(d) Procedures on Conducting Reviews of School-based Policies and Procedures

As the culture of continuous self-improvement has already taken root in DSS schools based on the experience gained, the review cycle has been extended from 3 years to 6 years with effect from the 2020/21 school year. Therefore, the third review cycle will cover the period from the 2020/21 to 2025/26 school years. The number of meetings to be held by the GRSC each year will be determined by individual SMC/IMC on a need basis.

The second review is expected to be completed by the end of the 2019/20 school year. The prevailing requirement of reviewing all the key areas specified in the EDB Circular No. 7/2012 in a review cycle will be cancelled starting from the 2020/21 school year. The GRSC will be required to submit the proposed review schedule as well as review areas to the SMC / IMC for deliberation and endorsement at the beginning of each review cycle. Flexibility will be given to the SMC / IMC to decide the review schedule and areas to be reviewed according to the GRSC's recommendations and the school's needs. It is recommended that the SMC/IMC of individual DSS schools should deliberate and decide on their GRSC review plan for the 2020/21 to 2025/26 school years having regard to the progress and experience gained in the first and second cycles. GRSC's justifications for any variation from the said schedule should be put up for deliberation and decision by the SMC/ IMC. The decision made should be properly recorded.

Within the six-year cycle, the SMC/IMC should determine the areas to be reviewed each year and the GRSC should then submit a review report on studied areas to the SMC/IMC annually. The review report should contain recommendations for follow-up actions. Whether and how the review reports will be released to stakeholders of the school for information is a school-based decision to be deliberated and decided by the SMC/IMC. The EDB shall have access to such reports on a need basis, e.g. during External School Review, Management and Financial Audit, investigation of malpractices.

In case the GRSC encounters any unforeseeable difficulties beyond its ability or capacity to resolve during the course of work, it may seek the SMC/IMC's steer or recommend to the SMC/IMC for seeking external assistance, including approaching the EDB for advice or appointing external auditors or other professionals for support as appropriate.

Before submitting its review report to the SMC/IMC, the GRSC should give an advance copy of the review report to the principal and senior teachers/heads of functional committees of the school for information and/or comment. The school personnel may give its response to the GRSC direct. If considered necessary, the school personnel may also choose to submit a written response to the SMC/IMC so that the SMC/IMC will consider the GRSC report having regard to the written response of the school personnel concerned.

A flowchart on the procedures on conducting the review on a specific area is as follows:

Step 1

CHECKING whether the school has put in place the relevant school-based policy with proper deliberation and approval by the SMC/IMC.

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Step 2

EXAMINING whether

the school-based policy is in compliance with the statutory and administrative

requirements;

the school-based policy is properly implemented; and
there are sufficient control systems for the school-based policy and if yes, whether they

are working as intended.

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Step 3

RECOMMENDING improvements on the school-based policy, its implementation and control system as necessary.

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Step 4

PROVIDING the principal and senior teachers/heads of functional committees of the school with an advance copy of the GRSC report for information and/or comment.

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Step 5

REPORTING the findings to the SMC/IMC.