Fees and Funds

PART-I

4.1 Students Fees

The Fee shall be levied in government institutions for 12 months in a year.

4.2 Admission fees

An admission fee shall be charged on 1st admission of a pupil to all government institutions.

A student whose name is struck off the rolls as disciplinary measures, on account of absence, non payment of fee etc. or who himself withdraws his name, shall pay a fresh admission fee on his/her readmission.

The admission fee should be charged once in the 6th, 9th, and 11th class.

Note :

1. Admission fee at full rates is to be charged from scheduled cast/tribes and backward classes students and no concession on this account is admissible.

2. No admission fee is payable by the failed students who continued in the 6th, 9th and 11th class as a result of their failure in the annual school examination.

3. No fresh entrance fee should be charged from the students who re-join the same school after failure in the matriculation and school leaving certificate examination.
4. No admission fee is to be charged from students coming from school under the same management.

4.3 Chart Showing the detail of School Fees (Government Account) Chargeable from Students Studying in Government Schools of Himachal Pradesh. (As per Notification vide Govt. letter No. Shiksha-II (Chha) 6-1/2001 dated 12-04-2001)

Sr. No. Name of Fees 6th to 8th Rate 9th &10thRate +1 & +2Rate
1.2.3. Annual ChargesAdmission FeeRe-admission feeSchool Leaving Certificate fee 3.00 1.00 5.00 5.00 1.00 5.00 10.0010.00 5.00
1.2.3. Monthly ChargesTuition Fee (only for boys)Late Fee Fine per dayLate Admission Fee For 1st 7 daysNext 10 days ----0.50---------- -----0.50-------- 15.00 ------ 10.0025.00

4.4 Credit of fees

All government dues should be immediately realised and collection so made, be deposited urgently into government treasury, i.e. on the next working day.

As a rule, no money should be left in the safe after the institution closes for the day. If, in unavoidable circumstances, something is left over from the day's collection, the head of the office or institution should make satisfactory arrangements for its safe custody. In any case, if the safe has double locks, one of the keys should remain with the head of the office or institution.

4.5 Students Fund

4.5.1 Source of Income:-

The students studying in the government schools in the State shall pay subscription towards pupils' funds as shown below with effect from academic session 2001-2002. The rate of funds, in middle, high and senior secondary schools/classes, re-fixed and revised after amalgamating the Health Fund, Red Cross Fund with the Amalgamated Fund are as under:

4.5.2 Chart Showing the Detail of School Account Funds Chargeable from Students Studying in Govt. Schools of Himachal Pradesh. (As per Notification vide Govt. letter No. Shiksha-II (Chha) 6-1/2001 dated 12-04-2001)
Sr. No Name of Funds 6th to 8th Rate 9th &10thRate +1 & +2Rate
1.2.3.4.5.6.7.8. Annual ChargesMagazine FundIdentity Card FundScout & GuideSports FundFurniture Repair/ Replacement FundCultural Activity FundLibrary Security(Refundable)Exam. Fund Quarterly ------ ------ 3.005.00-------------------- ------------3.0010.00--------------------- 15.00 5.00 5.0015.00 5.00 5.0030.0025.00(Rs.6/- each for 1st 3 Qtrs. and Rs.7/- for 4th Qtr.)
1.2.3.4.5.6. Monthly ChargesAmalgamated (Union) Fund Building FundScience & other practical subject Fund(i) Physics(ii) Chemistry(iii) Biology(iv) Geography(v) Home-Science(vi) Any other Practical subjectNCC Fund(to be charged where NCC unit is functioning)Absence Fine FundLate Return of Lib. Books 3.005.001.00-------------------------------------------------0.50 per day------- 5.005.003.00------------------------------------------0.50 per day------- 10.0010.00 5.00 5.005.00 5.00 10.00 5.00 1.00 1.00 per period, 2.00 per practical, 5.00 per terminal testper Paper 1.00 per book per day

Note :

1. After 10 school days absence name will be struck off in case of both boys and girls.

2. Under no circumstances should unauthorised funds be realised from the students and any contravention to these instructions will invite disciplinary action.

3. Use of School hall

The charges received from government offices and other agencies for utilising the hall/rooms of the schools buildings in connection with the holding of examination/exhibition or cultural shows shall be credited into the Building Fund under the receipt head.

PART-II

4.6 Utilisation of Funds

All the funds shall be administered solely by the Heads of the schools in consultation with representatives of the staff and the students. The head of the institution shall have full powers in regard to their utilization for the welfare of the students. All the funds of the classes from 6th to 12th are to be maintained together.

4.6.1 Sports Fund:

It will be utilised for sports/tournaments related activities viz.;

(i) Purchase of sports material pertaining to various games.
(ii) Payment of affiliation fee as demanded by district tournament committee at the scales fixed by the committee.
(iii) Maintenance of playground upto Rs.7500/- per annum and rent of playground, if any.
(iv) Travelling allowance to teams for playing matches and other sports contests.
(v) Payment of protest fee, or subscription to the District or State Tournament Committee and entry fees for any other tournament.
(vi) Expenses in connection with referring of matches.
(vii) Purchase of Uniform for all the players for participation in matches.
(viii) Photographs of teams (winning teams only) at the discretion of the Head of the Institution.
(ix) Expenditure on medical assistance to members of the sports teams when out of station.
(x) Refreshment to the players @ Rs.5/- per player, during practice matches for the preparation of tournaments for six days and during tournament. The daily allowance received by the participants as per provision under article 4.6.1(xv) will be deposited in common mess by the participants for incurring expenditure on breakfast, lunch, dinner.
(xi) Expenses in connection with participation in adventurous sports.
(xii) 60% of the sports fund received in a year will be kept in a school for school's utilisation whereas 20% each will be deposited with district and state associations for sports/tournament related activity at district/state level.
(xiii) Expenses in connection with holding sports/ tourna-ment functions.
(xiv) Expenses incurred to escort students to play matches. One teacher for every 20 students should accompany the students on such occasions. For every slab thereafter the head can depute one additional member of staff.
(xv) The number of class IV employee should be restricted to one each per team. The students may be given Rs.50/-(including journey days) per day out-of-pocket expenses when they go out to represent the school in matches or as per rules approved from time to time whichever is higher. The teacher and class IV are entitled to TA/DA at govt. rates out of the Govt. funds.
(xvi) Purchase of boxes, almirahs, racks and locks for storing sports material.

4.6.2. Amalgamated Fund

It may be utilised for any one or all of the following purposes;

a) Cultural Activities

(i) The expenditure in connection with literary, social, cultural activities approved by the Head of the Institution.
(ii) Expenses in connection with trips to places of educational and cultural interest, for mountaineering, hiking etc.
(iii) Expenditure for sending students to compete in debates, declamation contests, music and dramatic contests and for taking part in any other educational activities.
(iv) Purchase of musical instruments for students. The expenditure incurred on the purchase of records/cassettes for playing recorded music in educational institution is a legitimate charge.
(v) TA and DA to the participants @ Rs.50/- to compete in debates/ declamation contests, music and dramatic contests and for taking part in other educational activities, when they are to represent the school.

(b) Expenditure in connection with the house examination including printing of question papers.

The expenditure on the printing of question papers, report cards and their dispatch and stationery articles for home examination can be incurred out of the Amalgamated fund.

(i) As a general policy, there is no need for calling of tenders for the printing of question papers.
(ii) Quotations may however, be called confidentially, and at personal level, from at least three presses.
(iii) When calling for quotations from different presses, a clear indication regarding the quality and size of papers, the type of print and the language/languages in which the question papers are to be printed , should be given so as to make possible a comparative appraisal of the quotations.
(iv) Auditors should not insist on calling of tenders in respect of printing of examination papers in schools as secrecy is required to be maintained.

(c) Expenditure on account of Library needs/ purchase of Dailies

(i) Purchase of library books, if funds permit.
(ii) Purchase of guidance material including testing material books, pamphlets, newsletters, magazines and other occupational information material for literature in high and sr. secondary schools and career counselling.
(iii) Purchase of news papers/ magazines for the knowledge of students the dailies and magazines approved by the Director of Education from time to time.
(iv) Purchase of the results Gazette published by the HP Board of School Education.
(v) Purchase of furniture for library use only.

(d) Othe r miscellaneous expenditure out of Amalgamated
Fund

(i) Hire and carriage of furniture, shamianas, loudspeakers etc. expenditure on photographs, decoration, lighting, refreshment for prize winners and guests invited to functions other than sports.
(ii) To escort students on educational trips etc. Not more than one teacher for every 20 students should accompany students on such occasions. For every slab thereafter heads can depute one additional member of the staff.
(iii) The number of teachers and class IV employees should be restricted to 1 each per team. The students may be given Rs.50/-(including journey days)per day out-of-pocket expenses when they go out to represent the school in contests, as per rules approved from time to time. The teacher and class IV employee are entitled to TA/DA at the Government rates out of the Government funds.
(iv) Purchase of Stock Register, Account Books etc. for maintaining Accounts pertaining to this fund.
(v) Purchase of Band equipment and payment of salary to part time band master not exceeding Rs.200/- per month.
(vi) Purchase of Jute matting and other items of furniture for use of the students.
(vii) Purchase of boxes, almirahs, racks and locks for storing school articles.
(viii) Purchase of Stationery required for correspondence in connection with the different activities covered under the fund.
(ix) Purchase of iron almirahs for the safe custody of examination papers.
(x) Purchase of crockery for serving refreshment to students and guests. It shall not be of very expensive nature.
(xi) Expenses in connection with students functions including refreshment to students and guests not exceeding Rs.5/- per student or guest.
(xii) Temporary construction of Canteen, Store house for storing old material of the school.
(xiii) Expenditure on account of beautifying the campus, laying out lawns, purchase of seed plants for School garden and also the implements required for the purpose.

(e) Expenditure on account of medical facilities:

(i) Free medical aid to all the students for minor ailments and injuries.
(ii) Tonics, milk etc to under nourished students on the recommendation of the Medical Officer (this should be for poor students only).
(iii) Medical inspection of school children.
(iv) Weighing and measurement apparatus.
(v) Sick Room utensils and other material.
(vi) Setting up of a dispensary with suitable furniture.
(vii) Payment of allowances to part time Doctors & Dispensers.
(viii) Payment of Ambulance charges in case of Emergency (For students only/ Local Journey).
(ix) Sanitary fittings.

The Head of institutions shall purchase medicines out of this Fund in consultation with the Medical Officer of the area.
Note:-

1. Institution should be equipped with type test vision charts in order to check the vision of the children.

2. The medicines available in the dispensary should be supplied free of cost. A register of medicines as supplied, showing date, name of patient and quantity supplied should be maintained.

3. The part-time private medical officer and compounders will be paid at the rate prescribed, excluding vacation period, provided that the medical officer and the dispenser will attend the institution during recess and that no fee will be realised from the students for medical examination which will be conducted each year without any additional remuneration. Heads of institution will themselves be competent to appoint and sanction the Remuneration at the rates of Rs.250/-per month for Doctors & Rs.150/- per month for compounders, provided that the fact of the appointment will have to be intimated to the District Education Officer and Chief Medical Officer of the district.

f) Red Cross Related Activity

(i) Payment of fees, cost of books, clothes etc. of poor students.
(ii) Purchase of Red Cross Buttons, First Aid boxes, First aid charts, books of first aid, home nursing and uniforms of the school cadets of ambulance and nursing divisions.
(iii) Expenses relating to ambulance classes.
(iv) Aid rendered to sick in the hospital especially children, purchase of drugs and medicines for prevention of disease, especially in schools, money spent on sanitation of schools, drinking water, food for the children, soap for washing clothes, mid day meal for poor children etc.
(iv) D.D.T. and other disinfectants may be purchased for destruction of flies and mosquitoes.
(vi) Drugs, fruits, pictures and albums may be provided for sick children in the hospitals.
(vii) Money may be spent on preparation of albums for exchange with children of other states.
(viii) Money may be spent on gifts for people, victims of disasters like earthquake, epidemics, floods or civil commotion.
(ix) Small subscriptions may be given for celebration of baby week and Red Cross propaganda.
(x) Weighing scales for measuring heights, measuring tapes and weight tables, etc.
(xi) Indian Musical Instruments for singing parties for juniors.
(xii) Sanitary latrines, bored hole latrines seats for latrines, urinals, auger for boring for latrines, purdah walls for latrines, etc.
(xiii) Toilet need of a simple nature in schools, tumblers and gharas in hot weather for children, towels, chilumchies, jugs and soap dishes for use in schools.
(xiv) Co-operative sales shops of books, stationery, eatables etc. for the benefit of juniors in the schools.
(xv) Repairs to water stand posts and hand pump in schools.
(xvi) Purchase of furniture, i.e. tables, chairs, durries and mats for holding meetings provided the funds permit.
(xvii) Expenses on library for junior cadet parades, holiday home camps for juniors, Training Camp Courses and Junior Red Cross conferences.
(xviii) Sugar, fuel, container, patilas, mugs, etc. for preparing milk out of the milk powder and distributing the same among the juniors.
(xix) The travelling expenses of juniors proceeding on goodwill visits to other states and abroad, provided such visits are arranged by the Red Cross.
(xx) Manure, seeds, kassies, khurpas and other ordinary equipment bought for maintaining garden in the schools.

Note.-1. No aid in cash will be given to any student.
2. The head of institution will ensure that out of total collection during the year, not more than;
(a) 10% is utilised for activities mentioned under article 4.6.2(e)
(c) 10% is utilised for activities mentioned under article 4.6.2(f)

4.6.3. Science Fund

This fund will be utilised on the subjects mentioned below:-

(a) Purchase of science material, equipment, chemicals and other materials for holding science practicals.

(b) Setting up of gas plants, water and gas connections.

(c) Furniture required for the holding of science practicals.

(d) Science exhibitions, science clubs, scientific hobbies, clubs excursions to places of scientific importance, charts of various scientific, subjects, bones and skeleton of body.

(e) Any other activity/item related to holding the practicals.

4.6.4 Fine Fund

This fund shall be utilised by the Heads of Institutions for giving prizes on the occasion of Annual Prize Distribution Function, National/International days viz., 26th January, 15th April, 15 August, 5th September, 2nd October and 14th November or any other day of national importance. Sweets may be distributed to the students on these occasions @ Rs.5/- per student. Any type of fine charged from the students like special fine, absence fine, late return of library books fine etc. will be credited to this fund.

(a) Late Return of Library Books

The collection so made will be credited towards absence fine fund and expenditure will be incurred on the item mentioned thereunder.
4.6.5 Building Fund

For utilisation see notification No.Shiksha-II -GA(7)-1/98 dated 12-5-98 (Annexed to this chapter).

4.6.6. Magazine Fund

No subscription as magazine fund is to be levied from students studying in 6th to 10th classes. The magazine shall be started on no loss no profit basis in the schools upto high standard. The expenditure in connection with the school magazine should be paid out of this Fund and the sale proceed also credited to the fund. However from the students studying in +1 and +2 classes magazine fund shall be realised as per rates shown in para 4.5.2.

4.6.7. Cultural Fund

This Fund is to supplement for the cultural activities enumerated under the amalgamated fund. The amount collected under this fund will be the part of the amalgamated fund and will be deposited into it. It will be utilised for the provisions stipulated in amalgamated fund.

4.6.8. NCC Fund

It will be spent on items declared legitimate from time to time by Director of Education. The Expenditure on following items will be legitimate charge on the Fund with NCC units:-

(a) Boxes for Storage of clothing
(b) Disinfectants
(c) Hiring of NCC clubs and information room
(d) Books and periodicals in connection with NCC
(e) Annual function and parents day
(f) Excursions
(g) Participation in the Republic Day celebration and other ceremonial parades.
(h) Special training for selected cadets appearing before Service Selection Board
(i) Prizes
(j) All expenses including T.A./D.A. in connection with participation in NCC contests such as Drill, Shooting competitions.
(k) Expenses for the purchase of special items such as Hunter shoes, etc., and for equiping cadets for special camps such as Advance leadership Adventure camps etc., and for attending mountaineering course, excursions, etc.
(l) Expenses for putting up NCC board etc.
(m) Purchase of NCC Flags
(n) Purchase of NCC Charts and compasses

4.6.9 Examination Fund

This Fund is to compensate for the expenditure to be incurred for the house examinations of students of plus two classes. The fund so collected will be part of the amalgamated fund and will be utilised for all provisions of amalgamated fund, including house examinations.

4.6.10 Identity Card

The amount collected will be spent on printing of identity cards and other stationery articles required for this purpose and will be part of amalgamated fund.

4.6.11 Scout and Guide Fund

This fund will be utilised as detailed below :-

Expenditure in connection with scouting and guiding. This item should cover the following :-

(a) Books, Magazines and other useful literature pertaining to scouting & cubbing.
(b) Troops Record Registers.
(c) Registration Fee.
(d) Badges and progress or test cards for members of the troop.
(e) The following articles for scout meeting, camps Rallies and Hikes etc.

(i) National Flag and Scout Flag with necessary equipment.
(ii) Canvas purchasing or rental.
(iii) Camp utensils and Crokery.
(iv) Kassies, Shavels, Axes and Pickaxes.
(v) Buckets and lanterns ; and
(vi) Ground sheets and Duries.

(f) Belts, staffs, scarves, and whistles.
(g) Camp fee and T.A. (actual rail/bus fare) for attending camps, rallies, excursions and hikes.
(h) Actual rail/bus fare for member scouters to attend the meetings of the District, State and All India Association.
(i) Refreshment at the rate of Rs.5/- per scout for outdoor meetings.
(j) Expenses for week end and other camps to the tune of Rs.5/- per scout and Rs.5/- per scout per day.
(k) Cost of material for imparting training in scout craft, pioneering and first aid etc.
(l) Purchase of musical instruments for Camp fire and Cultural performances by the troops.
(m) Supply of a pair of uniforms to scout Masters after every two years or longer whenever necessary.
(n) Out of total collection under scout and guide fund, the expenditure will be incurred as under by the school;

(i) 50% of the total collection during the year will be utilised on the items mentioned at (a) to (m) of this article.

(ii) 50% of the total collection will be deposited with the District Education Officer. DEO will utilise this fund as per the directions from the Govt. of Himachal Pradesh, issued from time to time.

4.6.12. Furniture Repair Fund

The fund will be utilised for the purpose of minor repairs of the furniture on the recommendations of a committee to be constituted for the purpose.

4.6.13. Library Security (Refundable) Fund

After obtaining no dues certificate, the amount will be refunded to the students. If any dues are outstanding against a student, the payment will be made after making such adjustment. Interest on securities and forfeited securities will be utilised for the binding up of library books, purchase of library books, magazines, newspapers, library furniture and any other item related to library by the head of institution on the recommendations of a committee consisting of senior teachers and students.

Part III

4.7. Custody of the fund

All students' funds shall be managed by the Head of the Institution. He will be personally responsible for ensuring that the expenditure out of the fund is incurred in strict conformity with the rules and regulations governing the fund to which the money pertains and that a precise record of all the transactions of the fund is maintained. The amount realised will be deposited with a branch of the post office, any nationalised bank, in the saving account of the concerned fund, in the name of the Head of the Institution.

4.8 Power of Sanction

(a) (i) The Head of the Institutions viz. Senior Secondary/High Schools shall have full powers to sanction expenditure on the object for which a particular fund has been instituted except in case of building Fund which can be incurred with the approval of the concerned Executive Committee.

(ii) The Heads of middle schools shall have the authority to sanction expenditure on appropriate objects out of funds available to a maximum of Rs.500/- at a time. Expenditure beyond Rs.500/- can be incurred by them only with the approval of the Head of the complex school.

(iii) The Heads of the Institutions and the DEOs should realise that the funds are held in trust by them for which they have been created and should not be utilized for any other purpose whatsoever. Expenditure out of these funds on un-authorised objects will be regarded as a serious breach of the rules and the Heads of Institutions will be personally responsible for incurring expenditure on unapproved items.

(b) The Heads of the Institutions shall have full powers in regard to writing off unserviceable articles purchased out of pupils' fund if the value of the articles purchased does not exceed Rs.10,000/- at one time. In all other cases the District Education Officers are fully competent to accord sanction for the write off of various articles purchased out of the funds.

(c) The amounts standing in the account of a particular fund is abolished at any time under instructions of the government be transferred to the accounts of Amalgamated fund.

(d) Loans from one fund to another shall be permissible in case of emergency with the approval of District Education Officers.

(e) The District Education Officer is empowered to sanction expenditure on objects other than those for which a particular fund has been constituted and the fact that this has been done shall be incorporated in the order of relaxing the rules.

4.9 Maintenance of cash book/accounts of funds

(a) The accounts shall be maintained in accordance with the instructions issued from time to time by the department. These instructions may be amended by the Examiner Local Fund Accounts, from time to time.

(b) The audit of these funds shall be conducted annually by or under the orders of the Examiner Local Fund Accounts, Himachal Pradesh. Audit fee will be charged at the following rates:-

Sr. No Funds Name Students Enrolment
Less than 500 500 to 1000 1000 and above
1. Amalgamated fund Rs.15/- Rs.25/- Rs.35/-
2. Other funds Rs.10/-per fund Rs.15/-per fund Rs.20/-per fund

The above fees are subject to proportionate increase as under:-

(i) 1.5 times the normal rate where the audit period is more than 16 months and 3 months accounts are checked.

(ii) Double the normal rates where it is more than 18 months and 4 months' accounts are checked.

Note:- The purchases shall be made with the sanction of the Officer empowered to incur expenditure in each case. All accounts will be kept in the same manner as the Government Accounts are kept.

(c) In order to minimise the number of such audit objections, all important points relating to Cash Books are reproduced below for guidance:-

(i) Before a cash book is brought into use, its pages should be counted and a "Count Certificate" be recorded on its first page under the full signature of the Drawing and Disbursing Officer.

(ii) All cash transactions must be entered in the Cash Book on the date of their occurrence in chronological order.

(iii) All entries in the cash book should invariably be attested individually daily by Drawing & Disbursing officer after thorough check. While attesting the entries of cash received from the Funds/fee, the receipt of fee, funds, fines should be attested after check from the fee/daily collection register. The DDO must attest the corresponding entries in fee/collection register in token of having rightly carried over to the respective Cash books. In addition the entry of deposits of the fees into the Treasury on the payment side of the cash book should carefully be attested after verification from the relevant Treasury Challan.

(iv) All the entries of the Cash Book must be added/totaled and balanced daily whenever there are any transactions. The "detailed balance" must be clearly recorded therein.

(v) The Cash Book should be written neatly. No interpolation, erasure or over writing is permissible. If a mistake is discovered, it must be crossed and attested in red ink by the Drawing and Disbursing Officer concerned.

(vi) At the close of the month the cash in hand shown in the cash book should be physically counted and the following certificates given in the Cash Book under the signature of the Drawing and Disbursing officer:-

"Certified that the cash in hand has been counted by me on _______________ and found to be Rs. _________ (Rupees_____________) which is correct/incorrect."

Annexure-1

Building Fund Utilisation Rules

Govt. of Himachal Pradesh Deptt. of Education No: Shiksha-II-Ga(7)-1/98 Dated 12.5.98

NOTIFICATION

The Governor, Himachal Pradesh is pleased to make the following rules namely the Govt. of Himachal Pradesh, Educational Institutions Building Fund Utilisation Rules,1998.

1. Short Title And Commencement

(i) These rules shall be called "The Government of Himachal Pradesh Educational Institution Building Fund Utilisation Rules,1998".

(ii) They shall come into force with immediate effect.

2. Definitions

In these rules the expression:

(i) "Educational Institutions" means Government Educational Institutions and includes Middle, High and Senior Secondary Schools, and such other institutions as may be declared as such by the Government from time to time.

(ii) "Funds" mean the Educational Institutions Building Funds/Common Pool Building Funds.

(iii) "Government" means the "Government of Himachal Pradesh"

(iv) The "Head of the Institution" means Head Master in case of Middle and High Schools and Principal in the case of Senior Secondary School.

3. Constitution of The Fund

The following income shall constitute the fund;

(a) Subscription to the fund by the students of the Educational Institutions.

(b) Grants/Contributions from local Bodies, Parents Teachers Associations or individuals.

(c) Receipt from other sources.

4. Rates of Subscription

Every student of an Educational Institution shall subscribe to the fund at the rates as may be prescribed by the Govt. from time to time.

5. Common Pool Building Fund

50% of the collection of Middle School/High School/Senior Secondary school in any academic year shall be reserved for being spent on the institution and shall be kept with the institution as Educational Institution Building Fund. The balance of 50% shall be remitted twice a year in the month of June and December to the Deputy Commissioner (The Resident Commissioner of Pangi and Additional Deputy Commissioner of Spiti in respect of areas under their control).The Deputy Commissioner will open a separate account i.e. collections from Middle, High and Senior Secondary Schools. However, accounts and records will be maintained by the District Education Officer concerned.

The money so collected by the Deputy Commissioner shall constitute the Common Pool Funds. The Fund remaining with the institution shall be called the Educational Institution Building Fund.
6. Custody of the fund (Common Pool/Institute)

The funds shall be in the nature of local fund deposit. The funds shall be lodged in the local or the nearest post office/Bank in a savings account and the fund shall be operated by the Head of the concerned educational institution in the case of Educational Institution Building Fund and District Education Officer for the Common Pool Fund. Unspent money can also be kept in fixed deposits in banks or long term deposits in Post Office.

7. Utilisation of the funds

The fund shall be utilised on Government owned building, rent free buildings or the buildings donated for educational institutions and in the following manner :-

(i) Funds retained by the institution to be spent on :-
(a) White washing and painting of black Board.

(b) Plastering, flooring repair.

(c) Window repair and maintenance.

(d) Play ground maintenance

(e) Other minor works as decided by the Committee.

White washing will be compulsory every year.

(ii) Common Pool Fund

75% of the amount in the common Pool Fund is to be spent on repair of the buildings and 25% of the amount is to be spent on original works preferably to be combined with other Govt. schemes.

8. Building Fund Committee

Every Govt. Educational Institution shall have a Building Fund Committee at the local level.
Constitution : The building Fund Committee shall consist of the following :-

a) In case of Middle Schools :-

i) Pradhan /Up-Pradhan of the local Panchayat in case of Rural School and President of the Urban Local body or a member thereof nominated by the President in case of an urban school. CHAIRMAN
ii) President, Parents-Teachers Association MEMBER
iii) Donors who contribute over Rs.1000/- in that particular year or a social worker who takes interest in the development of institution or a retired educationist. MEMBER
iv) The Head of the Institution MEMBER SECRETARY
v) Retd. Engineer/J.E. residing in the vicinity MEMBER

b) In Case of High/Senior Secondary Schools
i) Chairman of the B.D.C.or his nominee in the case of a rural school and President of Nagar Panchayat/ Parishad or his Nominee in the case of an Urban School. CHAIRMAN
ii) Junior Engineer/Engineer Municipal Committee or Development Block or a Retd.Engineer/JE. MEMBER
iii) Pradhan of the local panchayat in case of Rural School and President of the urban local body or a member thereof nominated by him in case of an urban school. MEMBER
iv) Donors who contribute over Rs.2000/-in that particular year if available or an Active Social Worker or a retired educationist. MEMBER
v) The Head of the School MEMBER SECRETARY

9. Common Pool Fund

Separate Committees will be constituted by the Deputy Commissioner concerned, for Middle, High and Senior Secondary Schools to be called "Secondary Schools, Common Pool Fund Committee". Committee shall have one executive engineer from the Public Works Department, 25% of the Block Development Officers in the Distt. to be nominated by the Deputy Commissioner in rotation, 25% of the High School and Senior Secondary School Principals/Headmasters in the District in case of Middle Schools, High Schools and Senior Secondary Schools to be nominated by the Deputy Commissioner in rotation. The District Education Officers shall be the Member Secretary for Secondary Schools Committee. The Deputy Commissioners may also nominate other officers/individuals like Project Officer District Rural Development Agency/representatives from Parents-Teachers Association etc. Total number of members in the Committee is not to exceed 20.

10. Meeting

The Committee shall meet as frequently as required but there should not be a gap of more than six months between the two meetings. The quorum at a Meeting shall consist of a simple majority of the total membership. A copy of the proceedings of the meeting of the committee shall be submitted for the information of District Education Officers in case of middle, high and senior secondary schools.

11. Supersession

If the District Education Officer concerned is satisfied that the Building Fund Committee of a School is not functioning satisfactorily he may, for reasons to be recorded in writing, supersede the same for a period of not more than six months.

12. Powers of the Committee

The Committee shall approve and sanction works. They will also decide the executing agency for each work.

The Committees shall also suggest ways and means of utilizing the balance from the Building Fund wherever available.

The Committees of the institutions will have powers to be exercised as follows in respect of the Educational Institutions Building Fund.
Sanction Works Up to
1. Middle Schools Rs.10,000/-
2. High Schools Rs.15,000/-
3. Senior Secondary Schools Rs.50,000/-
4. Govt. Colleges Rs.75,000/-

For Works involving higher expenditure, prior sanctions shall have to be obtained as follows:-

A. In respect of middle, high, senior secondary
schools from District Education Officer. FULL POWERS

B. The Deputy Commissioner shall have full powers for the Common Pool Fund.

13. Detailed instructions and accounting procedures

Expenditures out of the Educational Institutions Buildings Fund shall be incurred by the Head of the Middle/High/Senior Secondary Schools under the overall supervision and control of the concerned committee after it has been sanctioned. As soon as the work is completed, a completion certificate in form A shall be recorded by the Chairman of the Institution Building Fund Committee and Head of the institution to ensure that work has been satisfactorily executed in accordance with the sanctioned estimates and other terms and conditions. Vouchers of the expenditure incurred shall be arranged under the following sub-head on the completion of the work.

1. Labour Charges (Muster Roll-wise or contractors bill wise).
2. Cost of Material.
3. Cost of carriage.
4. Total

Vouchers of the expenditure incurred shall be verified by the executing agencies. These will then be handed over to the Head of the Institution after the completion of the work or in two or more stages as may be decided by the committee depending on the size of the work. The Head of the institution may give an advance to the executing agency before the starting of the work but this advance amount shall not exceed 25% of the sanctioned amount. Thereafter payment shall be made to the executing agencies, in instalments to be decided by the committee. The instalments shall be linked with the progress of the work. 25% of the payments shall be paid to the executing agency as final payment only on completion of the work to the satisfaction of the Committee. Social audit will be then got done by the head of the institution by committee consisting of 4 members nominated by the Panchayat/Urban Local body of the area in which the institution is located. This audit will be completed within one year of the completion of the work. Record can be destroyed after 5 years of the completion of audit.

In case of the Common Pool Fund the work will be got executed by the Deputy Commissioner through the Block Development Officer or any executing agency to be decided by the Common Pool Fund Committee. Funds will be released as in the case of the Institution Building Fund Committee mentioned above. Accounts and records will be maintained by the Deputy Commissioner through the District Education Officer concerned. Social audit will be done within one year of the completion of each work by a Committee to be constituted by the Deputy Commissioner. This committee will consist of 8 members from the PTA and from amongst prominent citizens or social workers in the District.

Record can be destroyed after 5 years of the completion of the audit.

14. Repeal and Saving

1. The Government of Himachal Pradesh Educational Institutional Building Fund utilization Rules,1990/1994 are hereby repealed.

2. Notwithstanding such repeal anything done or any action taken under the Government of Himachal Pradesh Educational Institutional Building Fund Utilization Rules,1990/1994 shall be deemed to have been done or taken under these Rules.

By order,
C. Balakrishanan,
Commissioner-cum Secretary(Edu.) to the Govt.
of Himachal Pradesh.