

(10) Carry out any other duty/responsibility given by superior officers

from time to time.

1.21 Duties of Senior Deputy Director Administration – SDD (Admin)

He/ she is responsible to the EDET for:

(1) Efficient Human Resource Management and Administration of the

BFCs located in the area of responsibility.

(2) Formulating the annual budget for the BFCs in the area of
responsibility.

(3) Dealing with various problems pertaining to the employees as well

as with the requirements of the colleges and to monitor the faculty, non-
faculty and helping staff in order to keep their strength within prescribed

13
 limits as per BFCs’ Rules.

(4) Conducting periodic inspection (administration), managing pay

structure & honorariums of employees and fee structures of BF Colleges.
(5) Scrutinizing store demand requisition of BFCs and their timely
procurement through FTA / local market.

(6) Arranging Principals Conference, inspection of BFCs and

generating main calendar of events based on input of colleges and other
departments of BEATS.

(7) Maintaining close liaison with Ministry of Education, Education

Boards and other organizations regarding various matters related to
Administration of BFCs.

(8) Exploring and recommending new sites / buildings for opening of

BAHRIA Foundation Educational Institutions.

(9) Ensuring that codal formalities have been completed by the BFCs
for all Civil Works / Projects and supervising their timely completion.

(10) Carrying out feasibility studies in coordination with provincial

Govt for taking over Public Schools and extension of their lease periods.

(11) Hiring buildings and executing extension in contracts of existing

buildings of private owners for establishing / upgrading BFCs and
preparing their terms and conditions in the consultation with ALA, in
order to safeguard the interests of BAHRIA Foundation.

(12) Preparing drafts of contracts/ agreements with regard to hiring/

construction in consultation with ALA for approval of the Competent
Authority.

(13) Preparing annual rent of all hired BFCs buildings and liaising with
their owners in connection with matters pertaining to the payment of
rent.

(14) Performing any other duty assigned by DG BEATS / EDET(S) from

time to time.

1.22 Duties of Deputy Director Colleges Administration – DDCA

He/ she is responsible to the EDET through Sr. DD Administration for:

(1) Matters pertaining to logistic support and efficient and effective

functioning of Colleges’ administration.

(2) Effective Human Resource Management of BFCs employees and

dealing with all cases of hiring and termination of employees.

(3) Monitoring the faculty, non-faculty and helping staff of BFCs in

order to keep their strength within prescribed limits as per BFC Rules.

(4) Dealing with various problems pertaining to the employees as well

as requirements of the colleges as per rules and policy in vogue.
14
 (5) Arranging / preparing progress reports / returns for submission to
higher authorities as and when required.

(6) Preparing annual budgets of all colleges in area of responsibility.

(7) Maintaining close liaison with Ministry of Education, Education

Boards and other organizations on various matters related to
Administration of BFCs.

(8) Managing the ACRs of all employees of BFCs.

(9) Managing all aspects of pay structure and Honorariums for

employees of colleges.

(10) Managing all aspects of the fee structure of colleges.

(11) Scrutinizing and compiling the proposals for annual budget

received from BFCs and presenting them for approval.

(12) Scrutinizing the Stores Demand Requisition (SDR) of BFCs for

approval and onward rendering to FTA or the college for procurement
from local market.

(13) To arrange visits of inspection teams for annual inspection of

BFCs and Inspection Progress Review Meeting (IPRMs).

(14) Acting as member of Head Office Inspection Team and preparing

inspection report with regard of area of responsibility.

(15) Arranging Principals conference in coordination with other

departments of BEATS and Principals of BFCs.

(16) Giving necessary input to DDSE for generation of main calendar of

events based on input of BFCs.

(17) Collecting data and arranging monthly co-ordination meetings.

(18) Performing any other duty assigned by DG BEATS / EDET from

time to time.

1.23 Duties of Assistant Director Colleges Administration – ADCA (I & II)

He/ she is responsible to the DD(CA) for:

(1) Scrutinizing matters pertaining to logistic support for efficient and

effective functioning of colleges administration.

(2) Assisting in Human Resource Management of BFCs employees.

(3) Keeping check and monitoring the faculty, non-faculty and helping
staff and submitting recommendations in order to keep their strength
within prescribed limits as per BFC Rules.

(4) Studying and proposing recommendations pertaining to various

problems of the employees as well as requirements of the colleges as per
15
 rules and policy in vogue.

(5) Preparing / initiating progress reports / returns for submission to

higher authorities as and when required.

(6) Compiling and preparing draft of annual budgets of all colleges in

area of responsibility.

(7) Scrutinizing and preparing the cases of Stores Demand

Requisition (SDR) of BFCs for approval and onward rendering to FTA or
the college for procurement from local market.

(8) Compiling and drafting agenda points for Principals’ conference.

(9) Giving presentation on BFCs in area of responsibility during

Monthly Co-ordination Meeting.

(10) Performing duty assigned by superior officers from time to time.

1.24 Duties of Deputy Director Projects and Contracts – DD(P&C)

DD (P&C) is responsible to EDET for following functions:

(1) Exploring and recommending new sites / buildings for opening of

new BAHRIA Foundation Education Institutions.

(2) Ensuring that codal formalities have been completed by the BFCs
for all Civil Works/ Projects and supervising their timely completion.

(3) Assisting in carrying out feasibility in coordination with provincial

Govt. for taking over Public Schools and extension of their lease periods.

(4) Hiring buildings/ executing extension in contracts of existing

buildings of private owners for establishing/upgrading BFCs and
preparing their terms and conditions in consultation with ALA, in order
to safeguard the interests of BAHRIA Foundation.

(5) Making draft contracts/ agreements with regard to leasing / hiring

/ construction with the consultation of ALA for approval of the
Competent Authority.

(6) Assisting in preparation of annual rent of all BFCs hired buildings.

(7) Keep Liaison with the colleges’ building owners in connection with
matters pertaining to the payment of rent.

(8) Supervise all construction and civil works.

(9) Keep liaison with civil/ military authorities in the area of

responsibility as required.

(10) Performing any duty assigned by superior officers from time to

time.

1.25 Duties of Assistant Director Projects – ADP

16
 Assist Director Projects is responsible to DD (P&C) for following functions:

(1) Acting as staff officer to Deputy Director Projects and Contracts.

(2) Examining all proposals of new projects in detail and submitting
them to DD (P&C) along with recommendations.

(3) Supervising all construction/ civil works.

(4) Developing and maintaining effective liaison with the owners/

individuals who are connected with the projects that are being
considered.

(5) Ensuring maintenance of proper records of each project

separately.

(6) Keeping DD (P&C) informed about progress of all important

projects.

(7) Carrying out any other duty/ responsibility given by superior

officers from time to time.

1.26 Duties of Assistant Director Contracts – ADC

Assist Director Contracts is responsible to DD (P&C) for following functions:

(1) Act as staff officer to Deputy Director Projects and Contracts.

(2) Assisting in preparing the rents of all hired BFC buildings and
liaising with owners of buildings.

(3) Assisting the DD (P&C) for hiring buildings and executing

extensions in contracts of existing buildings of private owners for
establishing upgrading BFCs and preparing their terms and conditions.

(4) Assisting DD (P&C) in preparation of drafts / contracts/

agreements with regard to hiring / construction etc.

(5) Maintaining & updating files of all contracts of BEATS.

(6) Carrying out any other duty/ responsibility given by EDET and DD
(P&C) from time to time.

1.27 Duties of Principal

Principals of BAHRIA Foundation Colleges are academicians as well as

administrators. As heads of the institutions, they are expected to display the
highest level of administrative and leadership skills. They are responsible for
every aspect of their colleges. They are to run their colleges efficiently,
ensuring quality education while remaining within the available resources.
They are to use their good judgment and discretion on the aspects not covered
in the BF College Rules and instructions issued from time to time. They are
responsible to the EDET for:

(1) Smooth and efficient running of the campuses in their charge.

17
(2) Discipline of the staff and students and dealing with all
disciplinary cases according to laid down rules.
(3) Ensuring that college premises are neat and clean, the students
wear neat uniforms and have proper haircut.

(4) Evaluating the teachers (at least once in a quarter) according to

the “Teacher’s Evaluation Proforma” (Annex ‘C’) and counseling them to
improve upon their teaching skills and keeping record of the same.

(5) Holding regular conference/meetings with the staff on matters

concerning the academic and administrative aspects of the BFC and
ensuring that the decisions taken in the meeting are implemented and
record is maintained.

(6) Rendering ACRs of all the college employees. Adverse remarks are
to be underlined in RED ink and told to individual and his/her
signatures obtained. It should be the effort of the Principal to groom and
train his/her subordinates. If an employee fails to come up to the
required expectation he/she should counsel him/her. However, if
he/she does not improve despite all efforts, he/she should be warned in
writing. This procedure needs to be adopted before endorsing adverse
remarks in ACR.

(7) Safe custody of college buildings, furniture, equipment and other

assets and maintaining stores ledgers.

(8) Control and supervision teaching staff and other employees of the
college and organizing their duties.

(9) Judicious use of college imprest funds to meet running expenses

of the college in accordance with BAHRIA Foundation Financial
procedure/ Instructions.

(10) Rendering monthly account of college imprest Fund to BAHRIA

Foundation Finance Department and EDET.

(11) Timely (by 28th of each month) distribution of fee challans to all
students and ensuring that students pay their fee on time through
designated Bank.

(12) Maintenance of up-to-date college accounts and organizing audit

on regular basis and ensuring recovery of all receivables under fee head .

(13) No fee in cash or donation is to be collected from the students /

parents by any college staff.

(14) Rendering monthly financial statement to BAHRIA Foundation

Finance Department and EDET.

(15) Preparing annual budget of his/her College for the next financial
year by 15 April each year.

(16) Maintaining liaison with the local Education Board/ University/

British Council to remain abreast of any changes in policies/syllabi and
18
timely registration/ affiliation of the campus at SSC, HSC/ ‘O’ Level.

(17) Having good liaison and rapport with the local Govt. agencies and
information media.

(18) Ensure muster of library and the Laboratories is carried out half
yearly as per BAHRIA Foundation policy and its record is maintained.

(19) Ensuring timely recognition with the respective Board / University

to ensure timely enrolment of F.Sc / HSC, ‘O’ Level, Matric students for
respective Board / University examinations.

(20) Organizing test/interviews for candidates seeking admission in the

college.

(21) Rendering salary entitlements of all staff to BAHRIA Foundation

Finance Department by 25th of each month.

(22) Producing newsletters of the college and yearly printing of college

magazine.

(23) Ordering formal inquiries into any cases which may lead to
disciplinary action against a student or an employee.

(24) Supervising classroom instructions in accordance with laid down

syllabi and programs. Also providing advice, assistance and information
to the Academic Coordinators when required.

(25) Ensuring that modern, enlightened and progressive education is

imparted to the students and that the campus environment also reflects
these qualities.

(26) Arranging of continuous teachers’ training sessions within the

college conducted by senior, experienced or prominent teachers in order
to keep abreast of modern educational theory and practice. These may
be done in the form of demonstration lessons, followed by detailed
analysis, study of teaching methods alongwith practical sessions and
sharing teaching ideas.

(27) Ensuring that teachers who have attended the workshops outside
the college disseminate contents of the same to the rest of the faculty.

(28) Arrangement of visual aids lab (room, corner) where various maps,
pictures, schemes, models provided by the administration as well as
prepared by the teachers and students will be kept.

(29) Compilation of Principal’s Standing Orders and updating them as

and when required.

(30) Ensuring that college employees have read Principal’s Standing

Orders and BF College Rules.

(31) Ensuring timely actions on all the mail.

19
 (32) Ensuring to maintain high academic standards, organize extra co-
curricular activities and administer the college efficiently.

(33) Ensuring that parent-teacher meetings are held regularly and

parents’ complaints are addressed judiciously.

(34) Ensuring proper conduct of college examinations, preparation of

question papers / marking of answer sheets as per standard pattern and
maintaining secrecy of examination record preferably through a separate
examination cell.

(35) Ensuring that college records are maintained, updated and

countersigned by the Principal on monthly/weekly basis, as appropriate.

(36) Attending all college activities including morning assembly.

(37) Ensuring that BFCs having hostel facilities issue orders and
instructions for smooth conduct of the hostel affairs. All possible
measures are to be taken to ensuring safety and security of the students
living in the hostel. Also ensuring that all fees are deposited in bank.

(38) Principals are not to leave station without prior approval of the
EDET.

(39) Such other responsibilities as may be assigned by the Head/

Regional Office.
1.28 Chain of Command During Principal’s Leave / Absence

a. Whenever the principal is away for less than 03 days from BFC due to
sickness / C/L or temporary duty etc, the senior most coordinator will
automatically assume the charge of the acting principal and manage day to
day matters and no Temporary Memorandum for handing / taking over duties
will be issued, however if the principal is proceeding on more than 03 days
leave / sickness / Ty duty then the principal is to issue a Temporary
Memorandum detailing the senior most coordinator / Teacher to act as
principal in his absence. The matter is to be informed immediately to the Head
Office, by the principal (if possible) or by the senior-most Coordinator.

b. The Head office will then issue written instructions for the next senior-
most to take over duties of the Principal, who will normally be the senior
coordinator. However, if for any reason the senior coordinator cannot be
appointed another suitable coordinator or teacher will be nominated. In case
the dates of joining of the senior most coordinators / teacher (s) are the same,
seniority will then be determined by age.

c. Acting official will only carry out day to day functions of the department
and should not exercise the following powers of appointment:

(1) Financial power.

(2) Power of appointment and termination.
(3) Issuances of policy letters & directives. Such cases should be
referred to next superior officer in BAHRIA Foundation Head office/
Regional Office.

20
 d. Acting Principal working for a month or more would be authorized to the
additional allowance equal to 50 % of his / her gross pay.

1.29 Duties of Vice Principal

The Vice Principal of BAHRIA Foundation colleges is responsible to Principal

for:

(1) Conduct of morning assembly and inspection of students turn-out

through Coordinators.

(2) Maintenance of roll call registers of students as well as the faculty.

Grant of 1 day casual leave to the teaching staff and maintenance of
leave record. Grant of leave to the students as delegated by the Principal.

(3) Supervision of classroom instructions in accordance with the

syllabi breakdown (scheme of study) and daily timetable.

(4) Supervision /Planning of instructional programme / time-table as

well as co-curricular activities.

(5) Maintenance of Teachers Weekly Work Diaries, lesson plans and

Laboratory Breakage Registers of various labs.

(6) Supervision / Preparation of examination schedules, question

papers and other matters pertaining to admission tests and interviews.

(7) Arrangement for prompt marking of answer scripts and tabulation

of all results.

(8) Making recommendations for eligibility of candidates for admission

and promotion.

(9) Initiating procurement of all equipment and aids for curricular and
co-curricular activities as per instructions of the College administration.

(10) Arranging seminars, holding meetings of the staff and students

separately for improving discipline, academics, sports and overall
atmosphere.

(11) Planning and conducting of Send-ups /Pre Board Examinations

for classes IX to XII and preparation of results expeditiously.

(12) Nomination of teachers as internal examiners for conduct of

practical in various science subjects.

(13) Prompt preparation of school leaving and provisional certificates

for students after declaration of exams results.

(14) Helping and assisting Principal in the admission process.

(15) Supervision of all the laboratories, including monitoring the work

of Lab In-charges and ensuring the coverage of syllabi for practical work.

21
 (16) Supervision of all the projects and regular feedback from the
project supervisors.

(17) Assigning a person who should stay with students in case of extra
classes or practical exams after the college timings.

(18) No fee in cash or donation is to be collected from the students /

parents by any college staff.

(19) Any other duty assigned by the Principal.

1.30 Duties of Coordinator

He / She is responsible to the Principal for:

(1) General running of the assigned section under his / her charge.

(2) Efficient and effective discharge of duties by the teachers under

his / her charge.

(3) Rendering relevant section of ACRs on all teachers under his / her
charge.

(4) Preparing annual calendar of events of his / her section.

(5) Interviewing parents during admission of children in his / her

section.

(6) Neat and clean appearance of his / her section.

(7) Coordinating preparation of timetable for his / her sections.

(8) Ensuring that all teachers in his / her sections complete the
syllabi of their respective subjects / classes according to a pre-
determined schedule.

(9) Monitoring the academic progress of classes and performance of

teachers by observing and evaluating their lessons, emphasizing time
and class management, application of various educational methods,
usage of visual aids/material, and continuous interaction with the
students.

(10) Preparing and promulgating instructions concerning his / her

section in consultation with and approval of the Principal.

(11) Suggesting ways and means to achieve a high academic level in

his/ her section.

(12) Monitoring and evaluating the students’ results and taking

necessary measures for improvement whenever required.

(13) Suggesting new ideas and recommending measures for

improvement of teaching skills and learning process.

(14) Recommending changes in syllabi for improvement of academic

22
 level in line with the latest directions from Board of Education, British
Council etc.

(15) Recommending new text books for his / her section.

(16) Taking frequent rounds of his / her section and monitoring the
quality of teaching.

(17) Supervising all academic and co-curricular activities and ensuring

high standards.

(18) Checking lesson plans and coverage of syllabi by teachers on

weekly basis.

(19) Supervising preparation the scheme of study (monthly / weekly

break down syllabus) for different classes by subject teachers and its
implementation.

(20) Random inspection/checking of students’ homework / class work

/ notebooks / files of all classes under his/her section.

(21) Making appropriate arrangements for the conduct of the term,

annual and Board examinations.

(22) Allocating leave relief for absenting teachers.

(23) Maintaining discipline among students and ensuring punctuality

and regularity of teaching staff in his / her section.

(24) Encouraging student’s participation in co-curricular activities to

build up their confidence.

(25) Attending the morning assembly, ensuring that teachers and

students of his / her section make speeches on topics of general interest
and encourage participation of the weak / less confident students.

(26) Training new teachers of his / her section.

(27) Acting as resource person in workshops and quiz competitions.

(28) Maintaining list of outstanding students of his / her section and

provide them opportunities for intellectual growth commensurate with
their potential.

(29) Ensure that no fee in cash or donation is to be collected from the

students/ parents.

(30) Carrying out any other duties/responsibilities assigned by the

Principal.

Note: All duties assigned to Coordinator as laid down in article 1.30 will be carried
out by the Principal when Coordinator is not appointed.

1.31 Duties of the Hostel Warden

23
a. The Hostel Warden is to devote himself to the harmonious development
of the personality of the students who are in his charge. Specific duties of the
Hostel Warden are:
(1) Academic

(a) To inculcate the spirit of co-operation and fellowship among

the boarders.

(b) To see that the boarders of his house follow the daily routine
regularly with punctuality.

(c) Ensuring that they wear proper uniform and offer five times
prayers in the school mosque.

(d) To look after the academic progress of students.

(e) To supervise the Preps and to see that the Boarders

regularly do their homework / assignments.

(f) To guide them in the studies with the help of Prep Masters.

(g) To check their monthly and terminal reports and hold

interview with them in order to guide for better performance.

(h) To discuss their academic problems with the Principal and

find out possible solutions.

(i) To inform the parents about their progress, aptitude and

problems and invite parents, if necessary, for discussion, after
approval of the Principal.

(j) To arrange extra coaching for the weak students with the
approval of the Principal and consent of the parents if necessary.

(k) To serve as a liaison between the parents and the college.

(2) General Administration

(a) Ensuring that the dress and discipline of the boarders are of
the highest possible standard. The boarders should know the
college and house rules and should follow them in letter and spirit.
The Hostel Warden will set the dormitories(dorms) according to the
classes and age group of boarders. A dorm monitor should be
selected.

(b) Ensuring that cleanliness of the house and surrounding is

of the highest possible standard and also see that there is no
damage and wastage of water, electricity or gas.

(c) To carry out weekly inspections of the clothing, books,

stationery, cupboards and dormitories.

(d) Ensuring personal cleanliness, hygienic parade may be

conducted once a week, to check teeth, hair-cut, nails etc.

24
 (e) To organize house activities, indoor games, pasting of all
papers, house functions and excursions.

(f) Ensuring the care of ailing boarders and to see that they get
proper medical aid and diet. If necessary, to accompany serious
ailing cases to Civil Hospital and inform the Principal and parents.

(g) To appoint a House Captain and prefects with approval of

the Principal.

(h) To assign definite duties and responsibilities to the prefects.

(i) To distribute pocket money and keep its record.

(j) To maintain the house fund records, daily messing record,

leave out register, personal files and attendance register of the
house.

(k) To check that lights are off/on as per daily routine.

(l) To submit the daily house report to the Principal every day
in the morning on prescribed form.

(m) To be ready at any time for the inspection of the Principal

which is to take place at least twice a month.

(n) To ensure that the boarders do not keep costly items /

valuables.

(o) To carryout night surprise checks on request basis.

(p) To grant leave to the boarders, maximum for two days on

the request of the parents or due to any pressing need (the leave
should be discouraged as much as possible). Leave for more than
two days will be referred to the Principal for approval in writing.

(q) To ensure that no boarder is found absent from the house

during night hours without permission.

(r) Ensuring that smoking is not done by the boarders.

1.32 Duties of Deputy Hostel Warden

a. The duties of the Deputy Hostel Wardens are of the same nature as
those of a Hostel Warden. He is supposed to assist and help the Hostel Warden
in house routine and activities.

(1) He will devote himself specifically to those duties which are

entrusted to him by the Hostel Warden from time to time.

(2) The Deputy Hostel Warden will reside in the house and supervise
the Dining Halls. He will take meals with the boarders.

25
 (3) He should not go on leave from the house without the prior
permission of the Principal.

1.33 Duties of In charge Examinations / Examination Cell

He/ She is responsible to the Principal for:

(1) Preparing timetable for examinations and issuing date sheets.

(2) Obtaining question papers in manuscript CD/floppy disk from the

teachers for all examinations and presenting the same for vetting and
corrections by the Principal.

(3) Coordinate typing/printing of approved question papers and

maintaining their secrecy.

(4) Preparing seating plans and making seating arrangements in

consultation with the Coordinators and Principal.

(5) Issuing invigilators’ roster with the approval of Principal.

(6) Collecting worked answer books / sheets on the day of

examination.

(7) Distributing worked answer books / sheets to respective

examiners on the day of examination.

(8) Collecting evaluated answer books / sheets alongwith ‘Award List’

from the examiners.

(9) Making arrangements for centralized evaluation of worked answer

books / sheets within the campus as per the Principal’s instructions and
recording the daily completed evaluation work.

(10) Re-checking the evaluated answer books/sheets by other teachers

and put up the same for approval by the Principal.

(11) Submitting result sheets to the Principal.

(12) Presenting examination stationery demand to the Principal

through Coordinators well in advance of the start of examination and
ensuring its timely availability for the examination.

(13) Ensuring that duly completed ‘Progress Report Cards’ are

submitted to Coordinator(s) and the Principal for corrections and their
remarks.

(14) Maintaining old examination papers file.

(15) Displaying Examination Results on main Notice Board.

(16) Maintaining registration, examination forms, roll number slips,

result cards and result records of Board classes.

26
 (17) Maintaining the examination cell and keeping all examination
record/ material there in a secret manner under safe custody.

(18) Carrying out any other duties assigned by the Principal.

1.34 Duties of Faculty Staff

a. Teachers
Teachers are responsible for quality education. They are required to:

(1) Prepare lesson plans according to the lesson plan pro forma
(Annex-‘D’) and use them while delivering lessons.

(2) Complete the syllabi on time.

(3) Ensures that students wear clean uniform and have proper
haircut.

(4) Maintain strict discipline in their classes.

(5) Inculcate good habits in students and educate them to adopt good
manners.

(6) Prepare good citizens of Pakistan by developing moral

consciousness of the students based on an understanding of teachings
of Islam. Make them confident and inculcate in them desire to seek and
share knowledge.

(7) Be excellent role models for the students.

(8) Prepare and submit results well in time as required by the

Principal.

(9) Be aware of and execute college policies and procedures.

(10) Follow sound professional ethics and hold all information in

confidence concerning children, teachers or school affairs.

(11) Attend all meetings, seminars or teachers’ training sessions

carried out in or outside the college when required.

(12) Ensure preparation and usage of visual aids as an important part

of teaching.

(13) Facilitate the timely collection of fees by the college

Administration.

(14) Desist from engaging in behavior which is professionally

inappropriate for teachers or which are unlawful for any citizen.

(15) Refrain from obscene, profane or abusive language in college

premises.

(16) Carry out any other duties assigned by the Principal.

b. Campus Doctor

27
He / She is required to:

(1) Examine all the students at least once a year and maintain their
health records as per Medical Examination Card placed at Annex ‘E’.
(2) Provide medical aid to the students / teachers when required.

(3) Guide the students and staff for prevention of diseases by

delivering short lectures and organizing discussions with the students.

(4) Give short informative lectures in accordance with the syllabi

during Science / Biology periods.

(5) Ensure that vaccination for polio and hepatitis are given to all staff
/ students as required.

(6) The doctor will also act as a teacher of Bio and will conduct his /
her lessons in accordance with the syllabi.

(7) Carry out any other duties assigned by the Principal.

c. Physical Training Instructor

He / She is required to:

(1) Impart physical training and inculcate discipline among the

students.

(2) Prepare sports schedule and conduct various sports activities.

(3) Maintain records of all tournament results.

(4) Maintain discipline and supervise movement of students before

and after morning assembly, breaks and at closing time each day.

(5) Assist in organization of various sports events and other functions

held by the college.

(6) Report to the campus half an hour before the Assembly and not to
leave the campus until all students depart at secure.

(7) Ensure that the students do not leave the college during the
college hours.

(8) Maintain up to date record of sport gear.

(9) Carry out any other duties assigned by the Principal.

d. House Master/ House Mistress

He / She is required to:

(1) Prepare the students for the various extra-curricular events and
competitions organized by the college.

(2) Appoint House Prefects in accordance with the prescribed

28
 procedure.

(3) Prepare records of all competitions.

(4) Write the remarks about the students of his / her respective
Houses.

(5) Educate the students to adopt good manners.

(6) Inculcate good habits in the students.

(7) Guide them for solving their problems.

(8) Carry out any other duties assigned by the Principal.

1.35 Duties of Non-Faculty Staff

a. Librarian

He / She is responsible for the following:

(1) To maintain readers’ register and library cards of the students and
the teachers.

(2) To conduct library periods and help the students choosing books
for reading.

(3) To arrange temporary exhibitions on prominent Urdu and English

writers and their best works and discuss these later during library
periods.

(4) To initiate and maintain all correspondence relating to the

reference books and general reading material of the library.

(5) To make arrangements for proper storage, custody and up keep of

all the books / periodicals of the library.

(6) To maintain record of all reference books, textbooks and

periodicals of the library.

(7) To issue books to the students and staff promptly.

(8) To provide list of books required for procurement to the Principal.

(9) Assist and guide the Purchase Committee regarding purchase of

books.

(10) To prepare annually the future requirement of the library books

and periodicals.

(11) To maintain good physical standard of library.

(12) To display covers of new arrivals on the library notice board.

(13) To maintain ledger / stock register of library books.

29
 (14) To maintain book issuing register.

(15) To ensure and arrange timely muster of the library and maintains
its record for inspection.

(16) To decorate library with relevant material, display books subject

wise, display library instructions / rules and ensure their
implementations.

(17) Carry out any other duty assigned by the Principal.

b. Admin Officer (where appointed)

He is responsible to the Principal for the following:-

(1) Maintenance of security & cleanliness of the college premises.

(2) Maintenance of discipline of non-teaching staff.

(3) Assisting Principal and faculty in maintaining discipline amongst

students.

(4) Maintenance of the college buildings, furniture / fixture / office

equipment and other facilities such as hostel, sports grounds and lawns
/ gardens (where existing).

(5) Maintenance of personal files and leave record of all non teaching
staff.

(6) Custody of personal files of staff.

(7) Maintenance of stock register and periodical inspection of stocks /

inventories.

(8) Administrative support in the academic activities of the college as

and when required.

(9) Liaison with transport contractor and parents of students to

resolve day to day transport problems and to organize outdoor trips and
educational visits for the students. Also responsible for operation and
maintenance of college transport (where existing).

(10) Administrative arrangements for VIP visits and all college

functions (Annual Day / Sports etc).

(11) Organizing duties of non-teaching staff and rendering their ACRs.

(12) Performance as a member of the College Appointment Committee

of non-teaching staff.

(13) Checking hygienic condition of food and eatables provided by the

Contractor to the Hostel mess (where applicable).

30
 (14) Insurance of economic use of utilities such as electricity, gas,
water and telephone etc.

(15) Monitor rates and quality of items provided in the college Tuck
Shop.

(16) Performance as a member of Purchase Committee of the college.

(17) Carrying out other responsibilities / duties as may be assigned by

the Principal.

Note: All duties assigned to Admin Supervisor as laid down in article 1.35.c
will also be carried out by the Admin Officer where Admin Supervisor is
not appointed.

c. Admin Supervisor

He is responsible to the Principal through Admin Officer for the following:

(1) Discipline and smooth & efficient work of the subordinate staff.

(2) Cleanliness and security of the college’s premises, its furniture,

fittings and the garden.

(3) Keeping the Admin Officer informed about allocation of any

specific work of important nature to any member of the administrative /
helping staff and report about any lapse or negligence on their part.

(4) General security and safety of the college premises.

(5) Keeping guard against anti-social or any undesirable activities of

the helping staff, contractors and their staff etc.

(6) Overall supervision of the repair / maintenance / uplift works of

the college buildings / premises.

(7) Supervising safe departure of students, their transport and

ensuring that no student is left in the college premises after college
hours.

(8) Ensuring that the college premises are properly closed.

(9) Safe custody of old record like Attendance Registers, Dossiers and
other relevant documents.

(10) Safe custody and record of duplicate keys and maintaining of key
register.

(11) Attending complaints of parents about transport.

(12) Preparing college transport route and time table under Admin
Officer’s supervision.

31
 (13) Carrying out any other duty assigned by the Principal /
Administrative Officer.

Note: All duties assigned to Admin Officer as laid down in article 1.35.b will
also be carried out by the Admin Supervisor where Admin Officer is not
appointed.

d. Senior Accountant / Accountant/ Accountant-II/ Accounts

Assistant

Following duties are to be performed by the Accountant / Assistant

Accountant of the college under supervision of Principal:

(1) Preparation of students fee slips, which are to be handed over to

students by the 28th of each month for the following month. He / she will
not collect cash from any student / parent except when specially
authorized by the Head office.

(2) Preparation of monthly payroll, pay slips and tax calculations to

reach Regional Officer by 25th of each month. Cutoff date for preparation
of payroll is 20th of each month.

(3) Preparation of monthly withholding tax returns of BAHRIA

Foundation Colleges by 12th of following month.

(4) Preparation of annual withholding tax returns of BAHRIA

Foundation College to reach by 12th July of each year.

(5) Preparation of employees’ tax statement by 12th of each month,

maintenance of tax deduction record and issuance of challans on as and
when required basis within 2 days of casualty.

(6) Preparing payment / receipt vouchers; posting them in respective

heads of Accounts and dispatching original copy of these vouchers to
GM (Finance).

(7) Preparation of daily and monthly petty cash positioning. A

st
summary is to be submitted to Regional Office by 1 week of the
following month.

(8) Preparation of Balance Sheet/Financial Statement as per Annex

‘F’ and Cash Flow as per Annex ‘G’ to these instructions.

(9) Preparation of Annual Budget in consultation with Principal,

which is to be submitted by 15th April each year.

(10) Compliance with all the financial procedures/ instructions.

(11) Proper security, safety and maintenance of all financial assets and
documents.

(12) Preparation of Asset Cards of each asset as per Annex ‘H’.

32
 (13) Timely submission of periodical financial returns required by the
Head Office and Government Departments.

(14) Maintenance of the Books of Accounts on double entry basis, such

as Cash Book, Ledger and Petty Cash.
(15) Preparation of monthly Bank Reconciliation of all accounts and
dispatch the same to GM/Manager (Finance).

(16) Preparing quarterly, half yearly and yearly Trial Balance and
dispatch it to GM/Manager (Finance).

(17) Preparing monthly, quarterly, half yearly and yearly Progress

Report and dispatch it to GM/Manager (Finance)

(18) Dealing with EOBI and medical insurance matters.

(19) Reconcile record of the tuition fee slips received from the bank
daily.

(20) Making weekly reports in writing to the Principals about financial

state, receivables and monthly fees defaulters.

(21) Preparation of the accounts books for annual audit by the

Regional Office staff.

(22) Ensuring that fee concession record is updated with supporting

documents.

(23) Carrying out any other duties assigned by the teacher in

charge/Admin Officer / Principal.

Note: All duties assigned to an Office Assistant as laid down in Article 1.35(e)
will also be carried out by the Accountant / Assistant Accountant where
Office Assistant is not appointed

e. Office Assistant

Following duties will be performed by the Office Assistant:

(1) Maintenance of Leave Record of all college teaching staff.

(2) Receipt, dispatch and distribution of official mail and maintenance

of correspondence record and office files.

(3) Maintenance of register of permanent stores / goods.

(4) Maintenance of the consumption registers of all consumable

goods.

(5) Keeping record of all furniture, fixture and fittings of the college.

(6) Any other duty assigned by the Principal / Administrative Officer.

f. Laboratory Assistant

33
He / she is responsible for the following:

(1) Organizing and equipping the laboratory / laboratories.

(2) Completion of arranging of laboratory works prescribed for

respective classes as per syllabus.

(3) Proper and safe storage of equipment, glass wares and chemicals.

(4) Operational condition of all computers and related equipment

(Computer Lab).

(5) Availability of adequate firefighting / safety equipment in each

laboratory.

(6) Any other duties assigned by the teacher in charge / Principal /

Admin Officer.

(7) Maintaining an updated record of all items consumed during

conduct of practical.

(8) Taking on charge all lab apparatus on Ledger.

(9) Maintaining record of breakage of laboratory equipment.

g. Laboratory Attendant

He / she is responsible for:

Arranging all equipment of the respective laboratory.

(1) Cleanliness of all laboratories.

(2) Setting up necessary apparatus / chemicals before the conduct of

each practical for students.

(3) Any other duties assigned by the teacher in charge / Principal/

Admin Officer.

h. Medical Assistant (where Doctor is not appointed)

He / she is required to:

(1) Examine all the students at least once a year and maintain their
health records as per Medical Examination Card placed at Annex ‘E’

(2) Provide medical aid to the students when required.

(3) Guide the students and staff for prevention of diseases by

delivering short lectures and organizing discussions with the students.

(4) Give short informative lectures in accordance with the syllabi

during Science/Biology periods.

34
 (5) Ensure that all relevant vaccinations are given to the staff and
students as required.

(6) Carry out any other duties assigned by the Principal.

i. Drivers

Responsible to the Admin Supervisor for the following:

(1) Driving the vehicle assigned safely in accordance with traffic rules
in neat and tidy uniform.

(2) Maintenance of vehicles.

(3) Cleanliness of vehicles.

(4) Maintaining record and log book.

(5) Punctuality of time at arrival and departure.

(6) Polite attitude towards parents and students.

(7) Any other duty/duties assigned by the Admin Supervisor.

j. Conductor (where college has its own bus)

Responsible to the Admin Supervisor for the following:

(1) Cleanliness of the buses and wearing a neat and tidy uniform.

(2) Safe and proper pick and drop of the students.

(3) Using civilized language and showing good manners while dealing
with parents and students.

(4) Any other duty / duties assigned by the Admin Supervisor.

k. Office Messengers/ Maids

Responsible to the Admin Supervisor for the following:

(1) Opening of the college at least one hour prior to the scheduled
opening time.

(2) Arrange closing of the college at the scheduled time or late hours
as per requirement.

(3) Arrange cleaning of the premises/equipment maintaining a high

standard of cleanliness.

(4) Deliver mail to various offices, agencies and post office.

(5) Prepare tea/coffee for guests and staff.

35
 (6) Look after the students as per instructions issued.

(7) Any other duties assigned by the Admin Supervisor.

l. Duties of Security Guard

(1) He is to remain awake and alert during his duty hours particularly
at night.

(2) He is to take frequent rounds of the building to ensure that all

places and equipment are properly secured.

(3) He is to ensure that no undesirable person enters the college.

(4) He is to be firm but courteous while dealing with visitors to the

college.

(5) He is to be always neatly dressed.

36
 CHAPTER - 2

GENERAL RULES REGARDING FUNCTIONING

OF BEATS HEAD/ REGIONAL OFFICES AND BF COLLEGES

2.1 Functioning of BEATS Head/ Regional Offices

Manning of BEATS Head/ Regional Offices should be based on number of

BFCs and students in their respective Region and should be organized as per
Annex ‘A’. Only necessary billets are to be filled in.

2.2 BEATS Inspection Team

a. The BEATS Inspection Team comprising of Deputy Director (Syllabi &

Examination), Deputy Director (Teachers’ Training & Evaluation), Deputy
Director (College Administration) and Assistant Manager Finance will inspect
BAHRIA Foundation Colleges in their jurisdiction and will generate the report
in four parts as stated under:

Part-I Syllabi & Examinations

Part-II Teachers Training & Evaluation
Part-III Administration
Part-IV Financial Audit

b. This report will be put up to Regional Head through the EDET for
approval. The final report containing four parts will be dispatched to the
concerned BFC under the signature of EDET. Subsequently, an item/ point-
wise progress report on the observations contained in the inspection report is
to be submitted by the BFC within a month’s duration to the Regional / Head
Office. Finally an Inspection Progress Review Meeting (IPRM) will be held to
discuss point-wise the progress made by the concerned BFC. The meeting
would be chaired by the DG (BEATS) / Regional Head.

2.3 Syllabi & Examinations

For the purpose of the formulation of inspection report concerning Syllabi &
Examinations, the following aspects should be specifically examined:

(1) Syllabi
(2) Examinations
(3) Academic Calendar of Events
(4) Co-Curricular Activities
(5) Miscellaneous

2.4 Teachers Training & Evaluation

For the purpose of the formulation of inspection report concerning Teachers

Training & Evaluation, the following points should be specifically examined:

(1) Lesson Plans prepared by teachers.

(2) Teaching Techniques.
(3) Visual aids and teaching materials.
(4) Students Assessment by the teachers.
(5) Individual assessment of the teachers as per the “Teacher’s
observation Pro forma” (Annex ‘C’).

37
2.5 Administration

The formulation of inspection report concerning Administration must include

examination of the following aspects:

(1) Human Resource Management.

(2) Security.
(3) Building structure & civil works.
(4) Equipment, Appliances & Miscellaneous stores.
(5) Transport.
(6) Records & Correspondence.
(7) Contracts.
(8) Medical examination of the students.
(9) Any other observation/recommendation.

2.6 Financial Audit

The following heads are audited under this clause:

(1) Petty cash.

(2) Security deposits.
(3) Income from all sources and Fee defaulter.
(4) Fixed assets.

2.7 Guidelines for Teachers

a. Preparation of Lesson Plan

Desired objective of the learning should be specified in advance, therefore a

teacher should prepare a comprehensive lesson plan. The format of this is
given in Annex ‘D’. Nevertheless the pattern given is not fixed and rigid, but
determined by the lesson objectives. However in most of the lessons the
emphasis is on developing new learning and revising the previous knowledge of
the children. Proceeding therefore from the known to the unknown, the teacher
arranges material in such a way that a child is able to understand the logic
behind it. Techniques of narration, questioning and explanation, as well as
practical work or experiments, observations, group discussion, educational
games etc must be mentioned in the lesson plan. These lesson plans are to be
submitted to the Coordinator each Monday after lessons for scrutiny and
approval and given back on Tuesday. The Principal is to check them at least
once a month. When a teacher plans to be absent he/she must send her
lesson plans for that day to his/her substitute teacher.

b. Evaluation of Lesson Plan

After each lesson, teachers must write a short note in their lesson plan under
the heading “Evaluation”, assessing the lesson delivered by giving their
comments as to whether objectives were achieved or not, motivation
preplanned was adequate students’ interest was evoked and kept throughout
the lesson, methods utilized were appropriate and students’ response was
positive, time management during the lesson was successful and which were
the weak points in the lesson. The lesson is considered to be successful if
objectives are achieved, which can be gauged by questioning the students.

38
 c. Teachers Knowledge of Training Aids / Equipment

It is essential for the teacher to know what training aids / equipment related to
their subjects is available in the college, where it is located and how to use it.
While planning the lessons the teachers must be aware about the availability
of the visual aids and make extensive use of these in order to evoke interest in
the students.

(1) Teachers are to walk around the class throughout the whole
period, by this way anticipating discipline problems, keeping students
alert and enthusiastic and awarding and motivating individual students
with a word of praise. The teachers are not recommended to sit even
when students have their tests/written work, as this is the time to gauge
their performance by moving from student to student, prevent them from
talking and give possible assistance to non-confident students. This time
is not to be used for checking student’s copy-books or doing any other
work except as mentioned in the lesson plan.

(2) Children are very observant and impressionable. Each action of

the teachers is immediately noticed by them. The teachers must
therefore be at their best at all times in the vicinity of their students, be
it their dress, their manners, their language or their lessons. In fact
they must consciously conduct themselves as role models for the
students. Frequent use of words like ‘thank you’ ‘you are welcome’
‘excuse me’ ‘sorry’ etc would soon get imbibed in the children’s mind and
make them polite and considerate.

(3) All class teachers must visit their classrooms first time in the
morning before assembly and check cleanliness.

d. Teachers’ Direct Interaction With Parents

Direct interaction between parents and teachers is not permitted except on

Parents Teachers meeting day, result day and other important school
functions. Special Meetings of teachers with parents are to be arranged in the
office of the Principals.

e. Language of Communication

In today’s world the importance of the English Language cannot be over-

emphasized. Keeping this in mind teachers are ensuring that all the students
and the teachers converse only in English. This applies particularly to lessons
in the classrooms except when the nature of the subject being taught demands
otherwise. Any lapse on the part of teachers in this regard would be taken as
a professional weakness. Principals should also ensure that teachers and
students communicate in English and make continuous efforts to improve
their English. Failure to abide by these rules and regulations may result in
disciplinary action against the teacher.

2.8 Parents’ Opinion About Teachers

Parents judge the teacher’s performance through the children’s note books.
Teachers must be very thorough in checking the notebooks. Any mistake of the
student left uncorrected or any mistake (spellings, grammar, veracity of content

39
 etc) paints a very poor image of the teacher and brings a bad name to the
college.

2.9 Work load of Teachers

Teachers are expected to take classes for approximately 18 hours (26-28

periods) per week. Workload is counted in hours and teachers have different
number of periods per day, therefore the Principal of particular college should
convert 18 teaching hrs into number of periods according to their timetable
and bring this to the teacher’s knowledge. In case the workload available is
less than this, teacher may be required to perform other duties related to the
college.

2.10 Rewards by Teachers

Rewards are to be utilized by the teachers as a powerful tool. Two kinds of

rewards are distinguished in psychology: extrinsic (marks, grades, stars,
prizes, public commendation) and intrinsic (warm feeling from a job well done,
satisfying one’s curiosity, achieving the goal or standard one has set for
himself). The connection between the two is often overlooked, for the skillful
manipulation of extrinsic reward over a period of time can lead to the more
desirable intrinsic kind. It is important to remember that praise must always
be merited. Cheap praise both offends and disappoints and breaks down the
distinction between good and bad.

2.11 Coordinator

The Principals are responsible for the smooth and efficient running of the
Colleges. However good management demands that Coordinators be afforded a
certain amount of independence and authority within their sections. The
Principals have the overriding authority over the Coordinators.
Recommendations by Coordinators will, on merit, be given due weightage for
selection / retention of teachers and other staff for their sections.

2.12 Students Inter College Transfer

Students desiring transfer from BAHRIA Foundation College in one city to a

BAHRIA Foundation College in another city would be provided this facility free
of cost. However, they will have to pay the difference of security deposit if it is
different from what they paid at the time of their initial admission. The
Principal of the college will issue inter college transfer certificate. In case of
transfer within the same region one copy of certificate will be forwarded to the
EDET and another one to the BAHRIA Foundation College where the student is
being transferred. In case of inter-regional transfer one copy of certificate will
be forwarded to EDET of regional office, one copy to EDET of other regional
office and college where the student is being transferred.

2.13 Maintenance of Staff Record

a. Personal Files of Teachers & Staff

Principals are to maintain personal files of teachers and staff of their campus.
The teachers on joining are to sign acceptance on their letters of appointment.
Original letter with acceptance will be kept by the Principal in the teacher’s
personal file; a copy of which is to be sent to the Director Finance / General
Manager Finance BAHRIA Foundation with a copy to DG (BEATS) / EDET.
40
 Standard format of letter of appointment for regular, contract, casual and
visiting employees is placed at Annex “Q to T” respectively. No person related
to Principal, Coordinator, Administration Officer or Accountant can be
employed in any capacity as employee, vendor, contractor directly or indirectly
at the respective campuses without the approval of the Regional Office.

b. Complete Record of All College Staff

A record register is to be maintained for all employees by the Principals of the

respective campuses. These registers are to have columns for Serial Number,
Name, Designation, Addresses – Permanent and Temporary, Telephone Nos.
Name of Next of Kin, Appointment letter No., Date of joining, Date of leaving,
and Address for further correspondence.

c. Disposition of College Records

All college record shall be kept in a fire proof location in the office. A Computer
disc of all record is to be kept in the Principal’s office. A duplicate copy
computer disc of whole record will be sent to Regional Office annually.

2.14 Advertisement in Newspaper

a. In accordance with BAHRIA Foundation’s policy, publicity of any kind

through any media is to be undertaken with prior approval of the DG (BEATS)
/ EDET. Principals desiring to place an advertisement, display a placard,
banner or publicity on TV, are to forward the proposal well in time to EDET for
further necessary action.

b. (1) The competent authority has accorded approval for placement of

Advertisements for hiring of teachers in the classified section of
Newspapers by the Principals of BFCs without referring to the Head
Office.

(2) It is to be ensured personally by the Principal that there are no

grammar or spelling mistakes in the advertisement. The cost of the
advertisement will be paid by the BFC from Petty Cash.

2.15 Letter of Proceedings

A formal Letter of Proceedings (LOP) reporting all important events of the

previous month is to be submitted to the EDET by each Principal at the end of
every calendar month. LOP must reach EDET office by 5th of following month.
Format of LOP is placed at Annex ‘K’ to these Instructions.

2.16 Cleanliness

Cleanliness must be at its best at all times in the classroom and all over the
Campus. Teachers must be well dressed and they are to wear gowns as
prescribed in College Rules. Class Teachers are responsible ensuring their
pupils turned out properly, they are to check their uniform, haircut and
shave/beard, in case of older boys/students on daily basis.

2.17 Annual College Magazine

Each campus should issue its own “College Magazine” annually. At least two
41
 copies of “College Magazine” are to be forwarded to Head Office / Regional
Office as well as to other colleges. No controversial political, religious or any
other sensitive issue is to be printed in the college magazine.
2.18 Annual Medical Checkup of Students
In order to monitor students health, medical checkup of students should be
carried out once in a year. In this regard, BFCs which have doctors are to
provide their services to BFCs without doctors according to a mutually agreed
schedule. However, if this is not possible then endeavors should be made to
obtain the services of volunteer doctors in the area. In case, volunteers are not
available, then a doctor may be hired after negotiating the rate per student.
The name of the doctor, proposed amount to be paid and schedule of medical
checkup should be forwarded to the Head Office for approval and issue of
cheque in the name of the doctor.

2.19 Annual Calendar of Events

Each campus is to make its Annual Calendar of Events and it is to be sent for
approval by EDET at least 15 days before the commencement of the academic
session.

2.20 News Letter

Each campus should issue its own News Letter for circulation amongst the
parents once during each academic term. Copy of the News Letter is to be sent
to Head Office / Regional Office as well as to other colleges regularly.

2.21 Leave Record

Leave of all staff is to be centrally maintained by the Admin Officer /

Accountant of each campus. Leave applications form is placed at Annex ‘L’.
After approval or refusal of leave, the application form is to be placed in the
personal file of the applicant.

2.22 Temporary / Out of Station Duty

No staff is to proceed out of station on duty without approval by EDET.

Format of Temporary Duty Approval Form is placed at Annex ‘M’.

2.23 Educational/ Recreational Trip

When it is intended to arrange any Educational/ Recreational Trip for students

of the BFC. Permission of Head Office/ Regional Office is to be taken on the
prescribed pro forma shown at Annex ‘AM’. Proposal must be forwarded at
least 15 days in advance of the intended trip/ visit. The teachers and staff are
to remain vigilant to ensure the safety of their students. The expenditure on
tickets and refreshment for the teachers and staff accompanying the students
is to be paid from ‘Sundries’ and it should not be charged from the
contribution made by the students.
2.24 Punishments for BFC Students

All Forms of Corporal Punishments are forbidden in BFCs:

(1) When there is a serious breach of the rules the need for
42
 punishment may arise, though the teacher should do his / her best to
anticipate and avoid incidents which are likely to culminate in
punishments. The allowed forms of punishment are:

(a) Setting a student apart from the rest of the class but within
the classroom (the isolation should not last long).

(b) Limitation of privilege (missing part of an interesting

party/function, a desired recreational activity, play time).

(c) Formal detention with some work to do that is not directly

connected to the lesson.

(d) Sending a child to the Coordinator / Senior teacher (as a

last resort as such an action weakens teacher’s authority).

(e) Writing a note to the parents and ensure its

acknowledgment. If no result follows, consult with the
Coordinator/Senior teacher and decide whether it is necessary to
call parents to the College.

(f) If the College property is damaged the student may be

required to repair or replace the item.

(2) Following kinds of reprimand/punishment are to be avoided:

(a) Collective punishment, such as keeping the whole class in

when only one or two individuals are culpable.

(b) Mental punishments such as severe personal criticism,

ridicule, sarcasm or rebuke.

(c) Making a child stand out-side the classroom.

(3) It is better if a warning precedes a punishment so as to give the

student the opportunity of stopping his/her misconduct. There are
certain requirements and criteria for use of the punishment, which are:

(a) It should follow closely the offence.

(b) It should be short and as mild as is consistent with

indicating displeasure.

(c) It should be executed when persistent misbehavior leaves no

alternative.

2.25 Circulars to Parents

All circulars pertaining to the students / parents may be sent to the parents by
the Principal at his own discretion.

2.26 Private Tuitions

BAHRIA Foundation College teachers are not permitted to give private tuitions
to BAHRIA Foundation College students. Non observance of this instruction
43
 would render the teacher liable to disciplinary action, resulting in termination
of service.

2.27 Dress

a. The dress is the first indication of one’s personality. A well-groomed,

well turned out person invites instant respect and admiration – two primary
requisites of a teacher. All members of the staff must therefore pay particular
attention to the dress they wear. Teachers are also to observe the dress and
personal hygiene of the students constantly and draw the attention of the
concerned parents to any untidiness of their children.

b. Following are the guidelines for the dress of the College Staff:

(1) Men

Shirt with a tie and trousers or safari suit(s) or Shalwar Kameez with
Waist coat and closed shoes.

(2) Ladies

A neat and decent dress in conformity with cultural and religious norms
of Pakistani society.

(3) Subordinate

Helping staff, ayahs and janitorial staff are required to wear uniforms
which will be issued by the college.

c. All teachers, except Montessori teachers, when involved in some specific

activities, are to wear college gowns of approved colour during working hours.

2.28 Uniform For BAHRIA Foundation Colleges Employees

a. With immediate effect the following uniforms are prescribed for various
categories of BAHRIA Foundation College employees.

(1) Drivers / Security Guard & Grey Trouser & Shirt

Office Messenger Black Leather Shoes.

(2) Maids / Sanitary Workers Grey Shalwar Kameez

& Dupatta Black Shoes

(3) Ground Man/ Sanitary Worker Grey Overall Black Leather

Shoes

b. Material for all uniforms is to be cotton polyester (65 / 35).

c. Annual allowance for all employees is one pair of shoes and two pairs of
clothes.

2.29 Long Leave for Students

Students needing long leave for parents posting abroad or for any other valid

44
 reasons may be granted such leave provided they continue paying half the
college fees for entire duration of leave so as to retain their seats in the college.

2.30 Establishment of “Honour Shop” in BF College

Colleges are to establish “Honour Shops” to inculcate self-discipline and

integrity among the

students. Items like pencils, erasers, sharpeners and eatables like sweets,
toffees etc are to be placed alongwith the price tag. Children after going over
the price list and having bought the items would place money in a box placed
next to the items on sale.

2.31 Discipline

Discipline amongst the staff and the students are of a paramount importance.
Principals will always remain accountable for all matters at their campuses.
They, as reps of BEATS are to ensure proper handling of affairs at their
colleges. Any irregularity of any kind detected is to be reported to the Head
office immediately and disciplinary action initiated accordingly. In case of non-
reporting of any incident / irregularity it will tantamount to have taken place
in connivance of the Principal.

2.32 Principal’s Standing Orders

Principals are to compile and update their Standing Orders for smooth conduct
of their colleges. These orders should in no way contravene any BF college
rules or law of the land.

2.33 Appointment of Hostel Warden & Deputy Hostel Warden

The Principal shall appoint Hostel Warden and Deputy Hostel Warden from
amongst the teaching staff, who must be persons of high administrative
caliber. The Hostel Warden / Deputy Hostel Warden will be entitled to draw an
allowance of Rs.3,000/- & Rs.2,000/-per month respectively in addition to free
meals and free accommodation in the Hostel.
2.34 Hostel Rules and Regulations
a. Hostel Rules are promulgated to carry out day to day routine smoothly.
These rules can be changed or amended as and when the need arises with
prior approval of competent Authority. No other person is authorized to make
any change or amendment in these rules. All mess members are advised to
read these rules within 15 days of joining the College. Hostel Warden and
Deputy Hostel Warden must read and make all students conversant with these
rules and also implement them strictly. The newcomer, either staff member or
student is to be made aware of the rules. If anyone has any suggestion, may
put up the same through his immediate superior to the Principal who will
consider or otherwise.
b. The Hostel is governed by the Hostel Warden and Deputy Hostel Warden
directly under the supervision of the Principal. They both are responsible to
the Principal for the following:

(1) Routine
45
The approved daily routine will be strictly observed. It should be ensured
that there must be no pilferage, theft or any misuse/damage to the College
property. Hostel Warden and Deputy Hostel Warden are responsible to
Principal for any mishap in the hostel. They are responsible for looking
after the hygiene and clean ship of the rooms and running daily routine
smoothly.
(2) Discipline
The Hostel Warden and Deputy Hostel Warden are responsible directly to
the Principal for maintaining proper discipline in the house. They must
take frequent rounds during silent hours and if any irregularity is noted,
this is to be reported to the Principal at the earliest. Strict measures
must be taken against breach of security and discipline. All students
are expected to maintain discipline all the time especially while the
students are marching from college to hostel or from hostel to college in
the morning and also during preps, meals, sports and prayers time.
(3) Recreation
Hostel Warden and Deputy Hostel Warden are responsible for providing
the facilities to the boys during recreation time. The students are to
make use of available recreation facilities. There should be no misuse of
T.V and the items provided for indoor games.

(4) Prayers for Hostel Students

The prayer timings for Muslim students are to be promulgated according

to the summer and winter seasons. Students are to be encouraged to
offer prayers and also recite Holy Quran in spare time. Those who do
not contribute to the Islamic School of thought are to be accommodated
/ allowed to discharge their religious obligations and arrangements for
this be made as far as possible / applicable.

(5) Morning PT & Evening Sports

In daily routine the timings for both the events are given. Strict
compliance may be ensured by P.T.I. This is very necessary to keep the
students fit and healthy.

(6) Messing Rules

Following Hostel and messing rules are promulgated for the up keep of
mess and hostel:

(a) Mess menu must be prepared quarterly by the Admin

Officer, Hostel Warden and Rep of messing committee. After
preparation, the menu will be forwarded to the Principal for
perusal and approval. The distribution will be as under:

i. The Mess Contractor

ii. Hostel notice board
iii. Hostel Warden
iv Office main file

46
 (b) The mess contractor is not to change the menu. If menu
should be changed due to some un-avoidable reason then mess
committee should be informed and the same be brought to the
knowledge of Principal.

(c) Every meal must be ready at least 15 minutes before the

mealtime. If there is delay due to any reason it should be in the
knowledge of mess committee and Principal.

(d) All mess members should be smartly dressed up for the

meals. They should either wear shalwar qamiz or trousers and
shirt. Use of bathroom chappals is strictly prohibited in dining
hall.

(e) The Contractor’s staff must be in proper dress. Their dresses

should be neat and clean all the time specially when they are
serving in dining hall. Their medical checkup be held once a
quarter.

(f) All mess members are to be advised to come in time in the

mess. If for any reason they come late, they must inform the
contractor’s staff in advance. Mess timings are given below:
Weekdays Sundays

Breakfast - 0715 - 0745 hrs 0800 – 0900 hrs

Lunch - 1430 - 1515 hrs 1330 – 1500 hrs
Dinner - 2030 - 2115 hrs 2030 – 2115 hrs

(g) The above mentioned times of meals are to be observed

strictly. The summer and winter season’s timing will be different
and will be promulgated in accordance with the season. During
the Holy month of Ramzan the Sehri, Iftar and dinner timings will
be strictly observed.

(7) Leave Out

(a) Leave-out is allowed to the boarders on alternate Sundays,

from 8:00 a.m to 6:00 p.m.

(b) Junior boarders may not be allowed to go on leave-out, all

alone, they should be sent out in groups, with prefects or masters.

(c) Leave-out slips should be issued to the boarders who

proceed on leave and their names should be entered in the leave-out
register, showing date, time of arrival and departure. In case of
coming back late without cogent reasons, their next leave-out may
be cancelled. In case of over stay, Principal and parents are to be
informed.

(8) Punishment

Following punishment can be given by the Hostel Warden:

(a) Extra Drill
(b) Extra Prep
(c) Detention
47
 (d) Fine up to Rs.100/-
(e) Cancellation of leave-out
(9) Visiting Hours for Parents

(a) Saturday: 4:00 P.M to 6:00 P.M

(b) Sunday: 8:00 A.M to 12:30 P.M
4:00 P.M to 6:00 P.M

2.35 UTILIZATION OF MECHANICAL TRANSPORT BY BAHRIA FOUNDATION

COLLEGES

a. General

Various BFCs have been provided with different type of mechanical transport.
In order to guide MT department personnel towards efficient performance of
their duties, this directive is promulgated for the guidance and compliance by
all concerned. Principals concerned are to ensure full compliance of this
directive in true spirit.

b. Sanctioning Authorities

BF College transport is to be used for bonafide official duties only. The

authorities competent to sanction the use of transport are given as under:

(1) For ‘In station’ Duties – Principal of the college (The term ‘In
station’ normally means places within the Municipal limits of the City /
Town at which the BF college is located or within 30 km radius of where
the BF college is located such that a single two way trip within station
should not exceed 65 km.)

(2) For ‘Out station’ Duties – (Written request giving nature of duty
should be sent to the Head Office so as to reach at least 72 hours in
advance. No outstation duty will normally be sanctioned which can be
performed by train / public transport, unless essential.)

c. Condition For Use of Transport

If approved, vehicle is to be provided to authorized users as per under

mentioned conditions:

(1) Nature of duty should be clearly stated e.g ‘Official visit to DCO
office’ or ‘Private visit to Bazar’. Vague and undefined nature of duty e.g
“Duty with Principal” is not permissible.

(2) No unauthorized private use of any vehicles is allowed unless

specifically approved by the Regional Office. However, Staff cars / Suzuki
vans provided to the BF colleges may be used by the Principals for pick
up and drop or private use upto a maximum distance per month as
shown below. However, official use shall always take precedence over
private use.

(a) Karachi - 1500 km per month

(b) Other cities - 800 km per month

48
 (c) In case of Private use, the same must be mentioned in Duty
Register of the vehicle. Distance in excess of above mileage will be
charged to the Principal @ Rs. 8/- per km.
(3) Vehicles may be provided for recreational trips of students or staff
if approved by the Principal within station and by the Regional Office for
out station.

(4) BF college transport acquired through Government grants may be

provided to Government Departments on payment for official duties on
receipt of written request within station after the approval of the BAHRIA
Foundation Regional Office.

(5) Before Education/ Training Trip are arranged by the BFC,

permission of Head Office/ Regional Office is to be taken on the
prescribed pro forma shown at Annex ‘AM’. Proposal must be forwarded
at least 15 days in advance of the intended trip/ visit.

d. M T Documents

Duty Register

(1) A register is to be maintained for every vehicle having following

columns:

(a) Date
(b) Nature of duty
(c) From and To
(d) Route
(e) Time Out and Time In
(f) Milometer Out and Milometer In
(g) Total distance covered
(h) In case of outstation duties, approval letter number

(2) Register is to be signed by the Admin Officer / Supervisor prior

deployment of vehicle on duty / trip and weekly by the Principal.

(3) M T Register is auditable document and is to be preserved for at

least two years after audit.

e. POL Register

(1) A register is to be maintained for every vehicle having following

columns:

(a) Date
(b) Quantity of Petrol / Diesel / Lubricant filled
(c) Milometer reading
(d) Total distance covered
(e) Average distance covered per liter

(2) Register is to be signed weekly by the Admin Officer / Supervisor

and monthly by the Principal.

49
 (3) POL Register is auditable document and must be preserved for at-
least two years after audit.

f. M T Safety / Security Discipline

Following measures must be strictly implemented while ensuring safety and

security of BF college vehicles to prevent their misuse.

(1) No person other than Drivers who are employees of BAHRIA

Foundation and Principals, if in possession of valid driving licenses, are
permitted to drive BFC vehicles.

(2) Deviation from or extension of the authorized route is not

permissible.

(3) It is to be ensured that the number of passengers is not beyond

the carrying capacity of the vehicle.

(4) Drivers of the BFC vehicles are not allowed to smoke or talk on
mobile phone while driving.

(5) Speed limits and traffic rules must be strictly adhered to by the
drivers.

(6) Drivers are responsible for the security and safe custody of
fittings, accessories and tool kits of vehicles.

(7) All vehicles are to be parked within the college premises when not
in use unless approved by the Head Office for parking at another
location.

(8) Vehicles are to be checked daily at closing time by the Admin

Supervisor for deficiencies and damages if any which should be
investigated immediately.

(9) Drivers should be given frequent lectures on the importance of

careful driving and maintenance of the vehicles.

(10) Speedometer, tail lights, rear view mirrors and indicators of all
vehicles must be operational.

(11) CO2 / Dry Powder fire extinguishers should be kept in all vehicles
and drivers should be conversant in their use.

(12) No unauthorized person is to be allowed to drive any vehicle

belonging to the BF college or sit in it as a passenger. If any case of
misuse of BFC vehicles is reported, the Driver, the Admin Supervisor
and the Principal will be held responsible for such lapse.

g. Monthly Return

Monthly return in respect of all vehicles on charge of the college is to be

forwarded along with Letter of Proceedings as per format given below:

Monthly Transport Return

50
 S No Type of Vehicle Total Petrol / Diesel / CNG Total Distance
Filled During the Month Covered
During the Month
2.36 Periodical Reports/ Returns

The following periodical reports/ returns are to be forwarded to DG (BEATS) /

EDET with copy to DF (where applicable) on the dates mentioned against each:

Occasions Date To Copy To

(1) Monthly
(a) Letter of Proceedings. A report on all 5th of each EDET
activities of the college’s important events, sits of month
distinguished persons, movements of staff and
students, outdoor trips, building and equipment
maintenance and new purchase and anything else
worth reporting along with students borne strength,
new admissions, withdrawal class wise
(b) Petty Cash Return 5th of each DF EDET
month
(2) Half Yearly
Nominal Rolls of Teaching Staff & others 7Jan to EDET DF
(a) Progress Report as per Annex ‘W’ 7 Jul
(b) Fee concession reports
(3) Yearly
(a) Calendar of events 25 Feb DG BEATS
(b) ACRs on all employees 5 Jan /EDET
(c) College time table 15 Apr
(d) Inventory list 7 Jan
(4) Occasionally Soon after
Joining Report of Employment joining but EDET/ DF
not later
than15
days

2.37 College Record

Following records are to be maintained by the college. These records are to be

signed by the Principal monthly / weekly:

Scheme of studies of all classes

Daily students attendance
Parents suggestions / observations register
Inventory cards of items in every room of the college
Admin / Helping staff attendance register
Teachers’ daily attendance register
Teachers’ casual leave record
Admin / Helping Staff casual leave record
Inward / Outward mail record
Petty cash record
Personal files of college employees
Cash book
Fee record register
Duty teachers’ register
Lesson plans of individual teachers for the current term .
Telephone call register
Defect Book
Record of late comers (students)

51
 Master Stock Register & Permanent loan Record of various departments
made separately.
Stationery Receipt / Issue Record.

Sale of Prospectus Record.

G.R Register.
Security Deposit Register.
Policy File.
Principal’s Standing Orders.
Lesson observations register (separately by Principal and coordinators)
Record of Addresses of College Employees.
Health Insurance Scheme record for each employee.
EOBI cards and payment record of each employee.
Quasi permanent stores record.
BFC’s local telephone directory.
Employees joining & leaving record.
Daily record of students Admissions / Leaving.
Updated class wise students nominal roll.
Library stock register.
Library book issuing register.
Library muster record register.
Lab stock register.
Lab wear / tear record.
Lab muster record register.

2.38 Disposal of Unserviceable / Surplus Items By BFCs

a. For declaring the items unserviceable/beyond economical repair and to

recommend disposal of these items as well as those considered spare by the
college, a Disposal Committee is to be formed by the Principal comprising of
following three members and disposal certificate will be prepared as per Annex
‘AK’.

(1) Senior Teacher / Teacher of Relevant Department.

(2) Admin Officer / Admin Supervisor (as applicable).
(3) College Accountant.

b. Disposal Committee is to recommend disposal of items to the Principal

who is to forward the case to Regional Office for approval along with his / her
recommendations as well as approximate Auction/Re-sale / Scrap value of the
items.

c. Regional Office will process the case for approval of the competent
Financial Authority as per Administrative Corporate Affairs Manual.

d. After obtaining the approval, Regional Office may exercise following

options with regard to disposal of items:

(1) Approve disposal of items through Auction/Re-sale/as Scrap.

(2) Transfer items to other BFC / BFCs or BEATS office for utilization
or storage.

e. The disposal of fixed assets may be done as per Financial and

52
 Accounting Manual.

2.39 Muster Committee

a. The Disposal Committee will also act as the college muster committee
that should carry out muster of all Lab / Library and other items held on
charge of respective BFC at least after every six months i.e by every 30 June
and 31 Dec.

b. Role / Responsibilities

(1) To carry out muster of their respective assigned department i.e.

Library, Science Lab, or Computer lab etc.

(2) After muster a certificate to this effect duly signed by the

committee members, respective Coordinator and counter signed by the
Principal would be kept in record.

(3) A copy of such muster certificate is to be added to the muster file

of respective department which the respective Library / Lab in charge
would present to the BF Head Office Inspection Team for checking.

(4) This committee (also acting as the disposal committee) can also
recommend certain unserviceable items to be written off / disposed of (if
applicable).

2.40 Constitution of Committee for Local Purchase of Stores

a. Each college is to form a Purchase Committee consisting of at least two

members for purchase of required items valued at more than Rs. 8,000/-.

b. The committee is to ensure compliance of the following guidelines:

(1) Prepare detailed specifications of the items required.

(2) Advertise in newspaper the requirement or intimate to supplier by

phone or other means available ensuring free and fair competition.

(3) Ensure that prices of the items quoted by the suppliers are in
conformity with the prices prevailing in the local market and they are as
per specifications.

(4) Prepare a comparative statement on the basis of quotations

received.

(5) Obtain at least three quotations. Negotiate with the firm/

suppliers whose specifications are nearest to the requirement for
reduction in the rates.

(6) Discuss with supplier at negotiation stage and include in the

contract / purchase order in favour to the college “after sales service”
and “repair & maintenance” and “guarantee” clauses.

53
 c. Forward the SDR to Head Office / Regional Office for approval. After
receiving approval from Head Office the contract/ purchase order is to be
concluded with the firm, which has quoted the lowest rates and meets the
specifications. On receipt items / store should be inspected for correctness of
specification quality and quantity.

d. Demand of Stores

(1) All BF colleges will demand various stores / items comprising

machinery, computers / accessories, stationery, furniture etc on Stores
Demand Requisition (SDR) Form given as per Annex ‘AL’. Following
may be ensured.

(a) All instructions in the Stores Demand Requisition are to be

strictly complied with.

(b) Before raising the demand, the BF College should obtain at

least three quotations from the market. The minimum quoted
amount is to be mentioned in the Requisition. However, the
quotations are not to be attached while forwarding the Stores
Demand Requisition for approval.

(2) Following procedure will be followed for processing the Demand:

(a) On receipt, the Demand Requisition will be scrutinized by

BEATS at the respective Regional Office. If the Demand is justified
and the Demand Requisition is correctly filled, it will be put up for
approval of EDET / Regional Heads as applicable.

(b) After approval the form will be sent to FTA for intimation to
BEATS Office, within 4 days for Urgent demands and within 20
days for Routine demands, whether FTA is interested to supply the
items at the minimum quoted price in the Requisition plus 7.5 %
commission before the specified last date for delivery of stores.

(c) If FTA accepts the requisition, it will send the accepted

requisition to BEATS Office duly signed by Manager FTA retaining
photocopy. FTA will then commence the procurement process.

(d) However, if FTA cannot supply the items in accordance with

the requirements, it will return the form immediately to BEATS
Office regretting the same under the signature of Manager FTA. In
such a case, the BEATS Office will send the approved demand to
the BFC, authorizing it to procure item itself while following the
proper financial procedure as prescribed in BFC Rules and
subsequently send the bill along with complete documents,
including at least three quotations and Comparative Statement
with signatures of the Purchase Committee and Principal for
processing release of cheque for payment.

2.41 Maintenance of Office Equipment

54
 a. Following procedures will be adopted for repair / maintenance of office
equipment:

(1) Multimedia, computer, Photostat machine, typewriter, duplicators

and other office equipment are to be accounted for exactly in the same way
as permanent stores. In addition the prescribed office machine registers
are also to be maintained as below.

(2) Each machine is to be entrusted to the charge of an office

assistance/ operator engaged on full time photo copying/ typing/
duplicating work etc. Where a machine is in general use an individual is
to be made responsible for its care, maintenance and custody.

(3) Accessories received with each machine e.g. brush, dustproof

cover, etc are to be taken care of and accounted for. The individual
responsible for the machine will ensure its safety and care along with its
accessories and will be responsible for its daily cleaning, periodical oiling
etc. Each machine is to be covered when not in use.

(4) Serving and maintenance is to be carried out regularly. In this

connection it must be remembered that the manufacturers and or
supplier usually guarantee free service for the first twelve months from
the date of receipt or usage of the machine by the recipient.

(5) A register in respect of all office machines held on charge is to be

kept in each office as per attached pro forma using a separate page for
each machine.

(6) A senior staff member is to be nominated for the administration of

all office machines who will inspect these personally at least once every
quarter. Ensuring that these are being maintained properly as per
existing instructions issued on the subject with particular reference to the
points referred to in preceding paragraphs. He will record his
observations on the Office Machine Register and take necessary corrective
steps. This register is to be produced during the annual inspections.

(a) Description of Machine ___________________________

(b) Name of Department _____________________________
(c) Office _________________________________________
(d) Name/ Make & No. of Machine _____________________
(e) Type, Manual/ Electrical___________________________
(f) Size *Portable/ Standard / any other ________________
(g) Model No. ___________ Purchase Price ____________
(h) Date of Procurement _________Date of Issue ________ to office
(i) Condemnation/Declaration as Beyond Economical Repair:
(j) No. and date of BF letter) __________ (when applicable)

ISSUE, MAINTENANCE AND INSPECTION RECORD

Name and Date of Detail of Cost of Remarks of

Designation of repairs major parts repairs & Inspecting
individual to whom Servicing repaired/ name of firm Officer with
issued on charge with Adjustment replaced with carrying out his signature
signature & date etc. date & cost the repairs and date

55
 1 2 3 4 5

2.42 Feasibility Study for Opening a New BFC

When a new BFC will be opened its feasibility study will be carried out.
Following points will be considered:

(1) Introduction.

(2) Geographical location.

(3) General view about locality and surrounding area.

(4) Population & living standard of the Peoples in surrounding areas.

(5) Existing educational facilities.

(6) Fee structure of existing schools.

(7) Scope of new educational institution.

(a) Availability of building with covered area consisting of No. of

(b) class rooms, No. of Labs , No. of offices, play grounds,
assembly area and general appearance of the building.

(c) Availability of students.

(d) Availability of Faculty / non faculty staff.

(e) Availability of public transport.

(f) Availability of water, gas, electricity & telephones.

(g) Options available i.e Option – I, Option – II, Option–III.

(8) Prediction about profit / loss.

(9) Recommendations.

56
 CHAPTER - 3

TERMS AND CONDITIONS OF SERVICE

3.1 Employment with BEATS Head/ Regional Offices and BFCs

a. Officers and staff employed in BEATS Head Office and Regional Offices
are BAHRIA Foundation employees and will be governed by BAHRIA
Foundation Rules and not by BFC Rules.

b. Candidates for employment with any BAHRIA Foundation College are

required to submit their applications on plain paper along with a copy each of
their CV, testimonials and CNIC to the relevant Principal BFC.

(1) Short listed candidates would be called for interview. All such
candidates would be required to fill in an application form as per Annex
‘N’ before the interview.

(2) After final selection pro forma as per Annex ‘P’ may be filled in
and forwarded to EDET, duly signed by College Local Selection
Committee, for approval and thereafter an appointment letter would be
issued by the Head / Regional office. The letter of appointment shall
state the terms and conditions and salary breakdown applicable to each
employee.

(3) All employees are required to sign an undertaking of the

acceptance of these BAHRIA Foundation College Rules. (Generally on
the office copy of the appointment letter)

3.2 Classification of BAHRIA Foundation Colleges Employees

The BAHRIA Foundation College employees are classified as follows:

(1) Teaching Staff

It includes Principal, Coordinator, Teachers, Campus Doctor, Music

Teacher, Pesh Imam, Montessori Helper, Librarian, Demonstrator, House
Master/ House Mistress, PTI.

(2) Non-Teaching Staff

It includes Administrative Office, Account Officer, Maintenance Officer,

Transport Officer, Sport Officer, Administrative Supervisor, Accountant,
PA, Typist / Office Assistant, Library Assistant, Lab Assistant, Lab
Worker, Nursing Assistant, Hostel Warden, Electrician, Plumber,
Machinery Operator, Office Messenger, Maid, Security Guard, Grounds
Man, Transport Mechanic, Transport Driver, Transport Maintainer,
Cook, Steward, Sanitary Worker.

3.3 Employment Categories

The employment categories would be as under:

(1) Regular Employees / Confirmation

All contract teachers will be assessed by the BEATS staff for

57
 confirmation when they visit the college for inspection. Principals are to
ensure that cases of those contract teachers whose performance has
remained good at least for two consecutive years are forwarded to
Regional BEATS for consideration. However, the time alone should not
be the criteria for regularization. Employees enrolled as regular will be
issued appointment letter as per Annex-‘Q’. They are to be confirmed
from the date of their joining the service as regular employee. If the
performance of newly regular employees is not up to the mark they are
to be counseled by the Principal, and if they fail to improve, then a
written warning is to be issued to give them sufficient time to show
improvement. Persons above 55 years age cannot be offered Regular
employment. They may however continue to be re-employed on contract.

(2) Contract Employees

As a prelude to regular employment and in special cases e.g. when an

employee may not be fulfilling the minimum qualifications for the post at
the time of appointment awaiting examination results etc or when
special terms and conditions of service need to be offered to an
employee, he/she may be hired for less than one year on contract. In
such a case normal College rules will not be applicable. All the terms
and conditions as per the contract only will apply. Format of
appointment letter is at Annex ‘R’.

(3) Casual Employees

For a limited period, (less than 3 months) on a need basis, whole time or
part time, for specific or general utilization, a person can be employed on
daily / monthly wages as per Annex-‘S’ with the approval of the EDET.

(4) Visiting Faculty

Illustrious scholars, teachers and other distinguished citizens may be

associated with college activities. They may choose to offer their services
on gratis basis or against an honorarium. If a subject specialist teacher
leaves the college without serving any notice, this emergent requirement
can be fulfilled by having a teacher who will visit the college to take some
allocated periods as per Annex ‘T’. He / she will be paid an amount per
period/ lecture which will be fixed by EDET on recommendation of
college.

3.4 Employment of Personnel

a. Employment of Principal

The selection / appointment and termination / resignation of the Principal of a

BAHRIA Foundation College will be approved by MD BAHRIA Foundation.

b. Employment of Teachers

Generally the strength of teachers of a college should depend on the teachers /

sections ratio of 1.5 (approximately). That means for two classes there should
be three teachers. Employment of teachers should be done in a way that a
58
specialist teacher in each subject is available to the college. Two Montessori
Helpers will be counted equivalent to one teacher for the purpose of teacher –
section ratio so as to provide sufficient Montessori helpers to the BFCs.
Colleges requiring teachers are to forward draft of the advertisement for
publication in the newspaper to the regional office. Following procedure is to
be followed after receipt of the applications.

(1) Applications are to be short-listed to call suitable, experienced and

academically sound candidates for interviews.

(2) All such candidates will fill an application form as per Annex ‘N’
at the venue of the written test / interview before they go in for written
test.

(3) Candidates found suitable be enlisted as per merit.

(4) The selection procedure is to be indicated in the call letters.

(5) List of the candidates finally selected is to be forwarded to the

concerned EDET on the prescribed proposal form indicating their
qualifications and proposed salaries etc for approval.

(6) Approved copy of the proposal will be returned to the college along
with appointment letter.

(7) Selection committees comprising the following are to be

constituted in colleges for appointment of teaching and admin staff:

(a) For Teaching Staff

i. Principal
ii. Coordinator
iii. Senior subject teacher

(b) For Admin / Helping Staff

i. Principal
ii. Admin Officer / Admin Supervisor

(8) The selection committee will endorse their signatures on the

proposal form.

(9) While enrolling new teachers, college will be conscious of the

availability of budget in the “Salary Head” of the college.

(10) Upon accepting the job candidates are to sign an undertaking of

the acceptance of service terms and conditions.

(11) Colleges are to maintain a data bank of the prospective candidates

of all subjects along with their CVs, photographs and updated addresses
and telephone numbers. When giving advertisement in newspapers for
new appointments, replacements is considered uneconomical,
candidates are to be called from the data bank.

59
 c. Employment of Admin / Helping Staff

(1) For enrollment of such staff for new colleges ad will be published
in the newspapers or placed at PN Recruitment Centers.

(2) Candidates will submit applications to the college as asked in the

advertisement or, in case lesser number of staff is required, candidates
from the data bank will be called.

(3) Candidates for Admin / Helping staff other than the retired PN
personnel are normally to be the residents of the same city where the
college is located.

(4) Admin Officers, Admin Supervisors and PTIs will preferably be

retired Pakistan Navy personnel.

(5) The proposal alongwith draft appointment letter of the finally

selected candidates will be forwarded to the respective Regional Office for
approval. Appointment letter will be issued under signature of EDET.
Detailed justification for creating any new billet will first be sought from
the concerned Regional Office before starting induction procedure
against that billet.

d. Appointment of Contract Employees

Individuals being enrolled on contract basis should be employed for a period of

less than one year. Normally an 11 months contract is made. Upon
completion of contract period, the employee should be discharged from service
and with a gap of at least one day, he / she may be hired again on a fresh
contract. In case of change from “Contract” to “Regular” employment or
change of cadre of regular employees, it will be w.e.f. the date of regularization
or change of cadre and not from the date of commencement of contract or date
of initial appointment. The salaries of contract employees cannot be enhanced
during their contract period, however, they may be recommended by the
College for pay increase, depending on their performance and requirement at
the time of renewal of their contract.

3.5 Promotion Policy – BFC Regular Employees

a. A BFC Regular employee shall become eligible for promotion to next

higher scale after rendering 5 years service in a particular scale and having
unblemished record for the last three years continuously, provided he/ she
has the requisite educational/ professional qualification for the grade/ pay
scale that he/ she is to be promoted to and a vacancy also exists in that grade.
Following procedure is to be adopted for promotion to next higher scale for
regular employees for BFCs.

(1) While rendering the ACR at the end of the year the Principal may
recommend the name of a regular employee for promotion in the
appropriate column of ACR provided he is eligible and a vacancy also
exists. However, if an individual is eligible but not recommended for
promotion, the Principal should also indicate this in the appropriate
column with reasons.

60
 (2) Principals are to forward seniority list, personal files and list of
recommended candidates and also candidates who are eligible but not
recommended to the Head Office/ Regional office along with ACR forms
by 5th January each year.

(3) At the Head Office/ Regional Office, a committee consisting of

three officers will be constituted for evaluation of promotion cases of
college staff. The President of the Committee should at least be Deputy
Director level and the members should at least be of Assistant Director
level.

(4) The Committee will thoroughly scrutinize each case in accordance

with the following guidelines/ criteria and submit their
recommendations for approval of EDET:

(a) Ensure that the individual is eligible for promotion in terms

of education/ professional qualifications and experience.

(b) Ensure that a vacancy exists in the next higher grade on

which the individual can be promoted.

(c) Ensure that the overall ACR grading of an employee should

have been assessed at least as ‘Good’ during last three years.

(d) Examine the record of any inquiries conducted against the

individual and/ or any warnings/ punishments given to him/ her.

(e) Examine the record of the individuals performance and any

training received by him/ her.

(f) Make a comparison of all factors, including seniority and

suitability amongst all persons who are eligible for the same
vacancy.

(g) Prepare final recommendation, for all promotion cases by 31

March each year for approval of EDET.

(5) All individuals approved for promotion shall be promoted w.e.f 1

July of each year.

(6) The promotion of Principals will be considered on case to case

basis. On the recommendations of the EDET the promotion of Principal
will be approved by DG (BEATS) after obtaining concurrence of MD.

(7) The basic pay of an employee who is promoted shall be fixed in

that stage of the next higher pay scale which is just next higher in terms
of financial benefit as compared to the situation if the employee would
have continued in his/ her existing pay scale.

3.6 Resignation

a. Any college employee may resign on giving a written notice to the

Principal who will forward it to the concerned EDET for obtaining necessary
approval. Resignation of the Principal will be approved by the MD BAHRIA
Foundation. The notice periods of various categories of employees are as under:
61
 Categories of Employee Notice Period
(1) Confirmed Regular Employee One month
(2) Regular Employee on Probation One week
(3) Contract Employee As per contract
(4) Casual Employee One week

b. Notwithstanding resignation, termination or dismissal from service, the

Regional Office / College Management shall have the right at all times to
proceed against employees for acts of misconduct or other acts of omission or
commission of a serious nature during such employees’ service with BAHRIA
Foundation College.

c. If an employee resigns giving notice such that a portion of notice period

falls within vacations, the employee will not be paid for the said portion, unless
he/she is actually performing duty during that period. If an employee resigns
during vacation, the Regional Office / College Management reserves the right
to release him / her with immediate effect. In that case the employee will not
be paid salary for the period of notice. Such employees will be released from
service with effect from the last day before the commencement of the vacation
and their accounts will be finalized accordingly.

d. If a member of the staff gives notice of resignation and then applies for
sick leave, the leave may be granted only after the college medical officer or a
medical practitioner nominated by the Principal certifies the sickness and
recommends leave. In any case, sick leave so granted shall not extend beyond
the notice period. When a member of the staff has served a notice of
resignation, no leave shall be granted to him/her other than sick leave.

e. The salaries for the period of summer vacations i.e. June and July in
respect of contract teachers (if vacations are falling within the period of their
contract ) and newly appointed regular teacher with less than 12 month
service shall be paid as follows:

(1) For the month of June 50% Salary on 1st July

50% Salary on 1st Aug

(2) For the month of July 50% Salary on 1st Sep

50% Salary on 1st Oct

f. Provisions of Para 3.6.e above shall apply mutates mutandis for winter
vacations i.e. December and January in respect of teachers serving in BFCs
located in cold regions. However, the salary for summer or winter vacation, as
applicable, would not be admissible if the teacher gives a notice for leaving or
actually leaves the service without notice during the annual vacations or
within the next two months. The instant rule shall be applicable to contract
and newly appointed teachers only. The notice for resignation and payment of
salaries of non-teaching staff shall continue to be governed by the existing BFC
Rules or as per the terms of their contract.

g. In order to ensure smooth transition of duties, Principals and

Accountants of the BFCs shall have to give two months notice for resignation
from Service irrespective of whether they are regular or contract employees.

62
3.7 Termination of Service

a. The services of a regular employee on probation can be terminated with

one week’s notice or one week’s gross salary in lieu thereof without assigning
any reason.

b. The services of a contract / casual employee can be terminated with

seven days notice or seven days gross salary in lieu of notice. This condition is
to be included in the appointment letter.

c. Services of a confirmed Regular employee can be terminated on giving

two month’s notice or two month’s gross salary in lieu thereof without
specifying any reason.

(1) No notice or salary in lieu of notice shall be given for termination

of service on disciplinary grounds. Such employee will not be entitled to
any benefits, including gratuity.

(2) An inquiry will be invariably conducted depending upon

circumstances to give fair chance to the individual. The decision of the
Regional Head / DG BEATS will be considered final for terminating
service of any college employee on disciplinary grounds.

(3) An employee whose service is terminated on disciplinary grounds

or misconduct will not be eligible to get job in any of the BAHRIA
Foundation Colleges. An office order will be circulated to all the BF
Colleges by the EDET / Secy BOD giving bio-data of such employee.
However, if such individual manages to get job in any of the BF Colleges,
his/her services will be terminated without any benefit immediately
upon his/her identification.

(4) If the services of a confirmed employee who has put in continuous

service of at least one year are terminated on the commencement of
vacation, he / she will be entitled to gross salary for one month’s notice
period only.

(5) Regional Office approval is to be obtained prior terminating

services of any employee.

3.8 Gratuity

Regular employees are eligible for gratuity upon retirement, termination of

service or voluntary resignation from service. Gratuity will be paid at the rate
of 1.10 times one month’s basic pay for each completed year of continuous
service, or service for more than six months. Basic pay for the purpose will be
the last basic pay drawn at the time of leaving service. Gratuity may not be
payable to those who are dismissed or discharged for misconduct. The
gratuity is liable to tax in accordance with the provisions of the Income Tax
Ordinance 2001.

3.9 Inter College Transfer of Regular and Contract Employees

a. BFC Regular employees desirous of transfer to other BF Colleges may

63
 apply to their Principal, who will forward their applications to the Principal of
the college where transfer is sought with a copy to the respective Head Office /
Regional Office. The Service of a BFC employees who is transferred will
continue to be counted from the date of first joining as Regular Employee and
he/she shall continue in the same pay scale and stage. However, allowances
admissible may change according to the new duties. If the Principal of the
BFC where the employee is being transferred agrees to accept the employee on
the above terms and conditions he shall inform the BFC concerned with a copy
to the Head Office / Regional Office.

b. Regular Employees may also seek transfer to another BFC as a Contract

employee through the same procedure as explained in para ‘a’ above; in which
case, he / she shall be released from Regular Service after settlement of all
dues in the normal manner and may be employed as a fresh candidate on new
terms and conditions with a higher or lower salary and allowances than
previously drawn.

c. Contract Employees may also be transferred to another BFC in the same

manner as explained in para ‘b’ above.

3.10 Annual Increment

Increment is not a right and shall be granted subject to satisfactory

performance and at the discretion of the Regional office. Only those employees
will be entitled to it who are in service of BAHRIA Foundation Colleges at the
time when increment becomes due i.e. 1st of January. Employees with more
than six months service on 1st January will be entitled to full increments as
per approved pay scale. No increment shall be admissible to employees with
less than 6 months continuous service on 1st January.

3.11 Annual Confidential Reports (ACRs)

Efficiency of all staff shall be continually assessed and recorded annually

through Annual Confidential Reports (ACRs). Principals of all BAHRIA
Foundation Colleges are to render ACRs of all regular members of the Staff on
prescribed forms as Annex ‘U’ (for Teaching staff) and Annex ‘V’ (for Non-
Teaching staff) by 05 January each year to the EDET. While completing ACRs,
the following are to be considered:

(1) No column is to be left blank.

(2) General remarks are to coincide with the overall grading.

(3) Recommendation for Individual Performance Honourarium (IPH)

should be commensurate with the overall assessment of the individual
employee.

(4) Adverse remarks are to be underlined in red ink and they are to be
read to the concerned employee and his/her signatures are also to be
obtained on the ACR to this effect. Adverse remarks are to be entered
only after counseling / warnings fail to produce positive improvements
in the employee’s performance.

64
3.12 Special Report

If after due process outlined in para 3.17.a the merits of a case warrants that
performance of an employee deserves special observation over an extended
period, the employee may be placed on Special Reports to be rendered on the
10th day of each calendar month by the authorized reporting officer. Normally
an employee may be kept on Special Reports for a period of three months. On
expiry of the said three months period, the Management will take a final
decision on the future status of the employee.

3.13 Conduct

a. Any act or conduct prejudicial to the smooth and efficient working or

good name of BAHRIA Foundation College shall constitute indiscipline.
Contravention of College Rules, agitation/political activities or infringement of
accepted norms of good behavior shall also render an employee liable to
disciplinary action.

b. Each staff member shall be responsible for ensuring maintenance of

good order and discipline in his / her area of responsibility and his/her
environs on the premises of the college at all times.

3.14 Confidentiality of Information

Information pertaining to the college e.g. terms & conditions of service, college
performance, individual pay and allowances, examination papers, ACRs etc are
to be treated as confidential and not divulged even to other colleagues. Any
breach of this rule will / may lead to disciplinary action.

3.15 Timings, Punctuality and Attendance

a. Regular attendance and punctuality are essential for satisfactory job

performance.

b. College/Office timings will be promulgated for each station by the

management.

c. All staff other than teachers i.e. Principals, Office Assistant and Admin
staff will observe Saturdays as working days. However their timings will be as
promulgated by the management.

d. All employees will sign the in-coming and out-going time in the
attendance register or punch cards according to the College / Office clock.

e. Late coming to work i.e. after the specified College / Office time will be
marked with a red circle on the Attendance Register against the individual’s
name. Three red circles against an employee’s name will forfeit his/her one day
Casual Leave or one day’s pay.

f. Following shall be considered as absence and the provisions of Rule

3.34 will be applied in all such cases:

(1) Three instances of late coming.

(2) Partial presence during working hours.
(3) Absence from College / Office meetings.
65
 (4) Absence from College workshops / Seminar / Training programme
and other formally scheduled events. However, in the rare event of
genuine emergencies being the cause of above occurrences the
Management may condone the absence.

3.16 Power to Impose Penalties

a. The Director General (BEATS) / EDET himself or through an authorized

officer may impose any of the following penalties on a member of the staff for
inefficiency, indiscipline, misconduct, and infringement of College Rules or
violation of the terms and conditions of service.

(1) Dismissal / Removal from service (without notice and benefits)

(2) Termination of service.
(3) Stoppage of increment.
(4) Censure.
(5) Warning.

b. An employee may be suspended from service pending inquiry.

3.17 Disciplinary Issues

a. Performance

Where a Section Head or the Principal is dissatisfied with the performance or

conduct of a staff member, after due counseling and direction, he/she shall:

(1) Record this fact by way of a written warning to the concerned

employee. Section Heads are to endorse a copy of the warning to their
Principals.

(2) In case the employee’s performance does not show any

improvement within the period specified in the warning the Principal will
forward a copy of the warning to the EDET with his/her
recommendations.

(3) Recommendations of the Principals would normally be

implemented. However, the employee may be given an opportunity to
defend himself / herself before the EDET if he / she so desires. Where
dismissal or termination is recommended approval of the Regional Head
is mandatory.

b. Misconduct, Indiscipline

In cases where a serious infringement of rules, an act of indiscipline or

misconduct takes place involving an employee or a student:

(1) The Principals shall, where necessary, make a preliminary inquiry,

and if a prima facie case is made out, the Principals shall have the matter
investigated by a committee of three teachers to be nominated by the
Principals.

(2) The committee shall inform the concerned individual of the charges
against him/her and shall afford him/her an opportunity to explain his /
her position in writing and to be heard in person. Where the committee
66
 calls witnesses, the person under investigation shall be afforded an
opportunity to cross-examine such witnesses. If the person does not
respond within 07 days of intimation of charges, it will be presumed that
the person has nothing to say in defense and the proceedings will be
continued ex part and a decision reached on the basis of evidence available
to the committee.

(3) The Principals on receipt of the committee’s recommendations

shall refer the case to respective Regional Offices along with his / her
comments and recommendations for disposal.

c. In the event of gross misconduct requiring immediate action, DG(BEATS)

/ Regional Head may ask EDET / DD SE to conduct an inquiry. If satisfied
that immediate action is necessary EDET may recommend to impose any of
the penalties listed in para 3.16 above DG (BEATS) / Regional Head. The
employee is to be afforded an opportunity to be heard to clear his/her name as
far as possible and subject to exigencies.

3.18 Redress of Grievances

Where an employee feels wronged, he / she may address an application /

petition through his / her immediate superior for forwarding to the next higher
authority for consideration. In no circumstances is the chain of authority to
be circumvented. Contravention will be liable to disciplinary action. The
decision of the Principal, Director General BAHRIA Education & Training
Services / EDET / Regional Head as applicable will be conveyed in due course.
Decision of the DG (BEATS) will be considered final in all cases.

3.19 Board of Inquiry

a. A Board of inquiry is an assembly of two or more officers / teachers,

directed to collect evidence, record their findings and to make
recommendations with regard to any matter, which may be referred to them.
The senior most person detailed to conduct the inquiry will be the President of
the Board of Inquiry and the remaining shall be members.

b. A Board of Inquiry may be assembled by Head Office / Regional Office or

Principal of respective BFC according to the importance and nature of the
investigation whenever, there is a situation which warrants holding of an
inquiry, the Principal must consult the Head Office immediately whether he
should convene a Board of Inquiry or the Head Office would convene it.

c. Where the Board is directed to express an opinion, which may bear upon
the conduct, character or professional reputation of an officer / Principal /
teacher/ employee, the President of the Board of Inquiry shall not be junior in
rank or seniority to that officer. In case of Principal of a BFC, the Head office
will nominate the Principal of another BFC or suitable officer from the Head
Office as President Board of Inquiry.

d. Members detailed to constitute the Board of Inquiry shall have no

personal interest in the subject matter of the inquiry and where the inquiry
may involve technical or professional knowledge or skill of any description, at-
least one member having appropriate qualifications shall be included in the
Board as a member.

67
e. The authority convening the Board of Inquiry shall furnish the Board
with term of references and the investigation required.

f. Notice shall be given by the President of Board of Inquiry to the persons

required to appear before the Board of Inquiry and record their evidence.

g. It shall be the duty of a Board of Inquiry to put such questions to a

witness as they may think desirable for the purpose of testing the truth or
accuracy of any evidence he/ she has given.

h. If after hearing the evidence, the Board are of the opinion that blame
attaches to any person the Board shall inform such person accordingly and
draw his attention to the particular evidence on which such opinion is based
and shall then ask him if he desires any further evidence to be taken or has
any further statement to make. Any such further statement or evidence shall
be taken down and any new point brought to light shall be investigated.

i. Any member who is unable to agree with any finding of fact or

recommendation arrived at by other members may write his note of dissent
which shall be attached to the proceedings and shall be forwarded by the
President to the authority who assembled the Board.

j. The Board may be re-assembled as often as the convening authority

directs, for the purpose of recording additional evidence or for reconsideration
of their Findings.

k. The report of a Board of Inquiry is privileged. This report or any

information / extract therefore, are not to be disclosed in any form verbal or
physical to any person except the persons who are required to deal with case.

l. The inquiry report must comprise of the under mentioned basic parts:

(1) Summary of the Case (Part-1) Based on the evidence recorded,

this part should be a complete account of What, Where, How, When,
Why, a certain thing happened or a situation/ mal practice was
discovered.

(2) Findings (Part-II) Based on the evidence, this part should include
clear statements giving the cause / reasons for the incident, situation /
malpractice etc, the person/ persons responsible for it and to what
extent blame is attributable to each one of them.

(3) Recommendations (Part-III) Based on the findings this part

should include specific recommendation for proposed punishment/
action to be taken against the persons blamed for the incident, situation
/ malpractice etc and measures to be taken to prevent such an incident,
situation/ malpractice occurring again in future.

(4) Proceedings (Part-IV) This should include a diary of when the

Board assembled and adjourned. All the signed statements of persons
whose evidence is recorded and items of evidence, if any, along with a
list of the same should be attached in this part.

m. A case study on conducting inquiry and report writing for BAHRIA

Foundation Colleges prepared by ALA has been provided to all BFCs, it is to be
68
 thoroughly studied & understood by all Principals, President and members of
the Board of Inquiry Committee so that Board of Inquiry is conducted properly
complying with all legal requirements and the inquiry report is prepared in a
professional manner as per the example given in case study.

3.20 Life and Health Insurance

On successful completion of probation period and confirmation, BFC Regular

Employees will become entitled to life and health insurance as per BAHRIA
Foundation College Rules.

3.21 Removal on Medical Grounds

It shall be lawful for the Management at any time if satisfied on medical

evidence that an employee is unfit by reasons of ill health to discharge his /
her duties as a teacher / staff to forthwith terminate his / her service on
paying him / her one month’s salary less any amount which may have been
paid to him / her last as leave allowance after the date of his / her last
appearance in the college for the regular discharge of his / her duties as
teacher / staff as settlement of account and thereupon his / her service shall
absolutely cease and terminate.

3.22 Superannuation

The retiring age shall be 60 years extendable at the discretion of President

Managing Committee.

3.23 Yearly Efficiency Award

Colleges showing outstanding performance in academics and extra-curricular

activities during the complete previous academic year may be issued a Letter of
Commendation by Competent Authority of BAHRIA Foundation in March every
year.

3.24 Leave Entitlement

Leave entitlement of various types of employees and the leave granting

authorities are given in Annex ‘X’.

3.25 Leave

The following type of leaves will be admissible:

(1) Sick or Casual Leave

A total of 15 days of sick or casual leave may be admissible to all

BAHRIA Foundation College Regular employees in a calendar year,
however, 10 days of this leave will be encashable.

(2) Summer Vacation (Winter Vacation for cold stations)

The following leaves will be entitled:

Teaching Staff 15 days less than the total vacation period.

(Regular Employees)
69
 Contract Teachers As an extra privilege, contract teachers may
normally be allowed to avail summer/ winter
vacations as per the entitlement of regular
teachers with the exception that in case they are
re-called or not allowed to proceed on leave by
the Principal for Summer Camp, they will be
entitled for compensation for the days they
actually perform duty for this purpose.
Administrative Staff 30 days less than the total vacation period but
(Regular Employees) Helping Staff will join 30 days before
commencement of classes or as per leave plan if
issued by the Principal

(3) Winter/ Spring Holidays

No leave will be entitled to the teaching staff for winter / spring holidays.
However, up to three days of leave on rotational basis may be given to
the teachers by the Principal. Special requests for leave above this will be
at the discretion of the regional heads.

(4) Vacation Leave

BF College employees can accumulate their vacation leaves for availing

the same for performing Hajj. However, the number of teachers of one
college willing to avail this facility at the same time will be approved by
the Regional Office on recommendation of the Principal.

(5) Hajj Leave

30 days Hajj Leave will be admissible to BFC staff once during whole
tenure having at least 5 years continuous service.

3.26 Fifteen Days Extension in Summer / Winter Vacations

Any extension in vacation will be dealt with on case to case basis and approval
by Regional Heads.

3.27 Maternity Leave

A confirmed female employee of BAHRIA Foundation College will be entitled to

maternity leave which shall not exceed a period of two months at a time and
may be availed only twice during the entire length of service of such employee.
However, a female employee shall be eligible for her second maternity leave
only after a period of two years has elapsed between the completion of the first
maternity leave and commencement of the second such leave.

3.28 Leave with Holidays/ Weekends

Any kind of leave will be permitted in continuation with Public Holidays/

Weekends in the following manner:

(1) Leave can be availed by suffixing Public Holidays / Weekends.

(2) Leave can be availed by prefixing Public Holidays / Weekends.

(3) Leave can be availed by suffixing and prefixing Public Holidays /

70
 Weekends i.e. grant of leave with Public Holidays/ Weekends coming
before and after the granted leave.

(4) Public Holidays / Weekends however, should not lie between or

within the granted leave period. Any leave so availed would render the
relevant holidays / weekend to be counted towards the total leave
availed by the individual and would be deducted from his / her leave
balance.

3.29 Leave Benefits for Part Time / Casual Employees

No Earned / Casual/ Annual leave or vacation is admissible to part

time/casual employees unless specially mentioned in their contract. They are
not entitled to any pay for scheduled vacations either.

3.30 Absence Without Leave

Absence without leave, except when necessitated by provable emergency to the

satisfaction of the Management, can render a person liable to disciplinary
action. Employees found habitual of absenting themselves without leave risk
termination of their services on disciplinary grounds.

3.31 Pay for Leave Period

a. Pay for the period of summer / winter vacation is admissible for

employees immediately on their confirmation. However, in case of
unconfirmed / contract employee pay for vacations will be given in accordance
with BFC Rule 3.6 (e).

b. Casual / Part time employees are not entitled to vacation / break salary,
casual leave or any kind of leave and deductions for absences will be made on
a pro-rata basis. However, they will be paid for the number of days they work
during vacation / break.

c. Contract / Casual / Part time employees are not entitled to any benefits
e.g. fee concession, gratuity, medical insurance or any other beneficiary
scheme financed by the college.

3.32 Deduction of Pay on Account of Absence

Pay for the days of absence without leave will be deducted if the absentee does
not have earned / casual leave to his/her credit, otherwise an equal number of
days earned / casual leave will be deducted. Deduction from the vacation
period allowed to teachers in lieu of earned leave will not be admissible and in
such cases deduction from salary will be made.
3.33 Grant of Leave

Leave application shall be routed to the Principal through the Sectional Head
allowing sufficient time for a decision and alternate assignment of duties.
Grant or refusal shall be communicated to the employee by the Section Head.
Commencement of leave shall be with the permission of the Section Head even
after grant / approval, and the employee shall report to his Section Heads
upon return from leave. Requests for extensions shall also be addressed to the
Principals through Section Heads. Barring exceptional circumstances, leave
shall not be availed except with the prior permission of the competent
authority.
71
 (1) Emergency Leave

When it is necessary for a teacher or an employee to be absent due to

illness or other cause, he/she should notify his / her Principal as soon
as possible in order that arrangement can be made for substitute. Upon
return the teacher / employee will be required to sign an official absence
report in Principal’s office stating reason for absence.

(2) Anticipatory Leave

Leave when inescapable, but not due, may be granted in anticipation at

the discretion of EDET provided if leave is not adjusted against
subsequent entitlement; salary deduction shall be made for the period of
such leave.

(3) Leave Ex-Pakistan

Leave ex-Pakistan may be granted by EDET at his discretion on such

terms as EDET may determine, provided the employee draws pay in local
currency and leave is otherwise due.

(4) Summer School Camp

It may sometimes become necessary to provide extra coaching to classes

during holidays / vacations. The Principals would normally ask for
volunteers to forego their earned leave during the relevant vacation and
undertake the extra assignments. In case suitable volunteers are not
forthcoming, the Principals may require any teacher to remain on duty
during the said period. Regular and contract teachers performing duties
in Summer Camp will also be entitled for compensation for the days they
actually perform duty for this purpose.

3.34 General

a. All the energies and resources of College employees need to be harnessed

towards attainment of the academic goals of the institution. Whereas, this
would require regular attendance of all employees during the on-going
academic programme, this requirement is accentuated by “time sensitive”
periods in the College calendar. Equally, human needs have to be met. In the
matter of leave, therefore, a fine balance between institutional and personnel
needs is to be maintained.

b. In addition to the leave entitlement vide para 3.25 the teaching staff of
BAHRIA Foundation Colleges shall normally be afforded the opportunity of
availing as much of the Colleges’ scheduled vacations as is possible subject to
curricular/extracurricular dictates of the institution. However it must be
understood that leave of all types is a privilege and not a right. Grant of leave
is therefore at the discretion of the competent authority. Even leave duly
granted may be curtailed/revoked at the discretion of the competent/granting
authority who shall also have the power to recall an employee before the expiry
of his / her leave.

c. Except as stated in para 3.25 above no employee shall proceed on any

type of leave until leave is requested in writing and duly approved / granted by

72
 the competent authority, and permission is granted to commence the leave.

d. In determining grant or refusal of leave the competent authority shall be

guided by the employee’s need and the academic and administrative
requirements of the educational institution, provided institutional needs shall
at all times receive a higher priority over individual’s needs. Within these
parameters, equally, leave shall not be unreasonably denied.

e. Employees proceeding on leave, after due approval, shall be required to

report back on due date upon completion of leave. Failure to do so shall be
treated as ‘misconduct’.

f. Requests for extension when on leave, if unavoidable, are to be made in

writing well in time to allow the competent authority to decide upon the
request and convey the decision to the applicant. It shall be the responsibility
of the employee for ensuring that the request for extension is actually received
by the competent authority.

g. It shall not be permissible to combine various types of leave e.g. casual

leave with earned leave, similarly no type of leave shall be combined with
vacations.

h. An employee on leave shall not accept any employment or office or

undertake any business or activity for profit.

i. It shall be within the purview of the Regional Heads to regularize

absences against the leave rules, on terms that he may specify to meet
unavoidable / unforeseen circumstances provided such regularizations shall
always be in the best interest of the college and in accordance with good
administrative practices.

j. Any matters regarding leave not provided herein shall be decided on

merit at the discretion of the Regional Heads.

k. An employee shall have his/ her leave account duly maintained by the
college for reference as and when required.

3.35 College Council

The college council comprises the principal and nominated senior teachers. It reviews
and scrutinizes all serious lapses of discipline and academics before a final action is
taken against any student. The decision of the College Council is irrevocable.

73
74
 CHAPTER 4

FEE STRUCTURE, FEE CONCESSION AND SCHOLARSHIPS

4.1 Categories of BFCs

a.. BAHRIA Foundation Colleges shall be placed in one of the following

categories at the time of establishment of new BAHRIA Foundation College.
Subsequently the category may be revised by DG (BEATS) / Regional Head
depending on the situation.

(1) Category ‘A’

(2) Category ‘B’

(3) Category ‘C’

4.2 Increase in Fee Structure

a. In order to absorb the financial impact of inflation in the country and to

meet the additional expenditures due to increase in material cost, rent of BFC
buildings, utility charges i.e gas, water electricity and increase in pay of
teaching and non-teaching staff, it becomes necessary to increase the monthly
fee of BAHRIA Foundation Colleges. The increase in fee structure is also
necessary to make those Colleges financially sustainable which are in loss and
to avoid other Colleges from going into loss in future.

b. DG (BEATS) / Regional Heads will propose upto 10% increase in gross

monthly fee at the commencement of each academic year for the approval of
BOD to cover the inflation, provided it is not contrary to Government’s
instructions to private schools. Approval of BOD will also be required if any
increase in monthly fee is proposed to be implemented from a date other than
the start of academic year. The format of the fee structure of above mentioned
categories showing various components including i.e. Tuition fee, College fund,
Magazine fund, Computer fee, Lab Fund, Library Fund, Annual charges,
Admission fee and Security deposit etc are placed at Annex-‘Y’.

4.3 Fee Concession

a. Children of BF College Employees

The children of the confirmed employees of BF college may be entitled to the

following fee concession:
Admission Fee Security Deposit Tuition Fee Other charges/Funds
Fees (except) Annual Charges

1st child 100% exempt 100% exempt 100% exempt 100% exempt

2nd child 50% exempt 100% exempt 50% exempt 100% exempt

75
Note: Such concession shall be continued if the employee dies while in active
service of BAHRIA Foundation Colleges.

b. Children of Naval Personnel

All the children of Naval personnel (Serving and Retired) including civilian
employees of the Navy will be entitled for the following concessions:

Admission Fee Security Deposit Tuition Fee

50% exempt 50% exempt 65% exemption

c. Children of BAHRIA Foundation Employees

(1) All children of BAHRIA Foundation employees will be entitled for

the following concessions:

Admission Fee Security Deposit Tuition Fee

50% exempt 50% exempt 50% exempt

(2) Such concession shall be continued if the employee dies while in

active service of BAHRIA Foundation.

d. Children of Army / Air Force Personnel

All children of Army / Air Force personal (serving and retired) will be entitled
for the following concession:

Admission Fee Security Deposit Tuition Fee

50% exempt 50% exempt 25% exempt

Note: In case of Defence personnel only one concession i.e. Defence or

Brothers / Sisters will be allowed.

e. Brothers / Sisters Concession

Brothers and sisters will normally be allowed following concessions in tuition

fee only. However, Regional Heads may use their discretion in this regard
specially when there is a large number of siblings.

Brothers/Sisters Tuition Fee

1st Nil exempt
2nd 10% exempt
3rd 20% exempt

g. Children of Shaheed/Martyrs of Defense Personnel/Deceased

76
 Guardian
(h)

The Regional Heads may consider granting the following concession after
thorough scrutiny to the children of Shaheed/ Martyrs of Defense
personnel/whose guardian dies during their study at BFC:

Admission Fee Security Deposit Tuition Fee

100% exempt 100% exempt 100% exempt

h. Fee Concession to Students on Merit

Students attaining positions and high grades in 9th, 10th, 11th and 12th classes
will be given fee concession as follows:

(1) The student who attains overall first position in Matric/

Intermediate exams of Federal Board or any other Board of Intermediate
& Secondary Education will be given 100 % fee concession for the next
academic year.

(2) Top three students who have ‘A One’ grades in Matric and get
more than 80 % marks in the college admission test will be allowed 80 %
concession in tuition fee in 11th class. This concession will continue in
12th class only if ‘A One’ grade is obtained by the student in 11th class
Board Exam Result.

(3) Students attaining aggregate of 80% or more in 9th Class Board

Exam and obtain more than 80% aggregate in a test specially arranged
for this purpose would be given 80% tuition fee concession till
completion of 10th class. This concession is to be allowed to maximum
of three students per college.

(4) Students attaining aggregate of 80% or more in 10th Class Board

Exam and obtain more than 80% aggregate in a test specially arranged
for this purpose would be given 80% tuition fee concession till
completion of 11th class only. This concession is to be allowed to
maximum of three students per college.

(5) Students attaining aggregate of 80% or more in 11th Class Board

Exam and obtain more than 80% aggregate in a test specially arranged
for this purpose would also be given 80% tuition fee concession till
completion of 12th class. This concession is to be allowed to maximum
of three students per college.

(6) Students getting concession in payment of tuition fees will have to

pay full fees if they fail to maintain their percentage marks/grades in
any of the exams before final examination. In case their aggregate
percentage falls below in one exam they are to be issued warning in
writing. If they are not able to get the required grade/aggregate
percentage (above 80%) in the next subsequent test/examination they
are to be removed from the merit list for fee concession.

(7) Students of ‘O’ Level will be given fee concession as follows:

77
 (a) Students attaining ‘A*’ grade in all subjects of ‘O’ level II
examination conducted by the British Council will be given 80%
concession in tuition fee till completion of ‘O’ Level III.
(b) Students attaining ‘A*’ grade in at least four subjects in ‘O’
level III examination will be allowed 80% concession in Class 11th.
They will be considered for concession in Class 12th subject to
getting at least 75% marks in all subjects of 11th Class Board
Examination.

i. Fee Concession and Scholarship On Merit Cum Poverty

(1) All BFCs will forward Fee Concession and Scholarship on Merit
cum Poverty requests to concerned Regional Office BAHRIA Foundation
on separate prescribed forms given at Annex ‘Z’ for Fee Concession &
Annex ‘AA’ for Scholarship on Merit Cum Poverty Form. The Fee
Concession Form may be handed over to the students or their parents/
guardians; however the Form for Scholarship on Merit cum Poverty
should NOT be handed over to the students, parents or guardians.
Instead it should be filled by the Class Teacher and Principal based on
the application/ information received from the parents/ guardian.

(2) Class Teachers and the Principals’ should satisfy themselves that
the form has been properly filled, the information provided is correct and
supporting documents, if required, have been attached before signing
and forwarding the form to the BEATS Regional Office for approval.

(3) The existing fee concessions shall remain valid for the current
academic year. However, for the next academic year Fee Concession
Forms of students are to be forwarded duly completed alongwith
supporting documents to the BEATS Regional Office by 01May for
approval and for new students soon after their joining. Once approved
the Fee Concessions, except the MERIT category, shall remain valid
unless the approval is cancelled for any reason.

(4) Fee Concession Forms of MERIT category only and Scholarship

forms of MERIT cum POVERTY category are to be forwarded to the
Regional Office soon after compilation of final exam results and before
close of the academic session each year. They shall only be valid for one
academic year at a time. However, they may be cancelled at any time by
the Regional Office if any misinformation is discovered or if the student
is involved in any misconduct.

j. Discretionary Power of Regional Head

In special cases the Regional Heads may also use their discretion regarding
concession in admission fee.

k. Collection of Advance Fee / Annual Charges

Following instructions with regard to collection of fee and annual charges are
promulgated herewith for strict compliance.

(1) Fee from students of class X & XII is to be charged till entire

78
 month in which external practical examinations are held or as per
instructions of the Govt / BISE.

(2) Monthly fee is not to be collected in advance. Separate fee

vouchers for the months of June and July are to be issued to students at
the start of summer vacation.

(3) Annual charges for the next academic year are to be collected from
the students alongwith the fee of April.

(4) All examination results including Board / College Internal

Examination (CIE) examination result of fee defaulters is to be withheld
till clearance of the college dues by them.

(5) Fee defaulters of previous academic year are not to be carried

forward to the next academic year.

l. Fees Deposit

All fees and other dues of the students are to be deposited by them directly
into the relevant BAHRIA Foundation College bank account which shall be
operated jointly by DG (BEATS) / Director Finance / Regional Heads /
Principals/GM(Fin) of BAHRIA Foundation. No fee in cash or donation is to be
collected from the students / parents by any college staff.

m. Fee Challans

College accountant is to prepare fee challans as per Annex ‘AB’ of all students
in quadruplicate by the 21st of each month and deliver them to the Principal /
Coordinator for distribution to the students. Last date for payment, and the
validity of challan would be the 10th and 15th of billing month respectively.
Fixed late fee of Rs. 50/- would be charged after the due date.

n. Fee Defaulters

All Principals are to make concerted as well as personal efforts to recover

outstanding receivables at the earliest. Following SOP is to be adopted /
complied by all BFCs:

S No. Default Action to be taken

Period

(i) First Written notice should be sent to the parents that the
month dues should be cleared immediately otherwise the
name of the student will be struck off from the college.
(ii) Second A letter should be sent by name to the parents asking
month them to clear the dues within the 15 days, (specific
date should be given) after which name of the student
would be struck off from the college GR register. If the
parents ask for re-admission, they shall have to pay
the admission fee again.

o. Late fee as revised from time to time will be charged if payment is made
after the due date till the expiry of fee challan, however, if fee is not paid till
expiry of the fee challan then the next amount payable including late fee will
be included as arrears in the next month fee challan.
79
p. State of Fee Defaulters

All BFCs indicate the state of fee defaulters in their monthly LOPs, as per
Annex ‘AC’ which is the total amount not recovered during the last month. In
order to make the state of fee defaulters more realistic, the total amount due
against these defaulters of one, two, three, four and above months should be
shown separately in the LOP as per following format.

Default Period Number of Students Amount (Rs.)

One month
Two months
Three months
Four months and above
Total

q. Issuance of Transfer Certificate (T.C) or Duplicate T.C

Following will be charged on issuance of transfer certificates whereas the

duplicate certificates should bear the same serial number as on actual with
stamp of ‘DUPLICATE’ on them.

(1) First TC - Free

(2) Duplicate TC - Rs.300/-
(3) Duplicate school leaving certificate - Rs.400/-

80
 CHAPTER - 5

BUDGET AND FINANCIAL PROCEDURES

5.1 Budget

a. Principals are to prepare their annual budgets for the next financial year
by 31st March each year and forward their budgetary proposals to Head Office
/ Regional Office BAHRIA Foundation by 15 April each year. These proposals
should have revenue and capital expenses to be incurred in the following year
and income expected from all sources.

b. All expenditure should be within the limit of budgeted amount. In case of

requirement of over and above budget limit, the case with full justification
shall be forwarded to Head Office for approval from the Competent Financial
Authority.

c. Financial procedures are given in Financial & Accounting Manual, a

copy of which has been provided to each Principal. Principal & the staff are to
read this Manual and are to confirm to the procedures laid down in this
Manual. Gist of these procedures is as follows, however in case of an
investigation, this gist cannot be cited as authority. Financial & Accounting
Manual will remain the sole authority for reference and compliance.

5.2 Financial & Accounting Manual

Principals and Accountants/Accounts Assistants are to make themselves

thoroughly conversant with the Financial & Accounting Manual of BAHRIA
Foundation and abide by the instructions contained therein.

5.3 Imprest Account

A separate bank account called Principal BAHRIA Foundation College Imprest

account will be maintained to meet the running expenses of the college. This
account will be operated jointly by the Principal / nominated Section Head.
Regional Office, Finance department in first week of every month, will deposit a
fixed amount approved by Regional Head on the basis of college monthly
requirement in college “Principal BFC” Imprest account”. College accountant
will prepare detailed expenditure statement. A fixed balance will be maintained
in this account, which will be replenished on rendition of monthly expenditure
details to the Director Finance. Limit of the Principal’s financial powers is Rs.
10,000/-, notwithstanding the provisions of Financial & Accounting Manual.

5.4 Purchase Committee of BF Colleges

a. A purchase committee (PC) for the purchases of capital items valued

more than Rs. 10,000/- is to be formed by the Principal comprising three
members as mentioned below:

(1) Admin Officer / Teacher.

(2) Accountant.
(3) One member from the department for which items is being
purchased.

b. PC may obtain at least three quotations and prepare comparative

81
 statement duly signed by all members of PC and countersigned by Principal.
Principal shall forward comparative statement to Regional Office for approval.

c. After purchasing the item, all original document e.g. comparative

statement, quotations, purchase bill shall be forwarded to Finance
Department, Regional Office through EDET for issuance of cheque in favour of
the suppliers. However, in case of amount required to be paid from Principal
BFC Imprest Account it should be clearly mentioned and approval be obtained
from DG(BEATS) / EDET.

5.5 Petty Cash

Every BAHRIA Foundation College will be given an amount in advance,
depending upon the requirements for petty expenditure of which a sum not
exceeding Rs. 8000/- may be kept with the accountant for meeting emergency
needs of the college. Colleges will forward a head wise summary of petty
expenditure per month as per Annex ‘AD’ to these instructions, to the
Regional Office.

5.6 Principal’s Joint Bank Account

Each college will open an account at the nearest authorized commercial bank
(at present Allied Bank Limited) Branch titled “Principal BAHRIA Foundation
College_______” for keeping the advance amount received from Regional Office
for petty expenses. An (Resolution by Circulation) RBC to this effect will be
issued for this purpose. Principal and any one of the following will be
authorized signatories of this account.

(1) Admin Officer.

(2) Accountant.

5.7 College Bank Account

The two main College Bank Accounts will be opened for each campus titled
“BAHRIA Foundation College Receipts and BAHRIA Foundation College -
Payments” at the nearest authorized commercial bank branch. It will be
operated as per Financial & Accounting Manual and a Resolution by
Circulation (RBC) be issued accordingly. Fees and other receipts will be
deposited in “BFC Receipt” account. Credit balance exceeding Rs.1,000/- will
be transferred from “College Bank Account” to (Head Office) Regional Office
Account No.1624-3 at Allied Bank Limited, BAHRIA Complex-I, Queens Road
Branch, M T Khan Road, Karachi on every week on Mondays. The signatories
of this Account will issue standing instructions for weekly transfer. All
payments irrespective of suppliers and salaries will be paid from “BFC
Payment” bank account. Funds may be arranged through transfer of amount
from Head Office. Similarly, salary amount transferred in this account for
credit in the respective bank account of employee or cash cheque will be
issued for disbursement of salary of low paid employees. Preparation of Bank
reconciliation statements of both the above accounts will be carried out by the
College Accountant, duly signed by the Principal with a copy of bank statement
and forwarded to the Regional Office as per specimen at Annex- ‘AD’ to these
instructions by 5th of each month. The account titled ‘BF payment A/C’ may
also be included. The transfer of amount from Bank to Head Office may be
made on fortnightly rather than weekly basis for ease of operation.

82
5.8 Books of Accounts

All College Accountants are to maintain Books of the Accounts on double entry
basis, either on a computer or manually. All payment/receipt vouchers have
to be supported with the relevant documents, for e.g. receipt bills duly signed
by the Principal with the approval of competent authority wherever applicable
etc. Similarly all payment vouchers must have approval of competent
authority. Every College Accountant through his Principal will be responsible
for ensuring.

a. Preparation of students fee slips, which are to be handed over to

students by 28th of each month for the following month.

b. Preparation of monthly payroll, pay slips and tax calculations to reach

Head Office by 25th of each month. Cutoff date for preparation of payroll is
20th of each month.

c. Preparation of Monthly Withholding Tax Returns of BAHRIA Foundation

Colleges by 12th of following month.

d. Preparation of Annual Withholding Tax Returns of BAHRIA Foundation

College to reach by 12th July of each year.

e. Preparation of Employees Tax Statement by 12th of each month,

maintenance of Tax deduction record and issuance of challan on as and when
basis within 2 days of casualty.

f. Preparation of Receipts and Payment Vouchers.

g. Preparation of Tuition Fee Statement as per Annex ‘AE’ and

Reconciliation of Fee Receivables (defaulters) statements as per Annex ‘AB’.

h. Preparation of daily and monthly Petty Cash Positioning. A summary is

to be submitted to Regional Office by 1st week of the following month.

i. Preparation of Vouchers and Posting for BAHRIA Foundation College

Account.

j. Preparation of P & L Cash Flow, “Balance Sheet” as per Annexes ‘F& ‘G’
to these instructions.

k. Preparation of Annual Budget in consultation with the Principal, which

is to be submitted by 15th April of each year.

l. Compliance with the applicable provisions of Financial and Accounting

Manual, Administrative & Corporate Affairs Manual and BAHRIA Foundation
College Rules.

m. Proper security, safety and maintenance of all assets and documents.

n. Preparation of Asset Cards of each asset as per Annex ‘H’

o. Insurance of BFC Assets.

p. Timely submission of periodical returns, required by the Head Office and

83
 Government Departments.

q. Preparation of audit schedules by 15th July each year for the fulfillment
of the requirement of external audit as per Annex ‘AF’

r. Execution of and undertaking any other task assigned by management

from time to time.

5.9 Payment of Tax

It will be ensured that every supplier and contractor has NTN (National Tax
Number). Tax has to be deducted at source on payment to the:

(1) Salaried personnel on average basis.

(2) Suppliers of Goods @ 3.5% / as per Govt. policy on total amount

(where amount exceeds Rs.25,000/- in a year).

(3) Contractors/Services @ 5% / as per Govt. policy on total amount

(where amount exceeds Rs.10,000/- in a year). Income Tax statement of
deductions at source will be deposited in National Bank of Pakistan
through Tax challan mentioning BAHRIA Foundation NTN 0803344-7
and copies of tax challan will be forwarded to the local Income Tax office
by 15th of each month. A copy of statement should be forwarded to the
Head Office as per Annex ‘AG’ to these instructions. All tax deductions
will be deposited within 7 days in National Bank of Pakistan through a
tax challan. One original copy is to be retained in office and one is to be
sent to the person whose tax was deducted.

5.10 Registration with EOBI

Principals are to ensure that their campuses are registered with the local EOBI
for regular monthly payments and amount due for EOBI is to be intimated to
Regional Office on last day of each month.

5.11 Safeguard of Assets

Principals are responsible for the safeguard of assets of their campus. Sample
of asset card is placed at Annex ‘H’ to these instructions.

5.12 Audit of College Accounts

Each college Principal & Accountant are responsible for auditing the college
accounts.

5.13 Financial Statements

Monthly, Quarterly, Yearly financial statement as per Financial & Accounting

Manual must reach (Head Office) Regional Office by 12th of each month.

5.14 Financial Powers

a. Principals are academic-cum-admin managers. They are to exercise

financial powers judiciously. Limit of the Principal’s financial powers is Rs.
10,000/-, notwithstanding the provisions of Financial & Accounting Manual.
84
 DG (BEATS)/ EDET approval for expenditure above Rs. 10,000/- and for any
capital expenditure shall be obtained in advance, which will be approved for
payment when such request is forwarded by the college.

b. No capital expense is to be incurred by Principals even if the item is in

their budget. Prior approval of DG (BEATS)/ EDET/ Regional Head is
necessary in this respect.

c. For all purchases/ expenses beyond Rs. 10,000/- three quotations from
different sources are to be obtained. Any expense beyond Rs. 50,000/- is to be
expended through a Purchase Committee. Approval of recommendations of
Purchase Committee by EDET is necessary prior purchasing.

d. Examples of Revenue / Capital Expenditure Example of Revenue items

are payment of bills of electricity, gas etc. Capital items are like purchase of
furniture, computers etc.

5.15 Delegated Financial Powers for Expenditures

Financial management and control of BAHRIA Foundation is laid down in the

Financial and Accounting Manual. Financial powers given to various
functionaries by the BOD are as under:

Appointment Revenue Capital

Managing Director Rs. 2,000,000/- Rs. 2,000,000/-
Deputy Managing Director Rs. 1000,000/- Rs. 500,000/-
Director General (BEATS) Rs. 1000,000/- Rs. 500,000/-
Directors Rs. 800,000/- Rs. 300,000/-
Executive Directors Rs. 800,000/- Rs. 300,000/-
General Managers Rs. 300,000/- Nil
Division Managers/Principals Rs. 100,000/- Nil

5.16 Payment Procedure

All payments are to be made by cheque deducting the Government Taxes as

per rules, for expenses other than petty cash items, after completion of all
formalities. Principals are to forward the necessary invoices along with the
details, approvals etc for payment from the Regional Office. After due scrutiny
payments will be made through crossed cheque signed by co-signatory of
Regional Office (Head Office) except cash salary cheque where second signatory
is the respective BFC Principal.

5.17 Payment of Insurance and Final Dues to Legal Heirs of BF/ BFC Employees

Presently insurance money and other service dues of the deceased BF/ BFC
employees are released to their legal heirs on production of succession
certificate. Appreciating the inconvenience and delay in this process,
competent authority has approved release of insurance and other dues in
respect of deceased Ex-Armed Forces personnel on production of heirship
certificate and affidavit by the nominee mentioned in service pension/ discharge
book. Succession certificate will however be required in case of death of civilian
employees.

85
5.18 Maintenance of Inventories

All items purchased are to be taken on charge and accounted for as per
Financial & Accounting Manual.

5.19 Payment of Salaries

Pay-rolls in respect of the staff at the respective campuses must reach Regional
Office by 25th of each month through courier service. All staff members are to
be directed to open their personal accounts in ABL branches, where campus
account is held to ease transfer of their pay every month. Transfer of the
amount from Central account to respective Accounts of the Campuses along
with advice for transfer to individual account as per pay-roll forwarded by the
Campuses will be effected by the last day of the month.

5.20 Financial Reports

a. Monthly progress report is to be included in the Letter of Proceedings.

Quarterly Financial Progress Reports are to be submitted separately by each
Principal to the Regional Office as per Financial & Accounting Manual.

b. Reconciliation of accounts between Colleges and Regional Office may be

made at an average interval of 4 months.

5.21 Principals Financial Responsibility

Principals are personally responsible that all expenses are in accordance with
the budget and their institutions never go into any loss due to any reason.
They must always keep a good eye on all types of payment specially the bills of
utilities i.e. electricity, telephone, gas, water etc.

5.22 Salary Structure of BFC’s Employees

a. Payment of Salaries

All employees other than sub-ordinate staff of the college must open their
personal accounts with the same bank where the college account is
maintained to ease transfer of their pay every month. All payments to the staff
will be made through the bank. The college accountant is to prepare monthly
entitlements of all staff by the 25th of each month and get them signed by the
Principals. The monthly pay-roll is to be forwarded to the Regional Office for
approval and arranging payment of salaries through employee bank account
and/or disbursement of cash. Transfer of the amount from Central account to
respective Accounts of the Campuses along with advice for transfer to
individual account as per pay-roll forwarded by the Campuses will be effected
by the last day of the month.

b. Salary structure is revised and approved time to time. The approved pay
scales 1 to 16 and stages showing different categories of employees and
requisite qualification/ education are shown in Annex ‘AH’.

5.23 Coordinators Allowance

Teachers performing the duty of Coordinator are entitled to draw Coordinators

86
 Allowance @ Rs. 2,000/- per month.

5.24 Extra Work Allowance

Teachers performing the duties of Time Table Incharge, Examination Incharge

or Library Incharge in addition to their own duties shall be entitled to draw
extra work allowance @ of Rs. 1300/- per month.

5.25 Medical Cover Allowance

Medical doctor who are employed in BFCs as teachers but are additionally
required to provide medical cover and to carry out medical checkup of students
of his/ her parent BFC or other BFCs shall be entitled for a medical cover
allowance @ Rs.10/- per student per checkup.

5.26 Academic Performance Honorarium (APH)

a. All permanent and Contract teachers which have an average of 90 % or

more students passing in all subjects in External Board Examinations held
during the previous academic year will be given Academic Performance
Honorarium (APH) on 01 October each year as per scale shown below. Only
those employees will be eligible who were in service continuously since 01
October of the previous year.

b. Criteria for Award of APH

Criteria Award
Average of 90% or more students passing in 50% of one Basic Pay
SSC Exam
Average of 90% or more students passing in Additional 5% of basic pay i.e
SSC and HSC or O level Exams total 55% of one Basic Pay
Average of 90% or more students passing in Additional 10% of basic pay
SSC and both HSC, and O Level Exam i.e total 60% of Basic Pay

Note: In case any BFC does not get 90% or above in SSC Exam, however, it is able to
get 90% and above in HSC or ‘O’ Level Exam or both, then they will only be
entitled for additional component of 5% or 10% respectively as shown above.

5.27 Individual Performance Honorarium (IPH)

A total of 10 % employees of BFC’s would be authorized for Individual

Performance Honorarium (IPH) given on 1 March each year equivalent to one
month’s basic pay calculated prorate on the number of completed months of
Service since 1 March last year. Principals of the BFCs may recommend 10 %
of their total strength, including permanent/ contract and teaching/ non
teaching staff, as on 31 Dec each year, for this honorarium in the ACRs of the
employees. Fractions may be rounded to the next whole number. The
Honorarium will be approved by the Head/Regional Offices after scrutiny.

87
5.28 TA/DA Rules

a. On Official Duty

(1) BAHRIA Foundation college employees while traveling on

Temporary Duty are encouraged to make their own arrangements of stay
with their relatives or friends. In such cases the individuals will be paid
01 Daily Allowance in addition to their normal entitlement of 01 Daily
Allowance.

(2) Employees may be permitted to stay at a Hotel/ Mess subject to

prior approval of EDET / Regional Heads. In such cases they will be
paid room rent as per actual bill subject to a maximum of 03 Daily
Allowances per night stay. This shall be in addition to 01 daily
allowance for the individual.

(3) The college employees proceeding on official duty will be entitled to

the following and can claim their TA/DA claim on pro forma given as per
Annex ‘AJ’.

(a) For meals and incidentals, an employee will be entitled to

one Daily Allowance. All expenses exceeding this will be borne by
the employee.

(b) Daily allowance will be admissible only for actual night(s) at

the outstation or where the employee has been away from place of
posting for more than twelve hours.

(c) Where a night stop is not involved but absence from the
place of posting exceeds eight hours, half daily allowances, and
where an official duty results in absence from the place of posting
for fours hours, quarter daily allowance, will be allowed subject to
approval of the competent authority.

(d) Where an employee is relieved to proceed the designated

place of outstation duty at the close of the office hours to report
there in the morning, and the travel time by road or rail is more
than six hours, he will be eligible for Daily Allowance, as
prescribed. If there are holidays in between the relieving day and
reporting day, and the employee is traveling by air/rail/road, he
will be paid for one day only. If the employee travels to report at
outstation and spends four hours or more in office he will be
entitled to half daily allowance.

b. Daily Allowances Rates

(1) Daily Allowance rates are as under:

Basic Pay Limit Special Rates Per Ordinary Rates Per

(Rs) Day (Rs) Day (Rs)
2000 to 3000 290 240
3001 to 4000 350 290
4001 to 5000 435 360
5001 to 6000 525 435
6001 to 7000 650 540
88
 7001 to 8000 810 540
8001 to 9000 865 720
9001 to 10000 1010 840
10001 and above 1155 960

(2) “Special Rates” will be applicable to Islamabad, Karachi,

Hyderabad, Lahore, Peshawar, Quetta, Multan and Faisalabad.

(3) “Ordinary Rates” will be applicable to all other locations.

c. Intercity Traveling Reimbursement

(1) Motor Car (Personal) Rs. 10/= per kilometer

(2) By engaging Taxi Rs. 12/= per kilometer
(3) Rent a Car As per market rates
(4) Bus/Van On actual basis

d. Travel By Rail

(1) Principal Air-conditioned Compartment

(2) Teacher / Admin Officer First Class Sleeper

(3) Other Staff Economy Class. Berth allowed if

night journey is involved.

e Travel By Road

(1) Principal / Teachers / Air-conditioned

Admin Officer Coach

(2) Other Staff Bus / Wagon

f. Transfer Grant

Category of Employees Entitlement

(1) Employees with family Freight charges for transportation of

personal effects at actual as approved
by the Foundation. One month basic
pay for packing. Family fare as per
entitlement of mode of travel.

(2) Employees without family Half month’s pay for transportation of

personal effects.

g. TA/DA Claim Form as per Annex ‘AJ’.

NOTE: Employees who are transferred at their own request will not be eligible
for transfer grant.

5.29 Overtime

a. Overtime is admissible only to non-teaching staff of Grade 1-10 for

89
 working in excess of normal daily working hours (i.e. eight hours excluding
meal breaks) on week days and also for work on Sundays and Gazetted
holidays at double the basic rate of pay. Procedure for calculating overtime
will be:

Up to 15 Minutes - No overtime
Over 15 minutes and up to 45 minutes - 1/2 hour
Over 45 minutes and under 75 minutes - One hour
Overtime hourly pay is to be worked out against a division of 208 hours
(26 days & 8 hours).

Formula for Overtime Calculation

Basic Pay X Overtime Hours

208

b. Teaching staff required to work during scheduled vacations will be paid

extra salary as stipulated in Para 3.33.(4).

5.30 Loan

All BFC Regular Employees are entitled to draw loan up to 50% of their
gratuity held with BAHRIA Foundation. However, Principals are to ensure that
only cases of extreme compassionate grounds are recommended to the
respective Regional Office for grant of loan. The terms and conditions for grant
of loan are as under:

a. No employee will be entitled for loan during the first year of

service.

b. The loan will be returned in 10 equal monthly instalments,

commencing from the month following the receipt of loan by an
employee.

c. New loan will be granted after one year from the date of last
instalment of previous loan.

d. An employee can avail maximum of two loans during the whole

tenure of his/her service with BF.

5.31. Financial Powers for Disposal of Capital Items

Financial powers to various functionaries for disposal of assets / writing of bad

debits is as under:

Competent Disposal Write off not due to Write off due to

Financial theft, fraud or neglect theft, fraud or
Authority neglect

Managing Disposal of a. Losses on account of Rs. 2,000,000/-

Director assets with bad debts (Receivables,
purchase cost Advances, tuition fee,
not exceeding Security Deposits etc.) up
Rs.500,000/- to Rs.500,000/-
per item.

90
 b. Losses of stores/ Rs.100,000/-
equipment Rs. 250,000/-
per item.

DMDs, DG Disposal of a. Losses on account of Rs.100,000/-

(BEATS) assets with bad debts (Receivables,
purchase cost Advances, tuition fee,
not Exceeding Security Deposits etc) up
Rs.200,000/- to Rs.200,000/-
per item.
b. Losses of stores/
equipment Rs.100,000/- Rs.50,000/-
per item

DF/EDET Disposal of Losses on account of bad Rs.20,000/-

assets with debts (Receivables,
purchase cost Advances, tuition fee,
not Exceeding Security Deposits etc) up
Rs.50,000/- to Rs. 50,000/-
per item.

5.32 Additional Allowance for Board Teachers

An additional allowances equal to Rs. 5,000/-, Rs. 4,000/- and Rs. 3,000/- is
to be given to 1st, 2nd and 3rd best teacher of each BFC by the Regional BEATS
annually on the basis of students performance in the Primary/Middle /SSC/
HSC Board results.

91