FEDERAL GOVERNMENT EDUCATIONAL

INSTITUTIONS (CANTTS/GARRISONS)
FGEI (C/G) EDUCATION CODE
2023

Academic Rules, Regulations and Guidelines

Applicable to FGEI (C/G)

Issued By
Federal Government Educational Institutions
(Cantts/Garrisons) Directorate Rawalpindi
April, 2023
FEDERAL GOVERNMENT EDUCATIONAL
INSTITUTIONS (CANTTS/GARRISONS)
FGEI (C/G) EDUCATION CODE
2023

Academic Rules, Regulations and Guidelines

Applicable to FGEI (C/G)

Ltr # 04/14/77/Edn-2 dated 21/07/1977

& Institutional Reforms 2019

Issued By
Federal Government Educational Institutions
(Cantts/Garrisons) Directorate Rawalpindi
April, 2023
 TABLE OF CONTENTS
Serial Contents Page No.
i Table of Contents ii
ii Al-Quran vi
iii Preface vii
iv Foreword viii
1 Chapter: I INTRODUCTION 1
1.1 Definitions and Classifications 1
2 Chapter: II FINANCIAL ASPECTS (FEE AND 4
FUNDS)
2.1 Fee 4
2.2 Funds 5
2.3 Infrastructure in FGEI (C/G) 6
3 Chapter: III ACADEMIC/INTERNAL 9
ADMINISTRATION OF THE INSTITUTIONS
3.1 Role of Principal 9
3.2 Job Description, Powers & Responsibilities of 9
Principals
3.3 Job Description and Responsibilities of Vice 11
Principals
3.4 Job Description and Responsibilities of Coordinators 12
3.5 Job Description and Responsibilities of Class 12
Incharge
3.6 Job Description and Responsibilities of Teaching 13
Staff
3.7 Job Description and Responsibilities of Non- 14
Teaching Staff
3.8 Examination/Assessment System & Progress 15
Report
3.9 Academic Forecast of FGEI (C/G) Directorate 15
3.10 Curriculum 16
3.11 Scheme of Studies 16
3.12 Value Education 16
3.13 21st Century Skills 16
3.14 Holistic Child Development 16
3.15 Working Hours 16

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Serial Contents Page No.
3.16 Workload and Time Table 17
3.17 Discipline Committee of the Institution 17
3.18 Guidance and Counseling Service for Students/ 18
Parents
3.19 Character/Provisional Certificates 18
3.20 Hope Certificate (Final Result Awaited) 18
3.21 House System 18
3.22 MOD Duties 18
3.23 Periodical Evaluation through CQI/Boards/ 18
Universities
3.24 FGEI Human Resource Development (HRD) Regime 18
3.25 Appearance of Candidates in the Board/University 19
Examination
3.26 Tutorial Group 19
3.27 Library/Reading Room with E-Learning Facility 19
3.28 Celebration of National/Religious Days and Events 19
3.29 National Flag 19
3.30 National Anthem 19
3.31 Annual Sports Day/Color Day/Boy Scouts/Girl 19
Guide/Tameer-e-Shakhsiyat
3.32 Cleanliness Day 20
3.33 Green Day/Global Warming 20
3.34 Geography of Pakistan/Earth Information 20
3.35 Intellectual Contribution 20
3.36 Holidays/Vacations 20
3.37 Fee Collection 20
3.38 School/College Uniform 20
3.39 Student Council 20
3.40 Newsletters/Chronicles/Magazines 21
3.41 Role of IT/Media/Website 21
3.42 All Pakistan Academic Excellence Awards 21
Ceremony
4 Chapter: IV GENERAL RULES 22
4.1 Leave Policy and Procedure 22

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Serial Contents Page No.
4.2 Teaching Allowance 24
4.3 Redeem Teachers’ Respect 24
4.4 SOP Internship Program FGEI System 24
4.5 Termination of Probation Period 25
4.6 Teacher Misconduct 25
4.7 Student Code of Conduct 26
4.8 Expulsion and Rustication 27
4.9 Re-Entry into School/College 27
4.10 Class Promotion 28
4.11 Students’ Leave 28
4.12 Admission in School/College 28
4.13 Hafiz-e-Quran Cases and their Re-admission 28
Procedure
4.14 Age Limit for Students 29
4.15 Responsibility for Age Entry 29
4.16 Change in Name/Father’s Name and Date of Birth 29
4.17 Correction of Date of Birth 30
4.18 Discipline Rules for BS Students 30
4.19 Hostel Rules 31
4.20 Writing-Off Property from Stock Register 33
4.21 In-Service Death 33
4.22 Anonymous Letters/Applications 33
4.23 Grant of No Objection Certificate (NOC) to Apply for 33
VISA & Visit Abroad/Ex-Pakistan Leave
4.24 Absent from Duty (Disposal) 34
4.25 Federal School Health Policy Program (FSHPP) 34
4.26 Use of Vehicle 34
4.27 Departmental Permission Certificate (DPC)/No 34
Objection Certificate (NOC) to Apply for other Posts
4.28 Writing of Performance Evaluation Reports (PERs) 34
4.29 Dress Code of Staff (Colleges/Schools) 34
4.30 Occurrence Report 35

iv
Serial Contents Page No.
4.31 Clearance Certificate from Canteen Stores 35
Department (CSD)
4.32 Consolidated Guidelines 35
4.33 Personal Hearing 35
4.34 Strategies to Recover Learning Loss due to 35
Pandemic
5 Chapter: V DOCUMENTS (REGISTERS AND 36
RETURNS)
6 REFERENCES 38
Annexures Page No.
A Grant of Teaching Allowance (Letter) 42
B Absent from Duty - Disposal (Letter) 43
C Revision of Remuneration of Internees of School 44
(Letter)
D Dress Code (Letter) 45
E NOC for Fresh/Renewal of Passport Case 46
(Checklist)
F NOC to Apply for Visa Case (Checklist) 47
G Ex-Pakistan Leave Case (Checklist) 48
H Institutional Evaluation Proforma (CQI) 49
I Family Pension - In Service Death (Checklist) 53
J Financial Aid/Burial Charges out of Employees 54
Welfare Fund (Checklist)
K Family Pension - Death after Retirement (Checklist) 55
L Farewell Grant on Retirement (Checklist) 56
M Pension on Retirement - NTS (Checklist) 57
N Pension Case (Checklist) 58
O Policy - Department Permission Certificate 59
(DPC)/NOC to Apply for other Posts (Letter)
P Department Permission Certificate Case - 60
(Checklist)

v
AL-Qur'an

vi
 PREFACE

A comprehensive FGEI Education Code was always

required to address the administrative and academic
matters in accordance with an all-encompassing policy
framework. The freshly compiled and drafted edition of
FGEI Education Code 2023 by Research and
Development Team will facilitate the whole learning and
administrative process in terms of a readymade policy
provision as required from time to time by various offices of FGEI system.
This code will be a source of up-to-date information on rules and
regulations, shaping and consolidating FGEI system on the basis of a
uniform and rational assessment.

FGEI Education Code 2023 not only constitutes an authority but also
furnishes necessary general guidelines and standard procedures for the
teachers and Principals to run the institutions under the ambit of FGEI
(C/G) Directorate efficiently and smoothly. I hope all FGEIs will adhere to
these standard policies and procedures for the betterment of the system.

I commend the sincere efforts of Brigadier Waqar Ahmad, Director

(School Affairs) and his team for compiling, editing and launching the first
ever Education Code of FGEI, which will act as a beacon for all
stakeholders.

Major General
Muhammad Asghar, HI(M)
Dated: 06 April 2023 Director General FGEIs

vii
 FOREWORD

The primary focus of FGEI (C/G) Directorate is to strive for the uplift
and betterment of academic, infrastructural and administrative aspects of
all FGEIs while keeping up with the national and international standards
of quality education. In order to meet various administrative and
educational challenges faced by students, faculty and administration, the
idea of FGEI Education Code was conceived by worthy Director General
FGEIs Major General Muhammad Asghar, HI (M), which will act as a
ready-to-use comprehensive guide for all, by providing detailed
instructions and guidance for tackling every scenario or situation which
may arise during the educational and administrative process.

I appreciate the sincere effort of the developing team comprising of

Dr. Syed Azam Shah (Senior Principal), Dr. Sarwat Sultana (Principal),
Mrs. Adeela Sattar (Principal), Mr. Iftikhar Ali Shah (Associate Professor),
Miss. Humaira Ishtiaq (Assistant Professor), Mr. Sajidullah Khan (Admin
Officer Legal), Major Sundas Gul, GSO-II (Exam), Mr. Hassan Ali
(Assistant Professor) and Captain Numrah Arshad, GSO-III (CPD), whose
scholarly research and dedication have made it possible for this document
to see the light of day.

I strongly believe that this document will facilitate smooth operation

of institutions and all of their allied processes. I pray that this code may
prove itself to be a step forward in changing the institutional culture of
FGEI at all levels.

Brigadier
Waqar Ahmad
Dated: 06 April 2023 Director (School Affairs)

viii
 CHAPTER-I
1. INTRODUCTION
1.1. DEFINITIONS AND CLASSIFICATIONS OF BASIC TERMS & ACRONYMS
1.1.1. The provisions of all Acts and policy instructions contained in this code apply to all
Federal Government Educational Institutions and employees serving under the
administrative control of the Federal Government Educational Institutions
(Cantonments & Garrisons) Directorate, Rawalpindi.
1.1.2. The definitions and classifications in this chapter apply throughout the code
except where it is otherwise stated.
1.1.3. In this code unless there is anything repugnant in the subject or context:
i. Gender. The pronoun “he” and its derivative are used of any person
whether male or female.
ii. Number. Unless the contrary appears from the context, words importing
the singular number include the plural number and words importing the
plural number include the singular number.
iii. Academic Session means the academic year as fixed by the FGEI (C/G)
Directorate from time to time.
iv. ADP means “Associate Degree Program”.
v. ADPA means “Associate Degree Program for Arts”.
vi. ADPS means “Associate Degree Program for Science”.
vii. AO means “Admin Officer”.
viii. BS means “Bachelor of Science Degree Program for Science”.
ix. Board means a board established under Federal Board of Intermediate
and Secondary Education Act 1975 or a board established under any other
Act.
x. CMA means “Controller Military Accounts”.
xi. Competent Authority means a person or organization that has the legally
delegated or invested authority, capacity, or power to perform a designated
function as mentioned in rule 6 of Civil Servants (APT) Rules, 1973.
xii. CQI means “Continuous Quality Improvement”.
xiii. CSD means “Canteen Stores Department”.
xiv. CLC means “College Leaving Certificate”.
xv. Director General means the head of Federal Government Educational
Institutions (Cantonments & Garrisons) or by whatever name called.
xvi. Directorate means the “Federal Government Educational Institutions
(Cantonments & Garrisons) Directorate, Rawalpindi”.
1
xvii. DDO means “Drawing and Disbursing Officer”.
xviii. DPC means “Departmental Permission Certificate”.
xix. Educational Institution means an institution (College or School) under the
administrative control of FGEI (C/G) Directorate.
xx. EOL means “Extra Ordinary Leave”.
xxi. FGEI means “Federal Government Educational Institutions”.
xxii. Financial Year means the year as fixed by the Federal Government from
time to time.
xxiii. Government means the “Federal Government”.
xxiv. GPA means “Grade Point Average”.
xxv. HSSC means “Higher Secondary School Certificate”.
xxvi. IT means “Information Technology”.
xxvii. JD means “Job Descriptions”.
xxviii. MINISTRY where used without complete name means the “Ministry of
Defence, Government of Pakistan”.
xxix. MOD means “Master/Mistress of the day”.
xxx. NOC means “No Objection Certificate”.
xxxi. NTS means “Non-Teaching Staff”.
xxxii. Parent-Teacher Council means “the Principal, coordinators and parents of
students.”
xxxiii. PER means “Performance Evaluation Report”.
xxxiv. PTM means “Parent Teacher Meeting”.
xxxv. RAB means “Regional Academic Board”.
xxxvi. Scholarship means periodical payments to a pupil on roll in an
Educational Institution for a fixed period as per conditions set forth by the
Directorate offering scholarship.
xxxvii. Section (in Schools) means a class of students comprising of 40 students
or below and (in Colleges) it means First year class comprising of 50 and
60 students for science and arts classes respectively.
xxxviii. SHAHEED (SHUHADA) means a uniform person or a civil servant who
embraces shahadat for a national cause.
xxxix. SLC means “School Leaving Certificate”.
xl. SSC means “Secondary School Certificate”.
xli. STUDENTS’ COUNCIL means a group of selected and volunteered
students working together with an advisor within the framework of a
constitution or by-laws to provide a means for student expression and
2
 assistance in school/college affairs and activities, give opportunities for
student experience in leadership and encourage students.
xlii. SHP means “School Health Policy Program”.
xliii. UNIVERSITY means a university established or incorporated by or under
any law for the time being in force and includes an educational institution
which the Federal Government may, in consultation with the Commission,
by notification in the official Gazette declare to be a university.

3
 CHAPTER-II
2. FINANCIAL ASPECTS (FEE AND FUNDS)
2.1. FEE
2.1.1. Uniform Rate of Fee. Uniform rate of funds and fee are prescribed by the
Directorate for first shift and second shift schools/colleges throughout the country.
No additional fee/funds of any kind will be charged by any institution. Additional
fee/funds, on the recommendation of Regional Boards, will become effective only
when processed through the FGEI (C/G) Directorate and approved by the Chief of
Army Staff (COAS).
2.1.2. Free Education. Free education will be provided to the children of martyrs
(Shuhada) belonging to the Armed Forces, Civil Armed Forces, Police, and the
Intelligence Agencies. Free education will be provided up to graduation level and
will be funded by Federal Government. Children of FGEI employees will also be
exempted from fee and funds. (Authority: Ministry of Defence letter. No.
1/9/Gen/D-22/2010 dated 19 Jul 2011 and FGEI Directorate letter. No.04/32/2012-
FGEI (Coord) dated 17 Aug 2012)
2.1.3. Approval of the Fee Rate. Increase in tuition fee rate will be approved by the
COAS and notified by the Directorate. It will be charged for 12 months in an
academic year. It will not be charged twice if a student gets transferred within
system.
2.1.4. Deposition of Funds in Banks. The fee and funds will be deposited in bank by
the ministerial staff (Bursar/Accountant/UDC/LDC) of the institution within given
due date.
2.1.5. Siblings Concession. Siblings studying in FGEI will be granted concession; the
eldest will pay in full and the youngest will pay half of the tuition fee. However,
funds will remain the same.
2.1.6. Special Fine
a. An absence fine at the following rates will be realized from students
(Colleges: Rs. 10 Per period/Day, Schools: Rs. 5 per Day)
b. The Head of an Educational Institution is empowered to impose a
special fine upto a maximum of Rs. 1000 and Rs. 500 in colleges and
schools respectively (Authority: Education Code 1974 & Revised
Education Code 2006)
2.1.7. Remission of Fine. The Head of institution is empowered to remit/reduce the
fine mentioned in the preceding article. (Authority: Education Code 1974 &
Revised Education Code 2006)
4
2.2 FUNDS
2.2.1. Regional Development Fund Collection/Expenditure. For overall development
of the FGEI; regional development fund will be collected from students. It will be
realized by the respective institutions and will be maintained at regional level
instead of institutional level so as to enable the Chairman Regional Board to
ensure uniform development of FGEI in their regions. Regional offices may be the
account holders. Regional offices will operate it under the sanctions from the
Chairman Regional Board. All the developmental work will abide by the Public
Procurement Regularity Authority Ordinance (2002), in its true letter and spirit.
(Authority: Public Procurement Regulatory Authority Rules S.R.O. 1093(I)/2015
dated 06 Nov 2015). Expenditure out of Regional Development Fund will be
utilized as follows:-
a. Repair and maintenance of existing FGEIs
b. Construction of additional classrooms
c. Procurement of various amenities/equipment/machines essentially required
for better learning environment
d. Employment of teaching/non-teaching staff in case of acute shortage, ban
on recruitment or non-existence of authorized posts.
e. Human resource development (training/consultancy)
2.2.2. Students Fund Expenditure. Head of educational institutions is empowered to
incur expenditure out of fund as per ceiling delegated by competent authority on
the following items:-
a. Library books, newspapers and periodicals
b. Science and Home Economics equipment and material
c. Expenditure related to conduct of in-house examinations
d. Financial aid to the deserving students as per Directorate directive
e. Payment to honorary employees (teaching & non-teaching staff/Interns)
f. Sports and allied facilities
g. Educational excursions
h. Hot and cold weather charges
i. Prizes for students
j. Scouting/Girls Guide/Club activities
k. Progress reports, printing, and photocopying of teaching material
l. Audio-Visual aids
m. Drawing equipment/Art material
n. Expenditure related to extra and co-curricular activities
5
 o. First Aid
p. Payment of utility charges viz (Electricity, Telephone, Internet, Sui Gas,
Water & POL charges) if budget allocation isn’t available.
q. Any other item(s) relating to students’ welfare involving exceptional
circumstances to be expended subject to prior written approval of the
Regional Offices/FGEI (C/G) Directorate.
r. If any alumni or any outsider desires to donate for the FGEI in any form, the
donation will be accepted only after approval of the ROs/FGEI (C/G)
Directorate.
s. Regions may be authorized to accept donations with the approval of
Directorate for the development of institutions. However, institution
purchase committee shall be involved for the repair and development plan
according to the need and requirement of institutions.
2.3. INFRASTRUCTURE IN FGEI (C/G)
Adequacy of institutional infrastructure has strong relation with high achievements
of the students. Followings are the pre-requisites of an institution:-
2.3.1. Standard Classroom Size. A standard classroom may be of the size of 35x22
sq.ft. depending upon the availability of space. However, built up classrooms will
not be altered. It shall be well-lit, airy, having proper doors and windows with
proper arrangement for hot and cold weather, keeping in mind the safety of
students and availability of funds.
2.3.2. Furniture. Furniture may comprise of student chairs and desks, exam chairs,
teacher chairs & table, white/green board, rostrum and flannel boards.
2.3.3. Science Labs. Science labs with up-to-date apparatus, instruments and
chemicals are required for high schools and colleges.
2.3.4. Library. There will be a library with minimum 1000 books for primary school, 3000
books for high schools and 5000 books for degree (Post Graduate) colleges.
Books will be discretely selected keeping in view the mental level and interests of
the students. At college level, course reference books meeting the requirements
of the BS and Masters programs will necessarily be made available. The library
fund will be expended only on purchase of study material in print and digital form
as well. E-learning facilities will be provided in all institutions especially in the
colleges offering BS programs.
2.3.5. Physical Facilities. Physical facilities like playgrounds, indoor and outdoor
facilities, examination/activity hall, activity room and library may be provided.

6
2.3.6. Admin Offices. The administration block comprising of principal’s office, staff
room and clerical office/admin office shall be maintained with simple, decent
furnishing along with internet facility.
2.3.7. Washrooms. There shall be neat and clean washrooms for staff and students
separately, with proper arrangement of water and cleanliness. At least one
washroom per 100 students separately for boys and girls.
2.3.8. Facade of FGEI. The facade of FGEI may be decent with proper main gate and
secure boundary walls. Same color scheme as given in FGEI uplifting manual for
all FGEIs may be followed.
2.3.9. Security Related Equipment. Equipment required for security measures and
checking must be in working condition in the FGEIs.
2.3.10.Drinking Water. There shall be clean drinking water, water coolers at different
points for students as well as for staff.

2.3.11.Cafeteria/Tuck-Shop/Canteen. There shall be a type of food service location

within an institution to fulfill the needs of students and staff. The head of
educational institution shall make arrangements to award contract and running of
cafeteria/tuck-shop/canteen by observing codal formalities. He shall fix rent in
consultation with ROs, the rent shall be deposited in Government Treasury.
(Authority: Education Code 2006 (91) page-22 & Revised Standing Operating
Procedure FGEI (C/G), 2022-part V, Ser. No 17, page 90).
2.3.12.IT Room. A separate IT cell equipped with IT equipment and an IT expert is a pre
requisite of every institution in today’s IT era. Room having all the facilities to
conduct IT based activities will be maintained by all institutions.
2.3.13.Computer Labs. A laboratory having adequate number of computers is
mandatory in all institutions to fulfill the needs of students according to their
syllabi.
2.3.14.Internet. Internet connection should be in administration block, library and in
activity room to connect.
2.3.15.Assembly Area/Stage. There may be some specific area allocated to conduct
the morning assembly having a stage that should be visible to all the audience.
2.3.16.Flags. Flags may be there on the assembly stage. Flags include National flag,
FGEIs flag, institutional flag and flags of different Houses.
2.3.17.Sound System. There may be proper sound system to conduct assembly
announcements, co-curricular and extracurricular activities. Hall of the institution
may have a sound system for indoor activities.

7
2.3.18.Exam Cell. Exam cell is the integral part of every institution which may be
adequately equipped and maintained to meet the assessment and evaluation
requirements.
2.3.19.Visitors’ Room. A place may be reserved as a waiting room for the parents and
general public.
(Authority: Uplifting the FGEIs Infrastructure Manual, 2017 Letter No:0409/F-
11/22-FGEI (Trg Cell) dated 21 Feb 2022)

8
 CHAPTER-III
3. ACADEMICS/INTERNAL ADMINISTRATION OF INSTITUTIONS
3.1. ROLE OF PRINCIPAL
Principal is the administrative head of the institution. He has the responsibility to
ensure the efficient performance of all the segments of the institution through judicious
allocation of resources, fair conduct and sound managerial skills. He provides motivation
to the workforce and makes them realize the goals of the institution. Following are the
pre-requisites of the post of a principal:-
3.1.1. Professional Approach. Professional excellence is an essential ingredient for an
effective principal. All administrative, HR and academic functions and their
interaction with one another must be thoroughly understood by him. Decision-
making be prudent but timely. Right priority should be accorded to all matters
urgent, critical or both.
3.1.2. Supervisory Skills. All academic and co-curricular/extra-curricular activities
should be closely supervised but taking care not to infringe upon genuine
initiative. Guidance needs to be extended where deviations from established
standards are observed.
3.1.3 Leadership Traits. Principal must exhibit necessary leadership traits. It has to be
kept in mind that leadership is an art that can be mastered through practice.
Fairness, impartiality of judgment, personal example, dedication, sincerity of
purpose can often bring out the best in subordinates.
3.1.4. Good Relationship with Authority and Staff Management. A principal acts as a
bridge between the competent authority and the subordinate staff. He should keep
communication channels free and open with both. He must realize that he is
competing with other institutions of the system for resources; thus he should plead
his case to higher authorities with sound reasoning and logic.
3.1.5. Integrity. Being a figurehead, principal has to be an epitome of integrity. His
beliefs, words and actions must be one with no contradictions. Lack of dichotomy
between his words and actions will leave no cause to mistrust him.
3.2. JOB DESCRIPTION, POWERS AND RESPONSIBILITIES OF PRINCIPALS
Principal of an institution shall be responsible for the supervision of all affairs of
the institution under his administrative domain. The following are the main responsibilities
of a Principal:-
3.2.1. Administration. Principal is responsible for overall administration of the
institution. He is fully responsible for providing conducive environment to students
and teachers; for this very purpose, he has to make an effective correspondence
9
 with all senior officials at Stations, Regions and Directorate, for smooth functioning
of the institution. He is responsible for timely implementation of policies and
guidelines from the authorities. Principal will perform as a Drawing and Disbursing
Officer (DDO) of the institution. Being the principal accounting officer of the
institution, he is responsible for the overall financial administration. The basic
functions of the DDO include preparation of budget estimates of expenditure,
preparation and submission of claim vouchers (bills) to the accounts office for
withdrawal and disbursement of cheques/cash to staff/vendors/service providers,
reconciliation of expenditure figures with the accounts office and all audit affairs.
3.2.2. Supervision. A Principal as supervisor must define goals, communicate objectives
and monitor performance of his staff and students. Constant and continuous
supervision brings an improvement in a teaching-learning environment.
3.2.3. Evaluation. Principal is responsible for evaluating the performance and
effectiveness of his staff and students by employing standard yard sticks and Key
Point Indicators of CQI proforma (Annexure-H). This role is significant in relation
to the filling of annual PERs of the staff by Principal.
3.2.3. Admission, Exam and SLC/CLC. Students shall be enrolled according to clear-
cut guidelines and prevailing policy of the competent authority. For all external
examinations, Board/University rules shall be followed. Similarly, SLC/CLC may
be issued on the request of parents or on disciplinary grounds, including over age
cases.
3.2.4. Policy Implementation. Principal must follow the policy guidelines issued by the
competent authority on curricular issues. Matters of conflict shall be referred to the
Directorate for guidelines and solutions.
3.2.5. Authority of Principal. Principal will act as authority for his staff and students.
His orders within internal administration of the institution will remain vital and valid,
if they are according to the SOPs and policy provisions. His status of authority as
a head of the institution shall be respected by all.
3.2.6. Institutional Target Oriented Yearly Plans. It is one of the greatest
responsibilities of principal to set proper targets and goals on yearly basis. For
progression of the institution’s academic and administrative uplift, ‘five year’ plan
shall be submitted to the Directorate by principals. To meet the urgent and long-
term infrastructural needs of the institutions, the infrastructural requirements will
be submitted to the competent authority for timely execution.

10
3.2.7. Ensure the Conduct of PTM. Parent-Teacher Meetings as scheduled in the
academic forecast of the institution is an important aspect. Active involvement of
parents will be ensured by principal.
3.2.8. Maintenance of Record. To ensure proper maintenance of record is the sole
responsibility of principal; for this purpose, job description of staff should be clearly
defined which includes; but is not limited to, Service Books, Admission Withdrawal
Register, Personal Files, Leave Account, Cash Books, Items related to Ledgers,
Annual Stock Verification and Gazette History of the staff. Discrepancies in the
record, if any, will be thoroughly investigated for rectification and fixing the
responsibility.
3.2.9. Responsibility Teaching/Non-Teaching Staff. Principal is responsible for
redressing grievances and problems of teaching and non-teaching staff. It is
obligatory for him to process all kinds of applications/requests within stipulated
time to the higher authorities with clear recommendations and remarks for which
he/she is not the sanctioning authority. However, it is responsibility of the
individual to complete the documentary requirements of the cases before
submission; in such cases principal is authorized to return the case for
completion/correction. Similarly, in case of consecutive casual attitude of an
individual, he is authorized to process a case for disciplinary action and EOL to
the Directorate and the CMA concerned.
3.2.10. Excursion Trips for Students & Staff. Principal will ensure
excursion/educational trips for students/staff as per Directorate policy.
3.2.11. The Repair and Maintenance of Institution. It is the duty of the DDO to maintain
their institutions’ state of building and other infrastructure according to desired and
necessary requirements. DDO may use the institutional funds for essential and
necessary repair works.
3.3. JOB DESCRIPTION AND RESPONSIBILITIES OF VICE PRINCIPALS
There has to be a Vice Principal in all the FGEIs. Designated Vice Principal/senior
most faculty member or some other most suitable faculty member will be nominated as
Vice Principal by principal. A copy of the order may be forwarded to the ROs and FGEI
(C/G) Directorate. The main job descriptions of Vice Principals are as under: -
3.3.1. To act as vice of principal and report to him.
3.3.2. To assist and advise principal on academic, administrative and co-curricular affairs
of the institution.
3.3.3. To ensure regularity and punctuality of staff.
3.3.4. To act as counselor and in-charge of student affairs.
11
3.3.5. To serve as a bridge between staff and principal.
3.3.6. To ensure general cleanliness of the institution.
3.3.7. To follow the channel properly and perform any other academic and administrative
duty as assigned by principal.
3.4. JOB DESCRIPTION AND RESPONSIBILITIES OF COORDINATORS
Senior and experienced teachers will be marked as coordinators at each level i.e.
primary, lower secondary, higher secondary and BS level. However, the role of the
coordinators is very important in this sense; they will oversee the academics and
discipline of their respective wing. Their role is supervisory and will provide extra
assistance and strength to the institution. The job description of the coordinators is
enlisted below: -
3.4.1. Coordinators will act as liaison staff among students, parents and principal.
3.4.2. Coordinators are responsible for the cleanliness and overall discipline of their
respective wing.
3.4.3. Coordinators will ensure the dress code of teachers and uniform of student.
3.4.4. Coordinators will ensure the follow up of scheme of studies and course coverage.
3.4.5. Coordinators will highlight the anomalies in admission, exam and other learning
process.
3.4.6. Coordinators will ensure their supervisory role i.e. regular visit to the classes and
checking of copies/answer scripts/assignments/quizzes etc.
3.4.7. Coordinators may conduct special meetings of parents with teachers other than
prescribed in the academic forecast.
3.4.8. Coordinators will ensure that the learning of their wing does not suffer due to the
long leave of a teacher, like maternity leave, especial leave and other illness or
absence of a teacher.
3.4.9. Coordinators will ensure the cases of the enrolled students are streamlined with
proper registration and admission numbers.
3.4.10.Coordinators will ensure the prohibition of corporal punishment.
3.5. JOB DESCRIPTION AND RESPONSIBILITIES OF CLASS INCHARGE
Class Incharge has significant role in the whole learning process. His role is
multifarious in nature. He at the same time will act as counselor for students and as sole
custodian of various records of the class, including Attendance Registers, Dossiers and
Progress Reports of the students. The job description of the class incharge is briefly
described as follows: -
3.5.1. To maintain student attendance record in the class, roll call during the first period
of the class.
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3.5.2. To get the approval of a long leave regarding a particular student from vice
principal/principal office.
3.5.3. To submit the detail of attendance summary to the coordinators for further
discussion in PTM.
3.5.4. To maintain up-to-date progress record of the students including term
examinations.
3.5.5. To prepare the cumulative record of those students whose performance is below
the mark.
3.5.6. To maintain discipline of the class, in terms of uniform, haircut and arrangement of
symmetrical furniture for the students.
3.5.7. To facilitate the learning process for students and other teachers.
3.5.8. To initiate the reports against those students who violate the discipline of the
institution.
3.5.9. To remain actively in contact with the parents through coordinators.
3.5.10.To manage class through monitors, proctors, prefects and active liaison with the
chief proctor of the institution.
3.6. JOB DESCRIPTION AND RESPONSIBILITIES OF TEACHING STAFF
A good teaching team is the backbone of an educational institution. The academic
uplift and general grooming of the students is not possible without absolute devotion and
dedicated efforts of teachers. As an important element, teaching staff has been playing a
pivotal role for the whole education system. Following is a brief job description of
teaching staff:-
3.6.1. To follow the dress code as prescribed through various circulars of the
Directorate.
3.6.2. To present themselves as role model for students.
3.6.3. To develop excellent communication and interpersonal skills in the students.
3.6.4. To have a good command over their respective subjects along with updated
knowledge.
3.6.5. To impart quality education and training to students with special emphasis on their
educational and personality grooming.
3.6.6. To take assigned classes as per given time table/fixtures.
3.6.7. To ensure their punctuality and avoid unnecessary leaves during the session.
3.6.8. To teach and complete syllabi effectively and efficiently, as per the academic
forecast issued by the Directorate/Board/University.
3.6.9. To contribute towards the maintenance of institutional discipline.

13
3.6.10.To extend full co-operation to Timetable Incharge, Controller of Exams, Vice
Principals and Principal.
3.6.11.To remain polite and exhibit courteous behavior towards students, parents and
general public.
3.6.12.To adhere to and abide by the rules and regulations as circulated and notified by
the institution/Directorate.
3.6.13.To maintain the record including Attendance Registers and other related stock of
the institution as per desired criteria.
3.6.14.To prepare effective lesson plans of the topics.
3.6.15.To ensure checking of homework, notebooks and student diaries.
3.6.16.To follow up and achieve target GPAs as assigned to them by the Institution.
3.6.17.Any other duty and responsibility as assigned by the Head of Institution.
3.7. JOB DESCRIPTION AND RESPONSIBILITIES OF NON-TEACHING STAFF
The non-teaching staff is an essential component of an effective administration.
Their duties and role have significant importance, because no institution can flourish and
progress without due role of Non-Teaching Staff. The term Non-Teaching Staff covers all
the allied and supporting staff of the institution involved in other than teaching. The
following are the generalized Job Descriptions for all NTS staff: -
3.7.1. For NTS whose job is confined to the office (LDC/UDC, Accountant and AOs); it
is mandatory to maintain updated records of the institution.
3.7.2. To maintain the record according to the audit requirements.
3.7.3. To follow up and actively pursue the audit objections and other related pending
cases with CMA under the guidance and advice of DDO.
3.7.4. To meet the target and timeline of registration and admissions as notified by the
Board or Universities in coordination with the exam cell.
3.7.5. To obey and comply with orders of the Head of Institution in true letter and spirit.
3.7.6. To behave decently while dealing with teaching staff, parents and other visitors.
3.7.7. To check the list of daily reports and returns along with surfing the e-mails.
3.7.8. To ensure the Annual Stock Verification, monthly statement of accounts and to
highlight, if there are any discrepancies.
3.7.9. To ensure the timely conduct of condemnation/Auction Boards.
3.7.10. The NTS staff whose job is pertaining to cleanliness and maintenance of the
institution, have their prime duty to do the job as per desired pattern and
guidelines.
3.7.11. To ensure security and safety measures for government property.

14
3.7.12. It is the duty of allied staff to perform all the supporting duties as assigned by the
Head of the Institution. Allied staff cannot be marked and specified only to a
single duty. In case of requirement and emergency, their duties and
responsibilities can be rotated for the just and noble cause of institution. For
instance, in the absence of accountant/bursar/AO,UDC/LDC and Asstt will
perform the same duties.
3.8. EXAMINATION/ASSESSMENT SYSTEM AND PROGRESS REPORT
The rules and regulations for external examination will be strictly followed as
prescribed by the Boards and Universities. Federal Government Educational Institutions
(Cantts and Garrisons) may be affiliated with any Public Sector Board or University
according to their own convenience with permission of FGEIs Directorate. For
Scholarship Examination of Class 5th/8th as conducted by the Directorate, the rules and
procedures of the Directorate shall be followed along with amendments notified from time
to time. There shall be no concept of centralized exam at regional level other than
scholarship, however, centralized question papers from regions may be utilized except
board classes. All other exams shall be conducted by the institutions at their own, as per
procedure in vogue; however, schedule/duration will be notified by the Directorate in the
academic forecast. Assessment system for classes prep to three as developed at the
Directorate level will be followed in schools, and portfolios of the students will be
maintained by the class incharges. After each exam, the progress reports shall be
prepared by the class incharges under the supervision of co-coordinators and the same
will be discussed while highlighting the weak areas of the students in detail with parents.
The progress report of Junior classes i.e. Prep-3 will include personality grooming
aspects to communicate Holistic Child Development to the parents whereas Progress
Report of the student participation in CCA/ECA will be added in progress report to
communicate these aspects of personality development to the parents. The performance
report will be submitted to principal. (Authority: Teaching and Assessment Mechanism
(Provisional) Based on SNC - Pre 1 to V Letter No. 04/18/2022-FGEI (Exams) Dated 12
May 2022)
3.9. ACADEMIC FORECAST OF FGEI (C/G) DIRECTORATE
All FGEIs will follow the Academic Forecast of the Directorate. The Directorate will
issue the forecast of academic events e.g. process of admissions, terminal exams, PTM
and open day for parents, co-curricular activities and extra-curricular activities, literary
and excursion trips for staff and students during the whole academic session.

15
3.10. CURRICULUM
The prescribed curriculum and textbooks shall be used as notified by the
Directorate/Board/University from time to time.
3.11. SCHEME OF STUDIES
The scheme of studies will be prepared by the FGEI (C/G) Directorate and will be
uploaded on Directorate website for institutions of (warm/cold) regions enlisting all details
and titles of the work to be covered in each week and term. Lesson plans will be
prepared by the teachers on the basis of scheme of studies according to the template
shared by the Directorate. Centralized scheme of studies shall be followed in the
colleges as well. Principal will be responsible for the preparation of detailed scheme of
studies and its implementation as per timeline decided by the Board & Universities. Once
prepared, the head shall ensure that the goals set forth for a particular period have been
achieved and scheme of studies is followed.
3.12 VALUE EDUCATION
Value education can be described as character education or moral education. The
institution will ensure provision of value education to the students for making them a
useful member of the society. The prime duty of an institution is to develop character and
personality of the students as well as to inculcate good citizenship and moral and ethical
values in them.
3.13. 21st CENTURY SKILLS
The FGEIs’ students must acquire abilities to compete and succeed in the present
information era. All these types of skills as Learning Skills, Literacy Skills and Life Skills
must be focused on, to keep students competitive and contribute to their future career.
(Authority: Development of 21st Century Skills (Primary Level) Letter No. 0409/F-11/21-
FGEI (CPD-ACA) Dated 10 Feb 2022)
3.14. HOLISTIC CHILD DEVELOPMENT
Holistic Child Development is a multi-dimensional growth plan for the individuals
that undertake certain important aspects such as socio-cultural, employability, creation of
sense of awareness, citizenship and an urge to achieve noble goals in life. FGEIs
students must be provided with due opportunities, guidelines and well-designed activities
in this regard. (Authority: Holistic Child Development Module (Primary Level) Letter No.
0409/F-11/21-FGEI (CPD-ACA) Dated 10 Feb 2022)
3.15. WORKING HOURS
The working hours will be notified by the Directorate for summer and fall seasons
separately. However, for Board/University classes, institutions may arrange it according

16
to their own convenience. (Authority: Revised Standing Operating Procedure, part IV,
Ser. No 16, page 72).
3.16. WORKLOAD AND TIME TABLE
The number of periods along with other workload will be judiciously distributed by
vice principal and coordinators with consultation of principal. Principal of the institution is
acting as head teacher and will facilitate the learning process along with his/her
supervisory role. However, principal may not be included in the workload in terms of the
distribution of periods. Vice Principal, Time Table Incharge & Coordinators will act as
Teacher-cum-Administrator but their number of periods will not be more than 12
periods/week. Detailed job description and responsibilities of the coordinators are given
at page number 13 of the document. Subject wise need of specialists will be fulfilled
according to the requirement of the institutions. Workload will be judiciously distributed
among faculty members according to workload distribution policy.
3.16.1.The detail workload of time table as per various cadres is as follows:-
a. Principal BPS-20 Administrative duties
b. Principal BPS-19 6 periods per week along with
administrative duties
c. Vice Principal BPS-18 12 periods per week
d. SST/Librarian BPS-17 28 periods per week
e. TGT/DM/PTI BPS-16 28 periods per week
f. Librarian BPS-15 28 periods per week
g. EST BPS-14 28 periods per week
(Authority: vide FGEI (C/G) Directorate letter. No. 04/2/2021-FGEI (Acad) dated
08 Oct 2021)
3.16.2.The detail workload of timetable for Higher Secondary/Intermediate/BS/ MS level
is given under:-
a. Professor BPS-20 Administrative duties
b. Associate Professor BPS-19 15 periods per week.
c. Assistant Professor BPS-18 20 periods per week.
d. Lecturers BPS-17 25 periods per week.
(Authority: vide FGEI (C/G) Directorate letter. No. 04/28/2010-FGEI (Coord) dated
03 Feb 2011)
3.17. DISCIPLINE COMMITTEE OF THE INSTITUTION
One of the senior faculty members, other than principal/vice principal, will be
nominated as Chief Proctor of the institution along with other members of the committee.
The committee will maintain effective discipline of the institution while handling the
17
 discipline cases especially during morning, recess and at pack up time while following
the SOP of house system.
3.18. GUIDANCE AND COUNSELING SERVICE FOR STUDENTS/ PARENTS
A Counseling Committee will be formed under senior coordinator comprising of
the following members: -
3.18.1. Chief Proctor President
3.18.2. Senior Coordinator Member
3.18.3. Class Incharge Member
3.19. CHARACTER/PROVISIONAL CERTIFICATES
Students who successfully complete their studies with punctuality and complete
the courses are entitled to get character/provisional certificates.
3.20. HOPE CERTIFICATE (FINAL RESULT AWAITED)
Hope Certificates may also be awarded to students who appeared in the
board/university examination on demand of students/parents.
3.21. HOUSE SYSTEM
The head of institution will divide the institution into different houses and each
house will be headed by the House Master while allocating the different colors/bands.
Inter house competition will be conducted for the selection of the best lot to participate in
regional and inter regional competitions.
3.22. MOD DUTIES
Two teachers on daily basis will serve as Masters of the Day (MOD) who will take
care of all aspects of school/college on that day. They will come an hour earlier and will
leave an hour later. They may not be included in the time table for that day. They will
write a report of happenings of that day on assigned register as per given specimen.
(Authority: Revised Standing Operating Procedure FGEI (C/G) 2022 part III, Ser. No.
33(F), page 56)
3.23. PERIODICAL EVALUATION THROUGH CQI/BOARDS/UNIVERSITIES
All institutions will be evaluated through the pattern of continuous quality
improvement along with periodical evaluation system of boards and universities.
(Authority: CQI Booklet Letter No. 0409/F-11/22-FGEI (Trg Cell) Dated 21 Feb 2022)
3.24. FGEI HUMAN RESOURCE DEVELOPMENT (HRD) REGIME
For maintaining quality of education and strategies of teaching, training of
teachers plays an integral role. A policy in the light of UNO (SDG-4) has already been
circulated by FGEIs (C/G) Dte for teachers training under the caption of HRD regime in
the light of a wholesome need analysis and it lays down the frame work of conduct of

18
HRD activities in the system. (Authority: FGEI (C/G) Human Resource Development
(HRD) Regime, 2022)
3.25. APPEARANCE OF CANDIDATES IN THE BOARD/UNIVERSITY
EXAMINATION
The pre-requisite rules and regulations of the boards/university will be strictly
followed as notified from time to time. Principal will forward the admission form to the
board/university of only those students who fulfill the criteria of concerned
board/university especially in respect of attendance/clearance of dues/discipline and
good conduct.
3.26. TUTORIAL GROUP
A tutorial is a teaching session given to one student or a small group of students.
A tutorial could also be a small group led by a tutor, in which the tutor helps the whole
group with maths, physics, chemistry, computer science or any other topic. Tutorial
groups shall be introduced in the institution at all levels. Weak students of the different
sections will be specifically focused through tutorial support of the faculty.
3.27. LIBRARY/READING ROOM WITH E-LEARNING FACILITY
The institutions will submit their demand to the ROs/Directorate and will ensure
their maximum effort to provide e-learning facilities in all the libraries along with quality
books for students and staff. Principal and librarian will ensure its proper and effective
functionality.
3.28. CELEBRATION OF NATIONAL/RELIGIOUS DAYS AND EVENTS
All Federal Government Educational Institutions (Cantts/Garrisons) shall celebrate
national/religious days on the next day in case of holiday with full zeal & zest.
3.29. NATIONAL FLAG
A nation’s identity is determined by its flag. It is mandatory for all the institutions to
hoist the National Flag at full/half-mast on their buildings or within their premises on
national days in accordance with the national flag protocol.
3.30. NATIONAL ANTHEM
National anthem shall be sung in the morning assembly. Incharge of morning
assembly shall arrange different groups of students with the singing choir while using a
standard music tune and melody in the background. Attendance of principal and staff in
the morning assembly is mandatory.
3.31. ANNUAL SPORTS DAY/COLOR DAY/BOY SCOUTS/GIRL GUIDE/ TAMEER-E-
SHAKHSIYAT
In addition to regional and inter regional sports activities, an annual sports day
shall be organized by all the institutions. Boys Scouts and Girls Guide activities will be
19
arranged at institutional level. Tameer-e-Shakhsiyat week will be celebrated at the end of
the session as mentioned in Academic Forecast. (Authority: Tameer-e-Shakhsiyat week
Letter No. 0409/2021-FGEI (CCA), Dated 12 May 2021)
3.32. CLEANLINESS DAY
A cleanliness day will also be celebrated in a befitting manner in all the institutions
for general awareness of the students and parents. An awareness campaign will be
effectively run under the guidance of a teacher.
3.33. GREEN DAY/GLOBAL WARMING
A proper awareness program shall be chalked out by all the institutions regarding
Green Pakistan and fight against global warming.
3.34. GEOGRAPHY OF PAKISTAN/EARTH INFORMATION
All institutions will arrange programs regarding the various earth zones and
geography of Pakistan.
3.35. INTELLECTUAL CONTRIBUTION
Teachers and students shall strive for intellectual contribution in the various
broadcast programs of TV, radio, newspapers and journals. They may also take part in
the relevant programs of education, scientific exhibitions and various quiz competitions.
3.36. HOLIDAYS/VACATIONS
All Federal Government Educational Institutions (Cantts/Garrisons) shall observe
the national holidays/vacation as mentioned in the Academic Forecast of the Directorate
other than notified through specific notifications/circulars.
3.37. FEE COLLECTION
In FGEIs, fee shall be collected through banks or as per Directorate's instructions.
The head of the institution will ensure timely distribution of fee challan with the
assistance of teaching and clerical staff.
3.38. SCHOOL/COLLEGE UNIFORM
Every school/college shall prescribe a proper uniform for its students in the
prospectus, keeping in view the instructions of the FGEI (C/G) Directorate. It is the
responsibility of the head of the institution to enforce his/her students to wear a proper
uniform and maintain the decorum of the institution.
3.39. STUDENT COUNCIL
In school and colleges, student council shall be formed through selection of
competent, disciplined, punctual, and obedient students who will take an oath of
allegiance in an investiture ceremony. Their prime duty is to maintain discipline in the
institution. (Authority: SOP House System Letter No. 0409/F-11/22-FGEI (Trg Cell) dated
21 Feb 2022)
20
3.40. NEWSLETTERS/CHRONICLES/MAGAZINES
Publication of newsletters/chronicles and magazines will be encouraged since
intellectual activities inculcate belletristic and literary spirit in the students. However, the
school/college administration will constitute an editorial board for proper scrutiny and
editing of published material to keep the content free of typographical and factual errors
as well as any controversial and sectarian matter.
3.41 ROLE OF IT/MEDIA/WEBSITE
FGEI (C/G) Directorate has its own website where important news, schedules and
achievements are uploaded. The IT and media cells at Directorate/ROs level are
developed to highlight events and achievements systematically. This practice will
continue in future as well. (Authority: Letter Np. F.01/05/2020-FGEI (Media) February,
2020 & 0409/01/2020-FGEI (Media) Dated 15 Sep 2020)
3.42 ALL PAKISTAN ACADEMIC EXCELLENCE AWARD CEREMONY
This ceremony will be organized by FGEI (C/G) Directorate to acknowledge the
high achiever students, teachers and institutions at All Pakistan Level. This ceremony
has been a regular feature of FGEIs since 2013, held at the end of Academic Session
and will continue to be organized in the same manner. (Authority: Revised Standing
Operating Procedure FGEI (C/G) part IV, Ser. No. 21, page 75)

21
 CHAPTER-IV
4. GENERAL RULES
In this chapter, general matters pertaining to the smooth governance of schools
and colleges are stated, with a clear guideline to be followed by all the institutions
patronized by FGEI (C/G) Directorate.
4.1. LEAVE POLICY AND PROCEDURE
The guidelines regarding leave policy and procedure aim at facilitating the
employees of the institutions in balancing the demands of domestic and professional life
without compromising the regularity of their attendance. To ensure unimpeded regularity
of staff, the following consolidated guidelines are given for compliance without any
prejudice to the prevalent Revised Leave Rules 1980:-
4.1.1. Long Leave. The FGEI employees shall be granted long leave during the
academic session only for Hajj, Maternity, Special reason, Disability and
Quarantine with the provision of documentary proof as provided in revised leave
rules 1980. In case of approval of long leave by the competent authority, the post
of the official on leave shall be declared vacant for that period to be filled in as per
government rules.
4.1.2. Leave on Medical Grounds.
a. Leave on medical grounds is granted only on provision of medical
certificate issued by an authorized medical practitioner of a government
hospital. Medical certificate issued by a private medical practitioner stands
invalid.
b. For approval of medical leave exceeding 7 days, the applicant shall provide
medical certificate indicating him to be an indoor patient in a hospital or
else a patient of a specialist doctor treating the specified disease.
c. The applicant will apply for leave on medical grounds before the expiry of
leave being availed. Application sent after the expiry of leave shall be
considered invalid despite the medical certificate attached to it, and
consequently, the employee shall be marked absent from duty. However,
special cases will be referred to the FGEI (C/G) Directorate for
reconsideration.
d. In case of fake sickness or counterfeiting medical certificate, the applicant
shall not only be marked absent from duty but a strict disciplinary action
shall also be taken. In all such cases, punitive action shall be initiated by
the head of the institution under intimation to the Directorate.

22
4.1.3. Casual Leave Allowed.
a. Casual leave(s) up to a maximum of 20 days in a calendar year be granted
to the staff employed. The maximum number of leaves that can be allowed
at a time is 15 days. In special cases, the rule can be relaxed at the
discretion of the head of the institution.
b. Casual Leave is allowed to meet problems of pressing/unforeseen nature.
It is not meant for routine recreation. It will be kept to the minimum
especially during the academic session. Casual leave is a privilege that
cannot be claimed as a matter of right. However, it shall be granted
invariably unless the presence of employee is absolutely necessary e.g. in
an emergency or in extraordinary circumstances.
c. Casual Leave may be prefixed or suffixed to a closed or optional holiday. It
can also be sandwiched in between two closed or optional holidays.
However, if a closed or optional holiday falls between two days of casual
leave, it shall be counted as a casual leave.
4.1.4. Types of Leave for which Leave Account is not required are given as
follows:-
a. Maternity Leave. Maternity leave may be granted on full pay, outside the
leave account, to a female employee to the extent of 90 days in all from the
date of its commencement or 45 days from the date of her confinement,
whichever is earlier.
b. Special Leave. A female civil servant, on the death of her husband, may
be granted special leave on full pay, when applied for a period not
exceeding one hundred and thirty days. Such leave shall not be debited to
her leave account. Such leave shall commence from the date of death of
her husband, and for this purpose, she will have to produce death
certificate issued by the competent authority either along with her
application or, if that is not possible, the said certificate may be furnished to
the leave sanctioning authority separately.
c. Disability Leave. Disability leave may be granted outside the leave
account on each occasion, up to a maximum of seven hundred and twenty
days on such medical advice as the head of office may consider necessary,
to a civil servant, other than a seaman or a civil servant in part-time service,
disabled by injury, ailment or disease contracted in course or in
consequence of duty or official position. The leave salary during disability

23
 leave shall be equal to full pay for the first one hundred and eighty days
and on half pay of the remaining period.
d. Quarantine Leave. Quarantine leave is in the nature of extra casual leave
and a substitute shall normally not be employed during the absence of civil
servant on such leave. Provided that where the exigencies of service are
compelling, the head of the office may employ a substitute for reasons to
be recorded in writing. A civil servant may be granted quarantine leave
outside his leave account to the extent that an authorized medical
attendant recommends and the period of such leave shall be treated as
duty with full pay allowances of the post held by him at the time proceeding
on leave.
4.1.5. Leave and Movement of Head of Educational Institutions. The Heads of FG
institutions shall obtain, as far as possible, prior approval from the region
concerned before availing themselves of the casual leave, when the purpose
could be foreseen in advance. In case of emergency or unforeseen
circumstances, the head may avail himself of the leave and send the leave
application to the authority concerned immediately, and may also, if possible,
inform the office on telephone. For local moves, move-register shall be maintained
for recording his move out of the institution. It shall also indicate the person
holding charge during the period he is away from the school/college.
4.2. TEACHING ALLOWANCE
Head of institution who takes classes regularly is allowed for teaching, special and
science teaching allowance subject to possessing the prescribed qualification. (Authority:
Finance Division Regulation Wing Letter No. F.1(5) Imp/2006 dated 24 Jun 2006
Attached as Annexure-A)
4.3. REDEEM TEACHERS’ RESPECT
Teachers play a vital role in the lives of the students and shape their lives by
educating and inculcating good moral values in them. FGEIs Directorate has considered
the efforts and contributions of the teachers and has also issued the guidelines to
redeem teachers’ respect which must be implemented in true letter and spirit. (Authority:
Guidelines to Redeem Teachers’ Respect, Letter No.0409/08/2021-FGEI (R&D) Dated
10 Nov 2021)
4.4. SOP INTERNSHIP PROGRAM IN FGEI SYSTEM
Internship Program for FGEIs’ graduating/graduated students and to introduce
fresh blood equipped with contemporary knowledge and practices with experienced

24
faculty of schools, colleges & universities has been introduced by the competent
authority. This internship program will bridge the gap of FGEIs created due to ban on
recruitment of honorary teachers/staff and slow process of recruitment. (Authority:
Standing Operating Procedure Internship Program in FGEI System dated 25 Aug 2020)
4.5. TERMINATION OF PROBATION PERIOD
A civil servant appointed on probation may be eligible for confirmation in a service
subject to satisfactory completion of the probation. This very important aspect of the
transition from probation to confirmation must be undertaken very seriously under the
rules. FGEIs Directorate has issued multidimensional steps in this regard which must be
followed in true letter and spirit. (Authority: Termination of Probation Period Letter No.
04/Probation/77-FGEI (NTS) Dated 06 Apr 2022)
4.6. TEACHER MISCONDUCT
In general, teacher misconduct refers to improper or unacceptable acts or
behavior which is normally a breach in official instructions, norm of the trade, code of
practice, professional ethics or socially acceptable behavior. In case of any breach,
minor and major penalties prescribed in the Civil Servants (Efficiency and Discipline)
Rules 2020, may be given after ascertaining the nature of offence. (Authority: Civil
Servants Efficiency and Discipline Rules, 2020). Following are some of the areas of
teacher misconduct:-
4.6.1. Private Tuition. The teaching staff of FG institutions is barred from teaching at an
academy or giving private tuitions at the cost of their prime duties assigned to
them by the Institution. They are also not allowed to take private tuitions of their
own students. A strict disciplinary action shall be initiated against the violator of
this rule. The same is true for the head of the institution who undertakes or
sponsors tuition work.
4.6.2. Corporal Punishment. Each child has a right to be shown respect for his
personality and individuality and shall not be subjected to corporal punishment or
any other humiliating or degrading treatment. The head of the institution shall look
for productive solutions to maintain discipline without resorting to corporal
punishment. Constructive and communicative approach bears fruitful results
whereas intimidation may result in causing permanent psychological damage to
the child. Regular counseling sessions to indifferent students and corrective
punishments may bring improvement in their behavior. Any dereliction in this
regard by any member of the staff shall be considered a punishable offence.
4.6.3. Pecuniary Dealings with Students. The staff members of schools and colleges
are strictly prohibited from getting themselves involved in pecuniary dealings with
25
 students in their personal capacity. Teaching is a sacred and noble profession that
will not be disgraced by taking advantage of professional relationship with
students for private gain or pecuniary benefit. Any lapse in this regard is a
punishable offence.
4.6.4. Corruption and Illegal Activities. No member of the staff shall derive monitory or
any other type of personal benefit by using his professional influence. A strict legal
action as per law will be initiated against an employee who is found involved in
corruption or any activity of illegal nature.
4.6.5. Willful Negligence of Duties. Willful negligence is the type of negligence that is
deliberate with the intentional disregard for rules/regulations. The members of the
staff shall not display conduct that is an intentional leap from the guidelines
established by the competent authority. The head of the institution may call an
explanation of the misconduct; and in serious cases, may initiate punitive
proceedings against the individual for subversive activities.
4.6.6. Discriminatory Attitude with Students. The display of discriminatory attitude
with students by the members of the staff on the basis of ethnicity, religious belief,
sex, family background or disability etc. is strictly prohibited. FGEI employees are
directed to display complete impartiality and just behavior towards students. The
head concerned can take serious action against the offender after ascertaining the
nature of offence.
4.6.7. Misuse of Government Property. Misuse of government property by holding
religious, social or political gatherings of any kind is not allowed and breach of this
rule may result in legal proceedings against the individuals concerned.
4.7. STUDENT CODE OF CONDUCT
It is obligatory for students to abide by the rules and regulations set by the
competent authority. Misbehavior spoils the prestige of the institution. A student may be
dropped from the roll or rusticated on account of misconduct. A step in this connection
requires maintenance of student’s conduct register and cumulative record register by the
head of the institution for systematic entry of commendable or reprehensible acts by the
students.
4.7.1. Lack of Punctuality and Regularity. Discipline is the most important virtue that
needs to be instilled in students from an early age. Lack of punctuality and
regularity is intolerable in an educational institution. A strict punitive action shall be
taken against habitual late-comers and students with irregular attendance. Their
names will be entered in the record register and their parents/guardians shall be
duly reminded of their role in ensuring punctuality and regularity.
26
4.7.2. Use of Bad Language and Slovenly Habits. Use of bad or abusive language and
slovenly habits can besmirch the whole atmosphere of an educational institution
and cannot be tolerated at any cost. Regular counseling session with students
and their parents will be held for remedial purposes. In case of serious defaulters,
punishment may be given on the advice of the discipline committee.
4.7.3. Moral Delinquencies. Illegal or morally wrong behavior is not acceptable in the
educational environment and shall be strongly discouraged by imposing strict laws
against defaulters.
4.7.4. Smoking and Use of Intoxicants. Smoking and use of intoxicants are strictly
prohibited in the premises of the institution. The defaulters shall be duly punished
for spoiling the school/college environment.
4.7.5. Carrying of Weapons and Fire Arms. Carrying of weapons and fire arms shall be
treated as a criminal act and a strict legal action shall be initiated against the
defaulter that may also result in rustication.
4.7.6. Carrying of Mobile Phones and other Electronic Gadgets. The students are not
allowed to bring mobile phones and other electronic gadgets into the institution. If
a student is found guilty of carrying these, the institution reserves the right to
confiscate those items.
4.8. EXPULSION AND RUSTICATION
On the advice of the discipline committee or academic council, the head of the
institution reserves the right to impose the penalty of expulsion and rustication on a
student found guilty of serious misconduct. No appeal shall stand valid against the
decision of the punishing authority. However, the parent/guardian of the student expelled
has a right to apply for the revision and reconsideration of such an order. The period of
expulsion or rustication shall not exceed beyond 1 academic year. The FGEI (C/G)
Directorate shall be duly notified about all such actions along with a detailed report about
the incident invoking expulsion. At college level, the defaulters shall be penalized after
consultation with the college academic council whose prime task shall be to take into
account the rules/regulations of the Boards/Universities with which the college is
affiliated. The student may be suspended for minor offenses for a period of two weeks,
followed by parent meeting with principal and signing of an undertaking and a warning
from the principal.
4.9. RE-ENTRY INTO SCHOOL/COLLEGE
Students whose names are dropped from the roll will not be re-admitted or
allowed to enter the premises of the school/college. The head of the institution reserves

27
the right to reconsider the case, only if the parent/guardian makes a request in writing.
Students expelled twice shall not be re-admitted in any case.
4.10. CLASS PROMOTION
The Head of the Institution shall follow the promotion policy formulated by FGEI
(C/G) Directorate. The Director General is empowered to scrutinize and revise the
promotions made by the head of the institution. Special promotions during the academic
year and promotions other than those from one class to the next class shall not be given
in ordinary circumstances without notifying or seeking approval from the FGEI (C/G)
Directorate. At college level, students are promoted to the next class according to the
policy devised by the affiliated Board or University.
4.11. STUDENTS’ LEAVE
Leave for more than 3 days/long leave shall be granted by the head of institution
on a written application signed by parents/guardian. The head shall ask for provision of
Medical Certificate, attested photocopy of Hajj/Umrah ticket or as the case may be.
Leave required for less than 3 days may be granted on a written application by the class
teacher after ascertaining the nature of problem.
4.12. ADMISSION IN SCHOOL/COLLEGE
Students desirous of seeking admission in school shall apply on the prescribed
form duly signed by the parent/guardian. Candidates who have not attended any
recognized Institution shall be examined by the head of the educational institution and
placed in the class for which they are found fit. For all first admission cases, the schedule
of admission given by the Directorate or Regional Offices shall be observed. At college
level, admission will be granted in HSSC part-1, ADA/ADS and BS Program Part-I only.
Admission opens after the declaration of Matric and Intermediate results of Boards of
Intermediate and Secondary Education. Admissions in schools and colleges will be
granted as per admission SOP 1996 and elaboration of admission policy document
dated 19 May 2020. (Authority: SOP 1996 and Admission Policy Document dated 19
May 2020)
4.13. HAFIZ-E-QURAN CASES AND THEIR RE-ADMISSION PROCEDURE
Students after passing class 5th may opt for Hafiz-e-Quran in Registered/Islamic
Madaras with subject to the prescribed age. For this very sacred purpose, they may avail
two-year leave, and after completion, they will be re-enrolled in class 7th through proper
re-admission procedure. (Authority: Revised Standing Operating Procedure FGEI (C/G)
part IV, Ser. No. e (4), page 60)

28
4.14. AGE LIMIT FOR STUDENTS
The age limit for admission to pre-primary students will be four to five years
whereas age limit for admission in class one is between five to seven years. The primary
school will not retain any student who is beyond the age of 12 years. For the secondary
school, anyone exceeding the limit of 18 years will not be eligible for regular studies. For
admission in HSSC part-1, admission will be preferably granted to students who have
passed their matriculation in that year. The same is true for admission in ADA/ADS part-
1 and BS 1st semester as only the students who have passed intermediate that year shall
be granted admission. Re-admission to HSSC part-1 and ADA/ADS part-1 will not be
allowed except in case a student could not appear in examination owing to medical
reasons. Intimation in this regard will be given to the college well in time. (Authority:
Revised Standing Operating Procedure FGEI (C/G) part IV, Ser. No. e (1a), page 59)
4.15. RESPONSIBILITY FOR AGE ENTRY
The student seeking admission in pre-primary/class one shall be asked to provide
Form-B which is mandatory for correct age entry. It is the duty of the class teacher to
ensure that the age of the student is entered correctly and the record is signed by the
head of institution. They will also make it clear to the parent/guardian that the date of
birth once recorded will not be changed later. The head of the institution shall also see
that all subsequent age entries are made in accordance with the date of birth recorded in
the admission register with documentary proof. (Authority: Revised Standing Operating
Procedure FGEI (C/G) part IV, Ser. No. e (1b), page 59)
4.16. CHANGE IN NAME/FATHER’S NAME AND DATE OF BIRTH
A request for change in name/father’s name of a student will be considered on
submission of an application by the parent or guardian in writing to the head of institution
along with documentary proof, provided that the change required is due to clerical
mistake/error or at the part of parents. The head of the institution is competent to make
the necessary correction in name/father’s name of students below class IX. The head of
the institution will forward the application to the FGEI (C/G) Directorate for issuance of
necessary notification regarding the change in name.
The list of schools attended by the student will be attached with the application
and the following criteria will be fulfilled:-
4.16.1.The change in name shall be advertised in the newspapers, one of them being a
daily.
4.16.2.The change of name in parentage shall not be allowed unless decreed by a court
of law.

29
4.16.3.Once the name of the student is communicated to the board or university, no
change in name can be permitted by the Directorate.
4.16.4.Students of class IX and above shall apply for any change in name to the
concerned Board or University according to the prescribed procedure of the board
and subject to the correction by the concerned board.
4.17. CORRECTION IN DATE OF BIRTH
Ordinarily no change/correction in date of birth once recorded at the time of first
admission to any government or private educational institution is allowed. The heads of
schools are competent to make the correction of a clerical error in the date of birth in the
record at any subsequent time provided the date of birth differs from that recorded in the
admission form signed by the parent or guardian at the time of admission of the child for
the first time and that the student in whose case the change is being made is below class
IX. Other cases requiring correction in date of birth shall be considered only by FGEI
(C/G) Directorate on production of the required documents by the parent/guardian of the
student. Students of class IX and above shall apply for any change in date of birth to the
concerned board or university according to the procedure already defined by them.
4.18. DISCIPLINE RULES FOR BS STUDENTS
BS program in degree colleges of FGEI system was started in 2018. Grooming
and personality development of these students at par with university students required
the formulation of rules to treat them separately from the inter college students.
Following are the set of rules formulated for BS students:-
4.18.1.Arrival/Dep. To make BS students responsible enough to meet attendance
requirement of the university, arrival/departure of BS students be adjusted as per
their time table. Students are required to come at least 15 min prior to
commencement of class for attendance.
4.18.2.Group Study/Preparation of Assignment. Laptops may be allowed for
academic purpose (i.e. preparation of handouts, assignments, presentations, etc.)
at their own responsibility for theft/lost.
4.18.3.Freedom with Responsibility (SOCIAL INTERACTION). For improvement in
their interpersonal communication skills formal parties/functions may be allowed
with prior permission of management. However, organization/execution of the
events must not affect academic classes of HSSC/BS.
4.18.4.Relaxed Environment. To provide comfortable environment for study, BS
students may be allowed to go to canteen/cafeteria during free periods.
4.18.5.Time Management Skills. To inculcate time management skills in students,
timetable for BS program be made/managed separately and free slots should be
30
 given so they are able to complete assignments, group study activities during free
time.
4.18.6.Provision of Extra time for Group Study. BS students of colleges running 2nd
shifts may be allowed to stay at college after their closing time only for study
purpose.
4.18.7.Enhancement of Dressing Sense. In order to inculcate dressing sense, dress
code may be relaxed for one day (Friday) for formal decent dressing.
(Authority: Disciplinary Rules for BS Students, 10 Jun 2021)
4.19. HOSTEL RULES
Hostel facilities are available in a few institutions operating under the auspices of
FGEI (C/G) Directorate. In order to ensure a befitting standard of education and
discipline in a hostel, it is mandatory for the head of the institution to formulate rules of
conduct in line with the policy of the Directorate. Every boarder shall abide by these rules
as violation of the same can result in expulsion from the hostel. Following is the guideline
for the hostel authorities to adhere to:-
4.19.1. Students on the rolls of the college shall only be admitted to the hostel. No
outsider shall be allowed to seek hostel facilities.
4.19.2. Married and physically unfit students will not be eligible for a seat in a college
hostel.
4.19.3. Authority letter from the parent for a minimum of two local guardians along with
their complete address, phone number and photographs shall be sought at the
time of admission. The local guardians shall be respectable citizens, employed/
engaged in business and aged more than 35 years. No students will be allowed
to be nominated as local guardian.
4.19.4. Boarders shall be required to submit a complete list of their relatives with
addresses, signatures and identity card copies duly signed by their
parents/guardians.
4.19.5. Hostel premises shall not be used for any social or political activity. Any boarder
involved in such activities shall be expelled from the hostel.
4.19.6. Visiting hours and days shall be fixed by the hostel authorities. Visitors shall meet
their wards at the place assigned for this purpose as they will not be allowed to
enter hostel premises.
4.19.7. Approval of the warden shall be sought before leaving the hostel for weekend or
short stay away periods.
4.19.8. Going out during weekdays shall not be allowed. In case of emergency, parents
will have to seek permission from the principal. In/out registers shall be
31
 maintained properly by the hostel authorities which all boarders will have to sign
before entry or exit.
4. 19.9. Boarders shall not be allowed to keep any jewelry or other valuable items in the
hostel. The hostel authorities shall not be responsible for any loss.
4.19.10. Boarders shall not be allowed to send any college worker out of college
premises on personal errands without permission of the principal or warden.
4.19.11. In case of leaving the hostel due to vacation, sudden closure or any other
reason, keys of rooms and cupboards shall be personally handed over to the
warden. All personal belongings shall be removed and cupboards shall be left
unlocked.
4.19.12. Students will be required to take their entire luggage home during summer
vacation.
4.19.13. Room shall be allotted by the warden as per instructions of the principal.
Permission shall not be granted for any alterations in plan.
4.19.14. Sleeping in common room shall be strictly prohibited. Anyone found sleeping in
common room shall be fined heavily.
4.19.15. Every student shall be required to switch off lights and fans while leaving room.
Any violation of the rule will be penalized.
4.19.16. Boarders shall be allowed to keep their personal irons. However, mobile
phones, transistors, radios, cameras and heaters shall not be allowed. In case of
violation, the items shall be confiscated.
4.19.17. Day scholars shall not be allowed to enter hostel premises. Any violation shall
be liable to be fined heavily.
4.19.18. Boarders shall be entirely responsible for any breakage/damage of hostel
property.
4.19.19. Boarders shall not be allowed to stay in the hostel during college hours. In case
of sickness, warden will inform the principal in writing.
4.19.20. Boarders shall be allowed to visit their homes only once a fortnight.
4.19.21. Boarders shall not be allowed to enter college premises after college hours.
4.19.22. Boarders shall bring their own mug, bucket, glass, plate, teaspoon, dessert
spoon and table lamp.
4.19.23. Meals shall be served in the dining hall.
4.19.24. Telephone timings shall be fixed by the hostel authorities for strict compliance.
4.19.25. Boarders shall be given access to the hostel authorities for complaints and
problems. A specific timing can be set for listening of these problems.
4.19.26. Stay in a hostel during prep-leaves before exams shall not be allowed.
32
4.19.27. In case of unsatisfactory performance of the boarder, the principal reserves the
right to cancel his/her seat in the hostel.
4.19.28. In case of sickness, all expenses shall be borne by the boarder.
4.19.29. Minor ailments like headache or stomachache etc. may be taken care of by the
warden or staff in charge.
4.19.30. Hostel management has the authority to check the dorms anytime when
required.
4.20. WRITING-OFF PROPERTY FROM STOCK REGISTER
The school and college administration shall not write off any article or book from
the stock register without following the procedure defined by the FGEI (C/G) Directorate.
The heads of the institutions shall observe the codal formalities for disposal of
unserviceable articles and books. A condemnation board will be set up by the concerned
Regional Office on requirement communicated to it by the head of the institution. The
condemnation board shall have the authority of granting permission for writing-off
property from the stock register.
4.21. IN-SERVICE DEATH
The in-service death policy has been circulated by the FGEIs (C/G) Directorate.
This policy shall be followed in true letter and spirit. Checklist is attached at Annexure-I &
J. (Authority: Letter No. 04/28/2022-FGEI (FA) Dated 30 Mar 2022, Revised Standing
Operating Procedure FGEI (C/G) 2022, part V, Ser. No. 19, page 98)
4.22. ANONYMOUS LETTERS/APPLICATIONS
It has been observed that tendency of anonymous letters and complaints to higher
authorities on the part of employees is on the increase. This practice is violation of Civil
Servants (Conduct) Rules 1964; Ministry of Defence order dated 07 May 1951, which
says that such communication must be destroyed & no action of any kind will be taken
against civil servants on the basis of such letters. However, the officials may address the
applications which have been routed through proper channel for redressal of personal
grievances. (Authority: Revised Standing Operating Procedure FGEI (C/G) 2022, part V,
Ser. No. 12, page 83)
4.23. GRANT OF NO OBJECTION CERTIFICATE (NOC) TO APPLY FOR VISA &
VISIT ABROAD/EX-PAKISTAN LEAVE
In order to streamline the process of Ex-Pakistan leave, policy along with time
frame has circulated by FGEI (C/G) Directorate shall be followed strictly. The detail along
with checklists are annexed in the code at Annexure-E, F & G. (Authority: Letter No.
04/28/2021-FGEI (FA) Dated 03 Feb 2022 & Revised Standing Operating Procedure
FGEI (C/G) 2022 - part V, Ser. No. 15, page 89)
33
4.24. ABSENT FROM DUTY (DISPOSAL)
FGEI (C/G) Directorate has given the responsibility to DDO/Principal for
deduction/stoppage of pay and allowances in respect of all employees of their respective
institution for absenting from duty. (Authority: Letter No. 0409/6/77-FGEI (NTS) Dated 22
Jul 2022 & Revised Standing Operating Procedure FGEI (C/G) 2022 - part V, Ser. No.
16, page 89)
4.25 FEDERAL SCHOOL HEALTH POLICY PROGRAM (FSHPP)
FGEI have their School Health Policy for improvement of student’s health by
effective disease control. This policy will help in attainment of learning outcomes and will
reduce the dropout rate from school. It has ensured provision of clean drinking water for
staff and students, Water tank cleanliness campaign, Dengue awareness program, Anti-
Drug campaign in collaboration with ANF. National level campaigns are also initiated in
FGEI by approaching National Health Services. (Authority: School Health Policy (SHP)
Program Letter No. 04/44/2020-FGEIs (Coord) Dated 03 Jan 2020)
4.26. USE OF VEHICLE
Policy for the use of official transport is being issued in order to ensure smooth
functioning, severity and to exercise better control. This policy will be strictly followed.
(Revised Standing Operating Procedure FGEI (C/G) 2022 - part V, Ser. No. 18, page 95)
4.27. DEPARTMENTAL PERMISSION CERTIFICATE (DPC)/NO OBJECTION
CERTIFICATE (NOC) TO APPLY FOR OTHERS POSTS
The departmental permission certificate (DPC)/No objection certificate (NOC) to
apply for other posts policy has circulated by the FGEIs (C/G) Directorate shall be
followed in true letter and spirit. The detail is annexed in the code at Annexure-O & P.
(Authority: Letter No. 0409/DPC/22-FGEI (NTS) Dated 05 Jan 2022 & Revised Standing
Operating Procedure FGEI (C/G) 2022 - part V, Ser. No 14, page 88)
4.28. WRITING OF PERFORMANCE EVALUATION REPORTS (PERs)
Importance of PERs in career progression is well known. Timely submission of
PERs according to rules are important to ensure flawless planning at Directorate level.
Comprehensive instructions forwarded to all Regional Directors regarding writing of
PERs by Initiating Officers (IOs)/Senior Reporting Officers (SROs) should be strictly
followed. (Authority: Revised Standing Operating Procedure FGEI (C/G) 2022 - part V,
Ser. No. 13, page 83)
4.29. DRESS CODE OF STAFF (COLLEGES/SCHOOLS)
It is necessary to achieve a uniform dress code among all employees. The FGEI
(C/G) Directorate has provided guidelines both for student uniform and teacher dress
code (male/female) for winter and summer seasons. Detail is attached at Annexure-D.
34
(Authority: Revised Standing Operating Procedure FGEI (C/G) 2022 - part IV, Ser. No.
14, page 70 & Letter No. 0409/71/2021-FGEI (R&D) Dated 14 Sep 2021 & Letter No.
04/28/2017-FGEI (Coord) Dated 31 May 2017)
4.30. OCCURRENCE REPORT
In case of any causality, unpleasant incident or unusual activity, head of the
institution will inform the concerned region/directorate on telephone/mobile followed by
detailed occurrence report on the same day. The facts of the case and action taken in
this regard for remedy will be stated in detail with evidence/supporting documents.
Further necessary action will be taken as per rules by the Regional Office/Directorate.
(Authority: Revised Standing Operating Procedure FGEI (C/G) 2022 - part V, Ser. No. 9,
page 82)
4.31. CLEARANCE CERTIFICATE FROM CANTEEN STORES DEPARTMENT (CSD)
Clearance certificate must be obtained by the employee from CSD/concerned
bank showing that nothing is outstanding against the government servant. The same will
be attached with the case of employee for pension on retirement or resignation from
service. (Authority: Revised Standing Operating Procedure FGEI (C/G) 2022 - part V,
Ser. No. 9, page 82)
4.32. CONSOLIDATED GUIDELINES
A comprehensive booklet is shared in all FGEIs for guidance of students and staff
covering topics: Using Social Media, Countering Child Sexual Harassment, Prohibition of
Corporal Punishment, Controlling Drug Addiction, Protecting Students’ Respect & Rights.
(Authority: Letter No. 0409/F-11/22(G)-FGEI (CPD-ACA) Dated 29 Apr 2022)
4.33. PERSONAL HEARING
Personal hearing is only granted if someone is tried under efficiency & discipline
rules. In order to clarify proper guidelines are disseminated, required to be followed while
approaching DG FGEIs for personal hearing (Authority: Letter No. 04/36/2019-FGEIs
(Coord) dated 06 Nov 2019)
4.34. STRATEGIES TO RECOVER LEARNING LOSS DUE TO PANDEMIC
Learning loss refers to any specific or general loss of knowledge and skills or
reversal in academic progress, most commonly due to extended gaps or discontinuity in
student’s education. FGEI system has shared strategies to recover academic loss during
any pandemic. (Authority: Letter No. 0409/F-11/22-FGEI (CPD-ACA) dated 17 May
2022)

35
 CHAPTER-V
5. DOCUMENTS (REGISTERS AND RETURNS)
The Federal Government Educational Institutions (Cantts/Garrisons) shall
maintain the following Registers and Returns:-
5.1. Academic Forecast issued by FGEI
5.2. Alumni Register
5.3. Attendance Register for Staff
5.4. Canteen Record Register
5.5. Cash Books of different Funds
5.6. Computer Lab Register
5.7. Copy of the latest Edition of the Education Code for Federal Government
Educational Institutions
5.8. CRV (Certificate Receipt Voucher) & CIV (Certificate Issue Voucher)
5.9. Daily Visitors’ In/Out Register
5.10. DDO Expenditure Record according to sanction power
5.11. Dead Stock Register
5.12. Diary and Dispatch Register
5.13. Furniture Register
5.14. Gazette History Sheet BPS-16 & above
5.15. Government Loans/Advances Register
5.16. Government Property Register
5.17. Leave Accounts
5.18. Library Books Issue Register
5.19. Library Books Register
5.20. Log Book (for endorsing the remarks of RD/DG)
5.21. Log Book for Vehicles
5.22. MOD Register
5.23. Newspaper & Periodical Register
5.24. Office Order Book
5.25. Payment Voucher of Different Funds
5.26. Peon Book
5.27. Personal Files of Gazetted & Non-Gazetted Staff
5.28. PTM Constitution/ Remarks Register
5.29. PTM Register
5.30. Receipts and Deposit of Fees Register (Subsidiary)
5.31. Register for Consumable Articles
36
5.32. Register for Donations
5.33. Register for Non-Consumable Articles
5.34. Register for Property Purchased out of Funds
5.35. Register for Staff (Addresses + Contacts)
5.36. School/College Leaving Certificate Register
5.37. Science Lab Equipment Register (separate for student fund and government fund)
5.38. Security Fund Register
5.39. Service Books
5.40. Sports/Co-Curricular Activities Register
5.41. Staff Meeting Record Register
5.42. Student Admission and Withdrawal Register
5.43. Students’ Admission Record Files
5.44. Students’ Character Certificate
5.45. Students’ Conduct Register
5.46. Students’ Counseling Register
5.47. Students’ Daily Attendance Register
5.48. Students’ Daily Roll Register
5.49. Students’ Discipline Issue Register
5.50. Students’ Fund Income and Expenditure Register
5.51. Students’ Result Register
5.52. Teachers’ Arrangement Register
5.53. Telephone/Trunk Call Register
5.54. Token Register for Vehicle
5.55. TR Register
5.56. VDR Book for Vehicles
5.57. Visitors’ Book

37
6. REFERENCES
BS Guidance Book 2020 Circulated Letter No.0409/F-11/22-FGEI (Trg Cell) Dated
21 Feb 2022

“Cafeteria/Tuck-Shop/Canteen Policy” (2022) Edu Code 2006 & Revised Standing

Operating Procedure FGEI (C/G) (2022) part V, Ser. No.17, page 90

DG FGEIs Policy Guidelines/Instructions Nov 2019 Letter No.04/35/2019-FGEI

(Coord) Dated 29 Nov 2019

Development of 21st Century Skills (Primary Level) 2022, Letter No.0409/F-11/21-

FGEI (CPD-ACA) Dated 10 Feb 2022

Discipline rules for BS Students dated 10thJun, 2021 Letter No.0409/F-11/22-FGEI

(Trg Cell) Dated 21 Feb 2022

Education Code 1974 - Federal Directorate of Education (Ministry of Education),

G-9/4, Islamabad

Education Code 2006 - Federal Directorate of Education (Ministry of Education),

G-9/4, Islamabad

Establishment of Media Cell at Regional Level No. 0409/01/2020-FGEI (Media)

Dated 15 Sep 2020

FGEI Uplifting Manual, 2017 Letter No.0409/F-11/22-FGEI (Trg Cell) Dated 21

Feb 2022

FGEI Human Resource Development (HRD) Regime (2022)” Letter No: 0409/F-
11/21-FGEI (CPD/Trg) Dated 10 Jun 2021

FGEI (C/G) Policy (2017) “Dress Code of Staff (colleges / schools)”, Revised
Standing Operating Procedure FGEI (C/G) part IV, Ser. No.14, page 70 &
0409/71/2021-FGEI (R&D) Dated 14 Sep 2021 & No. 04/28/2017-FGEI (Coord)
Dated 31 May 2017

38
FGEI (C/G) Policy (2022) “In Service Death” No. 04/28/2022-FGEI (FA) Dated 30
Mar 2022, Revised Standing Operating Procedure FGEI (C/G) part V, Ser. No.19,
page 98

FGEI (C/G) Policy (2022) “Anonymous Letters / Applications” (2022), Revised

Standing Operating Procedure FGEI (C/G) part V, Ser. No.12, page 83

FGEI (C/G) Policy (2022) “Grant of no objection certificate (NOC) to apply for visa
& visit abroad / Ex-Pakistan leave” No:04/28/2021-FGEI (FA) Dated 3rd Feb, 2022
& Revised Standing Operating Procedure FGEI (C/G)) part V, Ser. No.15, page
89

FGEI (C/G) Policy (2022) “Absent from Duty (Disposal)” No. 0409/6/77-FGEI
(NTS) dated 22 Jul 2022 & Revised Standing Operating Procedure FGEI (C/G)
part V, Ser. No. 16, page 89

FGEI (C/G) Policy (2020) “School Health Policy Program (SHP)” No. FGEI
(Coord) Dated 03 Jan 2020

FGEI (C/G) Policy (2022) “Use of vehicle”, Revised Standing Operating Procedure
FGEI (C/G) part V, Ser. No.18,’ page 95

FGEI (C/G) Policy (2022) “Departmental Permission Certificate (DPC) / No

Objection Certificate (NOC) To Apply for Others Posts” (2022) 0409/DPC/22-FGEI
(NTS) Dated 05 Jan 2022 & Revised Standing Operating Procedure FGEI (C/G)
part V, Ser. No. 14, page 88

FGEI (C/G) Policy (2020) “Standing Operating Procedure Internship Program in

FGEI System” Letter No: 0409/F-23/2020-FGEI (R&D) Dated 25 Aug 2020

FGEI (C/G) Policy (2022) “Writing of Performance Evaluation Reports (PERS)”

(2022) Revised Standing Operating Procedure FGEI (C/G) part V, Ser No. 13,
page 83

FGEI (C/G) Policy (2022) “Occurrence Report”, Revised Standing Operating

Procedure FGEI (C/G) part V, Ser. No. 9, page 82
39
FGEI (C/G) Policy (2022) “Clearance Certificate from Canteen Stores Department
(CSD)”, Revised Standing Operating Procedure, part V, Ser. No 9, page 82

FGEI (C/G) Policy (2022) “Consolidated Guidelines”, Letter No. 0409/F-11/22(G)-

FGEI (CPD-ACA) Dated: 29 Apr 2022

FGEI (C/G) Policy (2019) “Personal Hearing” (2019) Letter No. 04/36/2019-FGEIs
(Coord) dated 06 Nov 2019

“Guidelines to Redeem Teachers” Respect Letter No. 0409/08/2021-FGEI (R&D)

Dated 10 Nov 2021

Handbook of Instructions 1988 - FGEI (C/G) Directorate, Sir Syed Road,

Rawalpindi

Holistic Child Development Module (Primary Level) Letter No. 0409/F-11/21-FGEI

(CPD-ACA) Dated 10 Feb 2022

Manual of Quality Improvement (CQI) CPD, FGEI C/G Directorate Sir Syed Road
Rwp

National Education Policy (2009) Ministry of Education Govt of Pakistan

Public Procurement Regulatory Authority Rules S.R.O. 1093(I)/2015 dated 06 Nov

2015.

Publication of Magazine/Newsletter-2021, No.F.1-4/2021-FGEI (Media) Dated 16

Sep 2021

Report (2019), on Reorganizing the Federal Cabinet (As Modified & Revised by
the Secretaries Committee and Minister Incharge) Institutional Reforms Cell,
Prime Minister’s Office, Govt of Pakistan

SOP 1996 - FGEI (C/G) Directorate, Sir Syed Road, Rawalpindi

40
“Teaching and Assessment Mechanism (Provisional) Based on SNC - Pre 1 to V”
Letter No. 04/18/2022-FGEI (Exams) Dated 12 May 2022

“Tameer-e-Shakhsiyat week” Letter No: 0409/2021-FGEI (CCA), Dated 12 May

2021

Revised SOP (2022) - FGEI (C/G) Directorate, Sir Syed Road, Rawalpindi

“Strategies to Recover Learning Loss due to Pandemic” Ref No. 0409/F-11/22-

FGEI (CPD- ACA) dated 17 May 2022

“SOP House System” Letter No. 0409/F-21/2019-FGEI (R&D) Dated 30 Oct 2019

“Termination of Probation Period” No. 04/Probation/77-FGEI (NTS) Dated 06 Apr

2022

“Training Manual for Item Dev (FBISE) “Letter No. 0409/F-11/22-FGEI (Trg Cell)
Dated 21 Feb 2022

Transfer of CPEI (1977) from Directorate of Nationalized Institutions to Army

Education Directorate, GHQ

41
 Annex-A

42
 Annex-B

43
 Annex-C

44
 Annex-D

45
 Annex-E

46
 Annex-F

47
 Annex-G

48
 Annex-H

Institution Evaluation Proforma – FGEIs

Name: ________________________________________ EMIS No.: ______________
School/College: ________________________________ Level: _________________
City/Region: ___________________________________ Date: __________________
Excellent Very Good Good Average Poor Very Poor
5 4 3 2 1 0

Areas Being
Ser# Comments Rating
Evaluated
Part I – Academic Indicators
Knowledge of staff about their duties (JD)
Knowledge of
1 Duties / Awareness regarding their responsibilities
Responsibilities Comprehension of assigned work
Coverage of syllabus

Status of Scheme Relevance between syllabus covered & scheme of

2
of Studies studies
Relevance between syllabus covered & student’s
writing work
GPA in Board & Scholarship Exams _____________
GPAs in the Last
3 Centralized GPA in Annual Internal Exams _________________
Exams Cumulative GPA to achieve the target____________
Assessment of Student’s writing work
Student
4 Assessment Identification of mistakes & rectification level
Process Quality of Assessment
Conduct of Experiments on weekly basis
5 Practical / Preparation & completion of Practical Notebooks
Experiments
Checking of Practical Notebooks with date & signature
Speaking ability of students in Eng / Urdu
6 Communication Reading ability of students in Eng / Urdu
Skills
Writing ability of students in Eng / Urdu
Reliability & transparency of Exams
7 Exam / Evaluation Supervision & monitoring of teachers during Exams
Quality of paper marking of Exams

Personality Quality of Morning Assembly in terms of events &

Grooming discipline
8 through Co- Frequency & quality of speech competition (Eng &
curricular Urdu)
Activities Observing of National Days, stage shows / plays
9 Physical Arrangements of sports events in Institution

49
 Education Achievements in Regional sports competitions
Achievements in Pakistan level sports competitions
Punctuality of the teachers
10 Teacher’s Commitment of teacher to academic activities
Orientation
Commitment of teacher to co-curricular activities
Attitude of teacher with parents & students
Manner / Conduct
11 of Students & Respect level of staff with seniors & juniors
Staff Discipline level of students
Teacher’s satisfaction about administration support /
dealing
12 Teacher’s Teacher’s satisfaction about his / her workload
Satisfaction Level
Teacher’s satisfaction about their student’s learning
outcome
Record of extra classes assigned to teachers

13 Record of extra classes of monthly total of each

Fixtures
teacher
Mode of fixture as per existing sanctioned posts
Availability of teachers as per authorized posts
Teachers Subject-
14 wise Distribution, Participation of teachers in assembly & co-curricular
Strength & activities
Workload Even distribution of workload of teachers
Impact of training in teacher’s methodologies

15 Effectiveness of training in teacher’s motivation

Capacity Building
Progress of trained teachers in terms of student’s
results
Part II – Institutional Infrastructure
Vigilance of Security Guard (s) as per instructions

Security Desired height of walls with installation of razor wire

16
Measures over it
Building / security equipment, emergency exit & guard
post
Maintenance of Library / Reading Room
Quality of books & equipment (Furniture/rack & shelf)
17 State of Library in Library
Functionality of library in terms of readers (students /
teachers)
Maintenance of Science Labs in terms of furniture &
cleanliness
18 State of Science Availability of up to date equipment & instruments
Labs
Functionality level of Science Lab for its respective
purposes
Maintenance & decoration of Computer Lab / Activity
Room
19 Computer Lab /
Activity Room Availability of up to date computers & other equipment
Functionality level of Lab / activity room

50
 Standard of classrooms in terms of furniture

20 State of Standard of classrooms in terms of green boards /

Classrooms white wash
Standard of classrooms in terms of light & ventilation
Availability & Maintenance of playground & hall

21 Availability of adequate furniture for teachers &

Physical Facilities
students
Availability of gas & electricity in institution

Maintenance level of waiting room, offices & staffroom

22 Administration Standard of student’s gender-wise washrooms
Block
Display of institutional mission, guide map & leading
student’s pictures in Adm block
Cleanliness of building & façade of institution
23 Cleanliness Cleanliness of offices & classrooms
Cleanliness level of grounds, furniture, labs & lib
Hygiene of drinking water
24 Hygienic Hygiene of teacher’s & student’s washrooms
Conditions
Availability of sterilized first aid facility
Availability of teaching staff according to authorized
posts
25 Teaching & Non- Availability of NTS according to authorized posts
Teaching Staff
Attendance level of teaching & NTS and maintenance
of their (Leave & Attendance) record
Part III – Administrative Indicators
Status / Standard of office files

Maintenance of Updating / Maintenance level of account ledgers &

16
Office Record fund registers
State of completion of service books / history gazette
sheets of teaching staff / NTS
Settlements of audit objections (Internal)
27 State of Audit Settlements of audit objections (External)
Objections
Maintenance of audit record

Existing state of funds with respect to student strength

28 Maintenance of record & codal procedure
State of Funds
State of development projects, student’s funds /
security / RDF
Dealing of NTS with administration
29 Official dealing of Dealing of NTS with teachers & students
NTS
Dealing of NTS with official process / matters
Frequency of staff meeting per yr ____________
30 Official Staff
Worth / significance of agenda points of staff meetings
Meeting
Record of meeting minutes of the academic year

51
 Total Marks:-

Reflections: Strong and weak points of the Institution, other than those mentioned
above, may be enlisted here.
______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

____________________________

_____________________________
(Name & Signature with Date)

52
 NTS Sec Annex-I

1. Full Name: 2. Designation: 3. BPS:

4. Name of Institution: 5. File No.
6. Certificate that following documents are attached:-

Family Pension (In-Service Death)

a Form-25A (Revised 2016)
b Pension Application alongwith 3x attested photographs, as Anx-B
c PAFA-357 duly verified by the CMA concerned
d Death Notification
e Last Pay Certificate(LPC)duly verified by the CMA concerned
f CNIC-Deceased& widow(Three copies)
g No Demand Certificate
h Specimen Signatures/Thumb & fingers impression
i List of Family Member
j Family Registration Certificate issued by NADRA Office
k Death Certificate issued by NADRA Office (in original)
l Option form for direct credit system (in original)
m Indemnity Bond on stamp paper (in original)
n Non-Separation/Re-Marriage Certificate (on Affidavit)(in
original)
o Life Certificate (Annex-C)
p Clearance Certificate of CSD (in original)
q Present address & Contact Number of the applicant
r Last month Pay Slip/Pay Bill
s Unmarried/widow/widower Certificate from Nikah
Registrar duly countersigned by Secretary Union Council
t Service Book (in original) alongwith attested copy
u Any Addl/Misc docus

7. Signature of the individual with date

8. Signature of Head of Institution with date

9. Signature of Regional Office with date

53
 Annex-J

54
 Annex-K

55
 Annex-L

56
 Annex-M

57
 Annex-N

58
 Annex-O

59
 Annex-P

60