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English Enhancement Grant Scheme for Primary Schools

(EEGS)

提升小學英語水平津貼計劃

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Content

1. Accountability of School2. Administrative issues 3. Accounting arrangement4. Reminders on the Implementation

of Enhancement Measures5. General Guidelines6. Contract Management7. Other Useful Information

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1. Accountability of School

Performance Contract

Enter into a “performance contract” with the Government

The contract sets out the terms and conditions of the allocation of the Grant, including the relevant administrative, financial and reporting arrangements

DO NOT send any documents to the CGO office at Tamar which address is shown in the performance contract

Sign 2 sets of contract and return ONE to SSU Kowloon Bay office

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Approved School Plan Incorporate the approved implementation plan in

the School Annual School Plan & School Development Plan

(Options: incorporate into content or as appendix)

Upload the approved implementation plan onto school website on or before 30 November 2012(Options: onto “school documents” or “English Subject” webpage)

Soft copy of approved plan will be emailed to school in September 2012

2. Administrative issues

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Implementation ProgressSubmit Implementation Progress Form

on or before 30 September 2012 /2013

No. of lessons released should match with the supply teacher’s deployment

Consultancy breakdowns should match with the Budget in approved school plan

Different consultancy services should be indicated separately

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Area(s) of consultancy involved: Curriculum development (reading/ writing/ reading and writing/ speaking/ phonics/ others:_____ )

Name of consultant(s)/ service provider(s): Dr XXX XXX XXXDr XXX XXX XXX

Has a contract been signed with the above consultant(s)/ service provider(s)?

Yes

Rate: $1500/hour (PD workshops)$1500/hour (PD workshops) $1000/hour (co-planning, co-teaching, lesson observation)$1000/hour (co-planning, co-teaching, lesson observation)

Mode of support (as stated in the plan): co-planning (1010 hours x 3 3 grade level(s) x 10 10 month(s)) co-teaching (55 hours x 33 grade level(s) x 22 month(s)) lesson observation (55 hours x 33 grade level(s) x 22 month(s)) professional development workshops No. of workshops: 22Date(s): 3, 10 September, 20123, 10 September, 2012No. of hours: 2 x 3 hours = 6 hours2 x 3 hours = 6 hoursTopic(s): (1) Teaching process writing (2)Nurturing creativity in writing(1) Teaching process writing (2)Nurturing creativity in writing

Match with budget plan

Indicate different rates (if any)

SAMPLE of Implementation Progress Form

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Area(s) of consultancy involved: E-learning

Name of consultant(s)/ service provider(s): YYY CompanyYYY Company

Has a contract been signed with the above consultant(s)/ service provider(s)? Yes

Rate: $10000/ level x 3 levels (Design and development cost for e-reading)$10000/ level x 3 levels (Design and development cost for e-reading) $12000/ level x 3 levels (Design and development cost for e-grammar)$12000/ level x 3 levels (Design and development cost for e-grammar) $ 1000/hour (co-planning, lesson demonstration$ 1000/hour (co-planning, lesson demonstration))

Mode of support (as stated in the plan): co-planning (1 1 hour x 3 3 grade levels x 10 10 months) lesson demonstration: (22 hours x 3 3 grade levels) professional development workshops No. of workshops: 2 2Date(s): September, 2012; January, 2013 (dates to be confirmed)September, 2012; January, 2013 (dates to be confirmed)No. of hours: 2 x 2 hours = 4 hours2 x 2 hours = 4 hoursTopic(s): (1) Integration of IT to enhance learning and teaching of English (1) Integration of IT to enhance learning and teaching of English (2) XXXXXXXXX(2) XXXXXXXXX

Indicate another measure separately

SAMPLE of Implementation Progress Form 9

on or before 30/11/2013

on or before 30/11/2014

Financial Report and receipts

Progress Report

Final Report

Upload onto school website

1-year plan

Submission of Financial and Progress Reports

2-year plan2-year plan 2-year plan2-year plan

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Incorporate the above reports endorsed by the SMC / IMC in the Annual School Report(Options: incorporate into content or as appendix)

Templates of the above reports will be emailed to school in the second term (Samples can be found on SCOLAR website)

Implementation period: 2 years (maximum)

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Deadlines

Implementation of ALL proposed measures:

31 August 2014

Submit reports and receipts:

30 November 2014

NO FURTHER EXTENSION IN ANY NO FURTHER EXTENSION IN ANY CIRCUMSTANCESCIRCUMSTANCES

Any unused fund will be returned on a reimbursement basis Any unused fund will be returned on a reimbursement basis 12

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3. Accounting Arrangement

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Allocation of Approved Fund

Disbursed annually according to the approved cash flow

Collect the cheque for the first project year in person in early September 2012

Lost/ expired cheques will incur additional administration charges

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Accounting ArrangementIf the school has not submitted the

bank account information today, please fax or email to EDB on or before 30 June 2012

Keep separate ledger to record all the income & expenditure

Seek prior written approval for any changes in the approved school plan

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Invoice & Receipt Submit original receipts

Supplementary information to be given by service provider for receipts without breakdowns:

- Name of service provider, school name

- Breakdowns (e,g., name and number of books, number of consultancy hours, hourly rate)

- Type of products/ services according to the approved budget plan

- Amount of each item and total expenditure

Formal and prior written approval required for any changes

Items NOT included in EEGS

1. Hardware (e.g. whiteboard, bookstand, plastic boxes, i-pens etc)

2. Consumables (e.g. paper, laminating films, labels, food, usb etc)

3. Subscription fees (e.g. newspaper, magazine etc)

4. Off-site preparation

5. Administration charges (e.g. shipping cost, miscellanies etc)

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(1) For hiring of supply teacher/ teaching assistant/NEST/ ELTA

Template of Salary Proof

Useful templates:

(2) For hiring of private consultants only

Template of consultancy breakdowns

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Internal Virement between Approved Budget Items

Internal virement < 5% •Form A

Internal virement > 5% • Prior approval from EDB (one

month before the effecting of the virement)

• Form B

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Example

Budget Items Approved funding

(a) Phonics Programme

$230,000

(b) Purchase books $20,000

Total: $250,000• 5% virement from (a) to (b): $230,000 x

5% = $11,500 • 5% virement from (b) to (a): $20,000 x 5

% = $1,000

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Under-spending / over-spending of fund

Under-spending:• carry forward the surplus fund to the

same budget item for the second year• New items are NOT allowed

Over-spending:• absorbed by fund allocated for the

same budget item for the second year

Form C

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Financial Report

Form B Example

Amount stated in Budget

Amount AFTER virement$120,000 +

$10,000

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Form C Example

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Actual expenditure

Original amount stated in Budget

Amount AFTER virement

$80,000 + $5,000

Virement between two years

2012-2013 2013-2014

E-learning platform

$100,000 $100,000

Readers $20,000 $20,000

2012-2013 2013-2014

E-learning platform

$90,000 $90,000

Readers $20,000 $40,000

After a proper procurement exercise, the e-learning platform is cheaper but readers are more expensive in the second year:

Original approved budget:

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Change 1: Fill in Form C to carry forward the

remaining amount

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Change 2 Fill in Form B to vire the amount in

the second year

Based on the “Reallocated Fund” in

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4. Reminders on the Implementation of Enhancement Measures

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Supply Teacher

Open and fair recruitmentRelease core team members onlySalary : MPS pt 14 Any top-up with own fundingMPF : $1250/ month (max)EDB Circular 4/2007 or 5/2007 CANNOT hire any teachers who have

joined the Early Retirement Scheme

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Teaching Assistant

Employ TA – observe minimum wage requirement

Work for the English department only

NOT to replace the Classroom Assistant required under the PLP-R/ RW program

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Native English Speaking Teacher / ELTA

Follow the proper tendering procedures or open recruitment

Keep documentary proofs of their qualifications and teaching experience

Working visa? Criminal record?

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Consultants/ Service Providers

Follow the proper tendering procedure or open recruitment

Keep the documentary proofs of their qualifications and teaching/ other experience

Schools should own the materials developed with the consultants

Consultant should have the copyright of all the materials provided to school

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Consultants/ Service Providers

Record the contact hours / on-site support for each class and level separately and accurately

Pay for the on-site face to face contact hours only

Be alert to potential malpracticesMonitor their performance closelyNO pre-payment for any services or

products beyond 31 August 2014

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Learning & Teaching Materials

Books = hard copies, NOT on-line version, i-pen ( 聰明筆 ), ebooks stored in an USB

Follow proper procurement procedures according to the financial limits

Shipping / handling / printing and other charges : paid with own funding

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5. General Guidelines

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General Guidelines on Procurement

PrinciplesOpen, fair and competitive

Value for money

• Appropriate segregation of duties of staff involved• Clear information of purchase requirement• Clear information of purchase requisition• Appropriate authorisation levels• Proper documentation

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General Guidelines on ProcurementEDB Circular No. 15/2007

Financial limits Procurement arrangement

$5,000 or below Competitive bidding not required provided that a member of school staff at an appropriate level certifies that such purchases are essential and their prices are fair and reasonable

Above $5,000 but below $30,000

By oral quotations (at least two)

From $30,000 to $50,000

By written quotations (at least two)

Above $50,000 By tenders (at least five)

Full justification with approval from higher authority for NOT following the above methods

EDB Circular 15/2007 (P.8)

• School should NOT split an order as a way to circumvent approval requirement or quotation / tendering procedures.

• Items of the same category should be grouped in the same quotation or tender schedule before inviting suppliers to bid.

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General Guidelines on Staff Recruitment

PrinciplesOpen and transparent

Avoid potential corruption and favouritism

• Appropriate segregation of duties of staff involved• Advertisement of vacancy with clear information• Objective short-listing and assessment criteria• Appropriate authorisation levels• Proper documentation

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6. Contract Management

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Develop Tender Document Key Issues

1. Develop relevant and concise service specifications

2. Observe the golden rules

3. Incorporate provisions for variations

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Service Specifications

Observe the principle of fairness

Draw up the specifications in generic terms

Avoid stipulating a brand/ model of product/ service

Specify the desired outputs/ outcomes

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Golden Rules for Drafting Tender Documents (1)

Know what you want

State clearly:•the contractual obligation•when the task should be completed

Think about the worst scenario

Plan for termination of contract

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Golden Rules for Drafting Tender Documents (2)

Use written instead of oral agreements

Ensure that the provisions are certain and clearly expressed

Ensure consistency throughout the tender document

Define contract/ project management and monitoring schemes

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Marking Schemes that Emphasize Quality of

Service

Tender evaluation : technical and price assessments

• Technical Score : 30%-40% weighting

• Price Score : 60%-70% weighting

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Conduct Appropriate Level of Due Diligence

Verify the capability and quality of the bidders :

• Cross-referencing• Face-to-face meetings• Interviews with the bidders’

existing or previous customers• Document examination

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Service Contract

1. Contract period 2. Terms & schedule of payment3. Development timeline 4. Expected services and variation5. Measurable performance indicators 6. Provisions for performance

monitoring and sanctions7. Mechanism to terminate all / part of

the contract

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Service Contract

8. Include exit provisions :• Run-off period

• migration of data/ systems and provision of relevant information to the school or the new service provider

9. Intellectual property rights and copyrights

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Effective Performance Management

1. Output-based performance indicators

2. Establish the performance monitoring mechanism

Layers of monitoring mechanism : • monthly/ bi-monthly review at panel

level• annual review at school level

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Dispute Resolution

Give an early indication of performance deficiencies

Take appropriate action against non-performing service providers:• low-severity issues: resolve informally at

working level• severe issues: report to the senior

management, issue warning letters etc.• terminate the contract

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Intellectual Property Rights

Ensure that the service provider has the copyright of all materials provided to school

Keep documentary proofs for record purpose

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Intellectual Property Rights

Incorporate IPR clause(s) to specify that the IPRs and copyright of course materials/ L&T materials developed under the contract :

• to be remained the property of the school

• school should be granted the license to use and copy the materials for future use / dissemination among teachers

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Useful Links / Information on Tendering

Information on trading operations: http://www.edb.gov.hk/index.aspx?nodeID=1963&langno=1

Tender Document & Contract - Sample http://www.edb.gov.hk/FileManager/EN/Content_1977/standard

%20terms-e.pdf

Preparing Marking Scheme http://www.edb.gov.hk/FileManager/EN/Content_1977/point

%20to%20note%20on%20marking%20scheme-e.pdf

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6. Other Useful Information

1. Appointment of staff

EDB Circular No. 5/2005 (aided & DSS schools) EDB Internal Circular No. 4/2007

(Gov’t schools)

2. Other Relevant Statutory Requirements

Education Ordinance Employment Ordinance Mandatory Provident Fund Schemes Ordinance Prevention of Bribery Ordinance

EEGS Timeline Return ONE signed performance contract to SSU Kowloon Bay office in person

On or before 20 July

Recruitment/tender June to Sept

Receive template of Implementation Progress Form and soft copy of school plan by e-mail

Late Aug

Receive cheque collection details by fax

Late Aug

Collect cheque at Kowloon Tong Education Services Centre (Detailed to be announced in due course)

Sept

Submit Implementation Progress Form 30 September

Upload school plan onto school website On or before 30 Nov 2012

Submit and upload Progress/Final and Financial reports with receipts

On or before 30 Nov 2013/2014

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SCOLAR Website: www.language-education.com

Enquires:3527 0176

Address:Room 1702, 17/F, Skyline Tower, 39 Wang Kwong Road, Kowloon Bay九龍灣宏光道 39號宏天廣場 17 樓 1702室

Direction :Kowloon Bay MTR Exit A Podium Bus 224M Skyline Tower

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Thank you