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KENDRIYA VIDYALAYA SANGATHAN Hkqous'oj laHkkx / Bhubaneswar Region

(Under Min. of HRD, Govt. of India) Pragati Vihar, Mancheswar Railway Colony, Bhubaneswar-17

Fax : (0674)2748355 Tel: 2748366/2748277/2748977 E-mail : ackvsbbsr@gmail.com, Website : www.kvsrobbs.org

No.F.150350/2015-KVS(BBS)/ Dated - 05.08.2015 To, The Principal, All Kendriya Vidyalayas, Bhubaneswar Region. Sub: Forwarding of minutes of Regional Principals’ Conference – reg. Sir/Madam Please find enclosed herewith a copy of the Minutes of Regional Principals’ Conference held on 13th & 14th July, 2015 at Conference Hall, Hotel Kalinga Ashok, Bhubaneswar, for your information, guidance and necessary action. This issues with the approval of the Deputy Commissioner.

Yours faithfully,

Sd/- (Krishnakumar KK) Asst. Commissioner

Encl: As above.

dsUnzh; fo|ky; laxBu KENDRIYA VIDYALAYA SANGATHAN

Hkqous'oj laHkkx / Bhubaneswar Region (Under Min. of HRD, Govt. of India)

Pragati Vihar, Mancheswar Railway Colony, Bhubaneswar-17 Fax : (0674)2748355 Tel: 2748366/2748277/2748977

E-mail : ackvsbbsr@gmail.com, Website : www.kvsrobbs.org _____________________________________________________________________ No.F.150345/1/2015-KVS(BBS) Dated 16 .07.2015

MINUTES OF REGIONAL PRINCIPALS’ CONFERENCE-2015

The Regional Principals’ Conference of Bhubaneswar Region was held on 13th & 14thJuly, 2015 at conference hall, Hotel Kalinga Ashoka, Bhubaneswar and the following academic points were deliberated on first day and decisions were taken.

1. Result Analysis – The performance in Board Exams this year is lesser than last year in both Classes X and XII. Results of Class XII in 2014-15 has come down in the subjects like Physics, Maths and Economics. Only 07 KVs got PI more than 50 in Maths, 06 KVs come down below 50 PI in Economics.

2. The Principal/teachers should analyze the result and diagnose the weakness. Question wise/topic wise error analysis will make us understand the weak areas of the student. Efforts should be taken to bridge the Communication and knowledge gap between teacher-student. If the teacher is not able to express the subject/ content teacher needs to be trained and improved. Hence It was decided to conduct workshops for Maths, Physics & Economics so that the actual problems for failures must be addressed in the workshop. Each of the AC with one Principal and two experienced teachers will conduct the workshop to remove the causes/problems.

3. The Session Ending and Supplementary Exams answer papers will be sent to the respective KV by the Principals KV-4 BBSR & KV-3 BBSR immediately. By the end of July, analysis of answer papers and diagnosis at school level must be done in all the subjects. The workshops for the different subjects will be headed by the Asst. Commissioner as detailed below.

a) Humnanities & Languages – Dr. D Ojha,AC b) Maths,C.Sc. & Physics – Mr. LV Chinnappan,AC c) Chemistry & Biology – Mr. Krishnakumar K, AC

4. As per the opinion of most of the Principals, the following common reasons

attributed to the poor performance of students of Bhubaneswar Region in Class-XII:

a. Change in question pattern; more application type questions. b. Lack of practice before boards. c. Cut-off grades for Class XI Admission was very low i.e. Students

having low aptitude and grades are given admission in Class XI

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Page-2 5. The steps to be taken to improve the quality & quantity of results in Class-XII

- Sufficient practice whenever there is a change in pattern. - CBSE (Academics) circulars to be implemented in letter and spirit.

- Detention of under achievers in Class XI - Workshops for PGTs, subject-wise - Study material must be provided. - Students weak in Economics can opt for other Subject (like Pol. Sc.) in

class XI - Schools identified where the results came down in 2014-15 will be given

special focus by inspecting more times - Weak students may be given extra coaching from 7.30 to 9.00 am & 3.30

to 5.30 pm. Do not include morning assembly. - The subject should be made appealing for Class XI students. As decided

in the Cluster Level Meet, Bridge Course/Additional coaching/Test is to be conducted.

- Students should be counseled to change the subject in which they are weak, within a month i.e., by end of July, 2015

- Early, regular (preferably monthly) PTMs to be conducted. - Teachers capable of giving tips for high scoring are selected for coaching.

The names of such teachers may please be informed to RO, personally to Dy. Commissioner.

- Chapter-wise test, check absenteeism (particularly weak students) - Extra classes during holidays, breaks and vacation for the weak students. - Monthly review meetings,Remedial classes for slow learners. - Motivation of students personally by the Principal. - Conducting Monthly Tests in Class XII, sending marks to the parents

through SMS. 6. The reasons for poor results in Class-XI should also be diagnosed at Vidyalaya

level and areas of weakness to be addressed. In order to improve the quality and quantity of results in Class-XI, the following steps maybe taken:

a) Focus on classroom interaction. b) Remedial teaching for under achievers c) PTA meeting after each test/Exam d) Counseling e) Adopt students.

7. In order to improve academic standard of the region, it is decided to Conduct Achievement Tests to check worthiness (level of students). The responsibility for preparing data (to find out weak areas/strong areas of students in Classes VI to VIII) is given to the following Principals.

I. Mr. DP Sharma, Principal KV NTPC Kaniha – Maths II. Mr. Kamal Jeet, Principal KV Jajpur – Science

III. Mrs. B Mishra, Principal KV Gopalpur MS – Social Studies 8. As decided in the last cluster meeting, the soft copy of Study Material for

Class-XII is ready with the Principal who was assigned the responsibility, they are directed to send the Soft Copy to all KVs by 20th July, 2015. It is further decided to give hard copy to the students. The responsibility of e-tendering for printing and distribution of study material is given to the following Committee of Principals

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a) Chemistry – Dr. D Vijaya,Principal KV Malkapuram (Convenor) and Smt. K Jayalakshmi Raju, Principal KV Srikakulam & Sri G Sreenivasulu, Principal, KV Steel Plant as Members.

b) Physics – Mr. AK Mishra, Principal KV Berhampur, (Convenor) and Mr. BK Swami, Principal KV Murgabadi & Mr. A Jerald, Principal KV Gajapati as Members.

c) Maths –Mr. DV Ramakrishna, Principal KV NAD Vizag, (Convenor) and Mr. MVRSSVLN Sastry, Principal KV-2 SVN & Mr. SS Raja,Principal KV-1 SVN Vizag as Members.

d) Economics – Mr. B Patnaik, Principal KV Khurda Road (Convenor) and Mr. PK Purohit, Principal KV Waltair and Mr. H Chand, Principal KV Keonjhar as Members.

e) Comp. Sc./IP – Mr. SK Behura, Principal KV-1 Bhubaneswar, (Convenor) and Mr SR Meda,Principal KV Rayagada & Mrs. S Sarangi, Principal KV-4 Bhubaneswar as Members.

9. All the KVs will report the date of distribution of study material to the students to the concerned Asst. Commissioners.

10. It is also decided to print and distribute Study Material for Class-X in the subjects Science/Math and Social Studies. The soft copy of the material will be borrowed from KVS Ernakulam Region. The responsibility of printing and distribution is given to the following Principals I. Science – Mr. MK Panigrahi, Principal KV-1 Cuttack/ Mrs Pratima

Mishra, Principal KVNo 5 Bhubaneswar and Mr. PC Ratha, Principal KV-2 CRPF BBSR.

II. Social Studies – Ms. B Mishra, Principal KV Gopalpur MS/ Ms. Ranjana Das, Principal KV Chilka and Mr. B Mohanty, Principal Gr.II KV Digapahandi

III. Maths – Mr. Arjun. Sahoo, Principal KV-6 BBSR/ Mr. S Sadangi, Principal KV Puri and Mr. SC Behera, Principal KV Boudh.

11. The School-wise Pass Percentage and P.I. have been fixed for Class-XII Board Examination; 2015-16.It should be displayed in the vidyalaya in prominent places for information of all stake holders.

12. It is confirmed by all the Principals that soft copy of Split up Syllabus have been received. It is informed that a copy of Split up syllabus should be kept in the concerned class, office of the Principal, Library and a copy of all classes should be uploaded in the Vidyalaya’s website.

13. All the Principals are required to send information regarding the date of completion of Bridge Course through e-mail to the concerned ACs

14. It is decided that the syllabus should be completed by 15th November, 2015 in all subjects of Board Classes.

15. Progress report to be given to Class XI & XII students, regularly. 16. PSA/OTBA- Coaching PSA for Classes VI to VIII to be conducted, 2) OTBA

may be introduced in Class VIII this session. 17. Calender of activities got prepared ,in order to have homogeneity in all

schools and convenience of all students especially the students who are getting transferred during the academic session:

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Page-4 Event Tentative schedule FAI III to X, Monthly Test for XII INSPIRE- DLEPC UT for class XI

20-25 July 29 July Last week July

UT for class XI INSPIRE- SLEPC Youth Parliament – Regional Cluster level Sports Regional Sports

First week August 18th August at INA colony Delhi 22nd August at KV Malkapuram, Vizag Convenient date in August at cluster venues (to be decided by the cluster schools) Dates to be decided at RO , later Venues decided

SAI (III to X) UT for Class XI Social Science exhibition(Cluster)

14-23 September September Convenient date in September at cluster venues (to be decided by the cluster schools)

Social Science exhibition(Regional) NCSC( Regional exhibition)

October (Before autumn Break begin). Venue KV Behrampur 5th & 6th of October at KV 4 BBSR

HY exam for XI completion of Syllabus in all subjects of class XII

16th Nov, 2015( Common QP) 15 Nov

I PB for XII Annual sports day

05 Dec onwards Dec

II PB for XII FA III Science Exhibition ( School Level) Science Exhibition ( Regional Level)

11 Jan onwards 11 Jan onwards 04th Jan 25th Jan at KV Vizianagaram

Thinking Day Science day

Feb

SAII (III to X) SEE for Class XI

07th March 2016 onwards Result to be published on 25th March

18. Principals were apprised of the following:

While Submission of proposal for Awards – At least Two Proposals from each schools which are Neatly prepared with all relevant information and enclosures to be submitted. In order to ensure deserving employee is not over looked, the KVS circulars should be discussed in staff meeting. Teacher may be identified well in advance and given enough time to prepare the profiles.

In-service Training Programmes for teachers – 1) Only names of teachers who really need training as per the Circular only, need to be sent.Teacher’s consent must also be taken to avoid absentism. List of Resource Persons as well as List of Training Institutes available in the vicinity with National/ International accreditation also should be sent .

Promotion of Science Education – Institutes imparting training to Science/ Maths teachers sponsored by Govt., must be contacted , registered and their services may be utilized.

While forwarding APAR of employees the following be taken care of : i. Columns in the right top corner of each page should be filled by the

teacher/ employee. ii. The teacher should mention the details about the outstanding

achievement in the relevant column and then only mark should be allotted

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iii. The Asst/UDC/LDC must check and sign the details in Part-A. iv. Pen-Picture of the employee should in conformity with the score. A

person getting 4/5 should not be described as Excellent/Outstanding. SCOUT & GUIDES

a) Registration to be completed in the first week of August, 2015 b) Contribution to be sent on time c) The Vidyalaya must participate in the Prime Minister Shield

Competition then only they will be eligible to sponsor students for Rashtrapati puraskar.

d) Enrolment Register must be maintained in the Vidyalayta. e) List of days to be celebrated in the academic year 2015-16 is to be

circulated. f) The names of following Principals will be sent for Distt.,

Commissioner’s training : I. Mr. Kamal Jeet, Principal KV Jajpur

II. Mr. G Sreenivasulu, Principal KV Steel Plant, Vizag III. Mrs. S. Sarangi, Principal KV-4 BBSR IV. Mrs. Biraja Mishra, Principal KV Gopalpur MS

SPORTS & GAMES

The following venues are decided as venues for Regional Sports Meet, 2015:

Sl.No. Game KV

1 Football No.3, Bhubaneswar 2 Volley Ball (Boys) No.4, Bhubaneswar 3 Volley Ball (Girls) KV Waltair 4 Hand Ball (Boys & Girls) No.2, SVN Vizag 5 Chess (Boys) No.1, SVN Vizag 6 Chess (Girls) No.2, SVN Vizag 7 Badminton/Lawn Tennis Steel Plant, Vizag 8 TT (Boys & Girls) NAD Vizag 9 Basket Ball (Boys & Girls) Balasore 10 Rope Skipping(Boys) No.1 NSB Vizag 11 Rope Skipping(Girls) No.2 NSB Vizag 12 Kabaddi (Boys U-14 & 19) No.1,SVN Vizag 13 Kabaddi (Girls U-14 & 19) No.1, Bhubaneswar 14 Kho Kho (Boys) Khurda Road 15 Kho Kho (Girls) No.1, Cuttack 16 Cricket (U/16) Srikakulam 17 Cricket (U/19) Malkapuram, Vizag 18 Taekwondo (Boys & Girls) Waltair 19 Boxing/Judo (Boys) Waltair 20 Athletics & Swimming (Boys) Steel Plant, Vizag 21 Athletics (Girls) No.2, Bhubaneswar 22 Swimming (Girls) No.4, Bhubaneswar 23 Skating (Boys & Girls) NAD Vizag

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19. The Second day ( 14/7/15) of the conference also started with the prayer by all the participants and the remaining academic points were take up later . The Principals were directed to complete SPICMACAY programme in two

slots: (1)Between 15th July to 15th August and (2) 15th Nov to 15th Dec. The financial commitment to the NGO ie., a lump sum of Rs. 15000/- is to be paid to SPICMACAY directly and not in any other name. The Vidyalaya may provide High Tea , local transport arrangements if requested. The expenditure under this programme may be booked under VVN.

The calendar of activities was finalised for various activities such as tests, exams, exhibitions and all sports activities for the session 2015-16.

It was decided that the schools may avail option to participate in Science Exhibition or Science Congress in a particular academic year instead of participating in both the activities. Similarly the schools may participate in Social Science exhibition/ Youth Parliament in an academic year instead of participating every year. This arrangement is implemented to ensure quality

As per KVS order, the theme, topics, State and the Country for this year’s Social Science exhibition is the same as last year. The schools will prepare for the same and the cluster level, Regional level exhibitions will be conducted again without considering the result of last year. It was also decided to hold Regional Youth Parliament programme at K V Malkapuram and the Zonal Level Youth Parliament competition at K V Cuttak.

Regional Science Exhibition will be held at K V Vizianagaram and the the Regional Social Science Exhibition will be held at K V Berhampur.

It was decided that a 5 day coaching/training camp for KVS National Sports will be conducted at the same K V, from where the team is supposed to proceed to participate in the KVS Nationals.

Half Yearly examination for class XI will be conducted at Regional Level and the evaluation will be done at school level. SA I for classes 3 to 8 will be conducted at Cluster Level and the SA I for classes IX & X will be conducted at Regional level. The evaluation of answer papers for SA I for all the classes will be done at school level. Pre-Board for class XII and FA III for 3 to 10 will be conducted from 11th January 2016. SA II for classes III to X will be conducted from 7-03-2016 and the results for all the classes except X & XII will be declared on 25-03-2016 .

Principals are directed to go through the CBSE circular No. 16/2015 for details about CB SE conducted ICT awards to school teachers and circular no. 18/2015 for details about the changes in syllabus in classes IX to XII for the session 2015-16

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Inspire Awards programme- DLEPC (KVS Regional level) will be organized on 29th July 2015 at K V No. 2 Bhubaneswar. Best seven entries from the Region will be selected for the SLEPC (KVS National level competition) ,which will be held at K V INA Colony, New Delhi on 18th August 2015. The Principals were informed that Bhubaneswar Region bagged third highest number of Inspire Awards among all the 25 Regions of KVS.

The Principals are directed to inform the schedule of EIOP examination to be conducted by CBSE to all the children who are placed under EIOP.

The Principals are directed to establish/set up Science Parks/ Maths Gardens and take all the necessary steps to promote science education in schools. The Principals are also directed to come forward to establish Language labs, wherever feasible to promote language education.

The Principals are asked to bring out Quarterly CMP News Letter at Cluster level to highlight the programmes carried out under CMP programme.

20. Administration Issues

The Principals were directed to set up grievance cell if not set up already and the details be made known to all employees and also to uploaded in their web sites , as it is done in the Regional office . Regional grievance officer is Dr. D Ojha, Assistant Commissioner.

It was instructed that there should not be any delay in sending the proposals for renewal up of VMC. The proposals with proper and eligible members as per the norms of KVS must reach the Regional Office at least one month before the expiry of the present VMC.

Timely deduction of HBA must be ensured and remitted to KVS. Special care must be taken to collect all dues and close account, in case the employee who has taken HBA is retiring from KVS.

All the Principals are directed to open a separate file for court cases and maintain a register for recording the details about court cases. While making payment to the lawyers engaged, it must be ensured that bill is pre-audited by RO in order to avoid double payment and incorrect payment.

Principals are advised to implement instructions of official language implementation (rajya bhasha circulars) in letter and spirit.

All the Principals are directed to send the details of leave taken such as EL/EOL/HPL/Commuted Leave from 1st April 2014 to 30-06-2015 for making necessary entries in the service book.

The monthly reports must reach the regional office by 2nd of every month so that the Regional Office will be able to send the report to KVS HQ on time.

Special care must be taken by the Principals to send the information sought when the Parliament session is in progress.

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Page-8 Disciplinary Proceedings: All the Principals were requested to follow the laid down

procedures/principles in dealing with the cases of unauthorised absence. Application of 81d must be judicious and utmost care to be taken to avoid complications.

The Principal is the competent authority to impose minor penalties in case of Teachers & Office Staff and both major (under Rule 14) and minor penalties (under Rule 16) in case of Sub Staff.

Applications submitted for resignation/voluntary retirement are to be sent to Regional Office well in advance after thoroughly scrutinizing them.

21. The general instructions given to all the Principals are as follows: a. Not to use pressure techniques to collect the arrears of fee from the

parents. b. To remit the loan amounts taken in the previous academic years to the

Regional Office. c. To make provisions for alternate power supply in case of power failure for

the smooth running of the Vidyalaya. d. To upgrade infrastructure facilities, since there is enough money in VVN

after the collection of arrears of fee. The schools shall purchase necessary instruments/steps to implement standard operating procedures in order to ensure safety & security of all stake holders.

e. To take up study tours and adventure programmes during the academic year. At least 5% students must be covered under adventure programmes. Every Vidyalaya will appoint Doctors, Nurses and Counsellors as per the norms of KVS.

f. To take steps to set up Alumni Association in the Vidyalaya and keep record of Alumni which may be used for betterment of the school.

g. To book the total VVN collection from all sources such as through UBI portal and cash/cheque collected in the Vidyalaya including the amount remitted to KVS HQ and KVS RO under receipts side and the remittances to KVS HQ and KVS RO under payments to avoid mismatch of the fund collected.

h. To use Tally software for maintenance of accounts of the Vidyalaya. 22. The Deputy Commissioner also asked the Principals to ensure the following

facilities in the Vidyalaya. a) Each Vidyalaya must have at least two disabled friendly toilets (one for boys

and one for girls) in the ground floor of the school building. b) It is mandatory for all the Vidyalayas to have ramp at least in the ground floor

of the Vidyalaya.

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c) Each Vidyalaya will take measures to condemn/write off of the outdated equipment, unserviceable articles, damaged articles by following proper procedure. All the cup-boards, corridors and the entire campus must be kept neat and clean. Every Vidyalaya will give top priority to cleanliness of the building and the campus.

d) All the Vidyalayas will register under CBSE sanitation drive and inform the Region regarding the grade .

e) Each Vidyalaya will get the structural safety certificate, fire safety certificate and the potable drinking water certificate from the agencies concerned, every year.

23. Use of computers & filling up of Google forms, data compilation was also

demonstrated. 24. Accounts - The Principals of project KVs are requested to get the dues from the projects

released at the earliest. All the Principals were asked to fill the TA bill properly and avoid mistakes and

suppression of vital information. It is mandatory to buy air tickets from the official website of Air India or from

the authorised agents of Government of India. The Officers are requested to go through the circular issued by KVS in this regard.

Each Vidyalaya will submit a certificate about the distance of the school from the Railway Station/Bus Stand/Airport to the Regional Office immediately.

All the Principals are directed to submit the proposals for pay fixation in proper format supplied by KVS. The employee concerned must be asked to submit option form within one month from the date of sr. scale/selection scale/promotion/direct selection.

Issues related to creation of service books, making entries and maintenance of the same are explained.

Service verification and regularization of service of all the employees must be ensured to avoid complications when the concerned employee retires from service.

The Principals are competent authority to audit the medical bills of the teachers and there is no limit on the expenditure. No bills of teachers are to be sent to the Regional Office. In case the bills are sent to RO, the reasons for sending the bills to RO may be recorded along with the recommendations, facts and figures.

GPF applications are to be thoroughly checked for entitlement, provisions under GPF rules for advances/withdrawals, the balance in the account and any relaxation in rules is required or not must be recorded by Principal before sending the same to RO.

(Krishnakumar KK) Asst. Commissioner