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Strengthening School Administration Management

 

Introduction

 

To support schools to strengthen administration management, the Pilot Project on Strengthening Schools’ Administration Management (the Pilot Project) has been implemented in some public sector schools by phases since the 2011/12 school year.  We have continuously reviewed the Pilot Project and collected views from the participating schools and school sponsoring bodies (SSBs) throughout the course of implementation.  Both the participating schools and SSBs reflected that the Pilot Project had provided a good opportunity for schools to strengthen their existing administration management mechanism. 

 

Strengthening School Administration Management (SAM) Grant

In the light of the successful experience and good foundation of the Pilot Project, the Education Bureau (EDB) provides support for public sector and Direct Subsidy Scheme (DSS) schools to enable them to initiate improvement measures for enhancing school administration management, thereby unleashing teachers’ capacity.  For details, please refer to the following information: 

 

bullet Circular Memorandum No. 21/2016 PDF File 

 

bullet Points to note PDF File 

 

bullet Work Plan on the Use of Strengthening School Administration Management Grant

   (Template Word and Sample PDF File )

 

bullet Proposal for Collaboration Items Coordinated by School Sponsoring Body (SSB) 

   (Template Word and Sample PDF File )

 

bullet Examples of improvement measures PDF File  

 

bullet Brief introduction on the Pilot Project, the list of pilot schools and contact informationPDF File 

 

bullet Important Dates:  

 

Event

 

Date

 

 

Briefing sessions

 

14 and 16 March, 2016

 

Submit Proposal for Collaboration Items Coordinated by SSB (if appropriate)

On or before 29 April, 2016

Strengthening School Administration Management - Professional Sharing on Electronic Solutions

11 July, 2016

Upload Work Plan on the Use of SAM Grant to school's homepage

Before end-October, 2016

Incorporate the report on the use of the SAM Grant in the school report of 2017/18 and upload to school's homepage

Before end-November, 2018

  

 

Other Support

 

 

1. Experience Sharing

 

 

Both effective improvement measures and the implementation strategies are the valuable assets accumulated in the Pilot Project.  We will continue to consolidate the experience and operational strategies in the Pilot Project as well as the practices and knowledge gained by the pilot schools and SSBs.  The information uploaded by category can be a good reference of other schools / SSBs in devising strategies to strengthen school administration management, and can encourage the exchange of information and ideas in the sector with a view to benefiting more schools.

 

a. Bulletin

To share good practices and strategies on a thematic basis with a view to encourage dissemination and experience sharing, the following bulletins have been issued:

          Date of Issue and Abstract

Issue

 

 

 

January 2017

 

 

The needs of special schools and their students are diversified. Adopting the principle of school-based adjustment, some special schools in the pilot project developed their own strategies to enhance school administration in accordance with their needs. Four special schools were invited to share their experience in applying strategies for the reference of other schools.

 

 

 

 

 

 

bullet Fourth Issue: Special Schools AdministrationPDF FileNew

 

 

Bulletin_Issue No.4

 

 

 

September 2016

 

 

Many pilot schools introduced electronic systems in school administration and achieved promising results in enhancing efficiency under the pilot project. Three pilot schools were invited to share their experience and concerns in applying electronic systems in school administration. Some useful tips and points to note are also consolidated in this issue for

reference of schools.

bullet Third Issue: School Administration Towards ElectronificationPDF File 

 

Bulletin_issue3_screencap

 

November 2015

 

 

To study how collaboration among schools achieves synergy in enhancing the overall administrative effectiveness of schools, we have invited some pilot schools to share their experience in collaboration.

bullet Second Issue: Collaboration to Achieve SynergyPDF File 

 

Second Issue:Collaboration to Achieve Synergy

 

 

June 2015

 

 

Building Document Management System (DMS) is a popular try-out item among the pilot schools. We have visited two pilot schools to gather and share their experience and considerations in choosing and developing DMS in their schools.
 

 

bullet First Issue: Document Management System PDF File 

 

First Issue:Document Management System

 

  

 

b. Sharing Sessions/Briefing Sessions

To facilitate the sharing of experience and deliverables, different platforms were established to promote the practices / strategies developed by the pilot schools.  For details, please refer to the following information: 

 

Date

Name of the

Programme

Materials


11 July 2016
Strengthening School Administration Management - Professional Sharing on Electronic Solutions

Experience sharing on developing school-based electronic systems

 

 

Lok Sin Tong Yu Kan Hing Secondary School PDF File Chinese Version 

The school developed the school-based electronic system to allocate extra curriculum activities and manage student activity records. The system helps to streamline the procedure of data entry and producing report cards and Student Learning Profile.

 

 

ELCHK Lutheran Secondary School PDF File Chinese Version 

The school developed some school-based electronic mini systems/tools by using some free and open source software. The tools can streamline teachers' administration work in consolidating and analysing students' performance and reporting of the maintenance items in school.

 

 

Systems & Information Management Section of EDB PDF File Chinese Version 

How to export information needed in Web-based School Administration and Management System (WebSAMS) by using Structured Query Language(SQL)

   

14 and 16 March 2016 Briefing Session on EDBCM021/2016 "Strengthening School Administration Management Grant"

 

bullet Briefing Session on "Strengthening School Administration Management Grant" Briefing introductionPDF File Chinese Version 

 

14 March, 2016

Tin Shui Wai Methodist College

bulletElectronic marking and data analysing software PDF File Chinese Version

The school installed software enabling teachers to conduct

e-marking with tablets. The system can also facilitate teachers to review on the quality of the assessment paper and analyze students' performance to better inform teaching and learning.

 

YCH Law Chan Chor Si Primary School

bullet Central Procurement of School Uniform PDF File Chinese Version 

To reduce the duplicated administrative work and increase the bargaining power of all sponsored schools, the SSB and school tried to establish the procedures and mechanism of central procurement.

  

16 March, 2016

YCH Wong Wha San Secondary School

bullet Electronic Appraisal Platform PDF File Chinese Version

To tie in with the SSB's 360 degree appraisal policy and streamline the procedures in collecting and processing relevant data, the pilot school hired a vendor to develop an electronic platform. The platform can benefit not only the pilot school, but all the sponsored schools under the same SSB.

 

 

Yuen Long Public Middle School Alumni Association

 

bullet SSB-based item:Processing student data of 3 sponsored schools PDF File Chinese Version

bullet School-based items:Common concerns with different strategies PDF File Chinese Version

 
6 October 2015 Pilot Project on Strengthening Schools’ Administration Management (2015)-"Administration Automation"

Po Leung Kuk Lo Kit Sing (1983) College

bullet E-platform for tracing graduates' development in further studies and career PDF File Chinese Version

The school developed the platform to build up a database of graduate that allows the graduates to update their information online. The system helps to reduce teachers' administrative work in life planning education and career guidance.

 

Kwun Tong Government Primary School (Sau Ming Road)

bullet Online Calendar and Activities Application System PDF File

The school hired a vendor to develop an electronic platform to streamline the procedure in organizing and coordinating student activities as well as keeping student activity records.

 

Tin Shui Wai Methodist College

bullet Please refer to the materials of 14 and 16 Mar 2016 Briefing Session

 

29 May 2015

   

Pilot Project on

Strengthening

Schools’ Administration Management (2015/16) Project Preparatory Meeting)

 

bullet Workflow and details of the Pilot Project (2015/16) PDF File Chinese Version

 

 

Baptist (Sha Tin Wai) Lui Ming Choi Primary School

bullet Developing school-based administrative system PDF File Chinese Version

 

Po Leung Kuk Lo Kit Sing (1983) College

bullet Please refer to the materials of 6 Oct 2015 Sharing Session

 

12 May 2015

Briefing session on Pilot Project on Strengthening Schools’ Administration Management (2015/16)

 bulletBrief on The Pilot Project on Strengthening Schools’ Administration Management (2015/16) PDF File Chinese Version

  

 

SSB Experience Sharing: Yuen Long Public Middle School Alumni Association

 bulletPlease refer to the materials of 14and 16 Mar 2016 Briefing Session

 

3 March 2015

 

Thematic Programme for School Managers  (2014/15)-

Enhancing School Governance: Experience Sharing Session

 

bullet Enhancing School Governance: Pilot Project on Strengthening Schools’ Administration ManagementPDF File Chinese Version 

 

YCH Law Chan Chor Si Primary School

bulletPlease refer to the materials of 14a nd 16 Mar 2016 Briefing Session

 

YCH Wong Wha San Secondary School

bulletPlease refer to the materials of 14 and 16 Mar 2016 Briefing Session

 

 

9 and 23 January 2015

Financial Management Seminar

 

bullet Financial Management Seminar_Measures Facilitating Financial Management in Schools PDF File Chinese Version

 

 

 
11 June and 17 September 2014 (Re-run)

Sharing session on Pilot Project on Strengthening Schools’ Administration Management (2014)

Lok Sin Tong Young Ko Hsiao Lin Secondary School

bullet School Document and Information Management PDF File Chinese Version

Applying the concept of document management, the school is able to circulate and process school documents, test papers, student conduct record sheets, questionnaires, etc. in a much more efficient way.

 

 

Ling Liang Church E Wun Secondary School

bullet Procurement Procedure and Management PDF File Chinese Version

With the establishment of an electronic platform, school can process procurement applications efficiently without the limit of time/space. The platform has also built-in the EDB’s and the school’s procurement policies so that teachers can perform procurement work easily.  It can also facilitate school’s budgeting, reviewing of financial situation, and establishment of an appropriate check-and-balance system to strengthen financial management.

 

 

Lok Sin Tong Yu Kan Hing Secondary School

bullet Student Activity and Award Record Management PDF File Chinese Version

 Using electronic system, the school can organize different student activity groups/clubs, manage student activity records (such as attendance, positions in the team / activity, awards received, and comments from teachers), and produce Student Learning Profile more effectively.

 

 

 

c. Consolidated Pilot Experience and Knowledge on School Management

 

 

Summary of try out items

The improvement measures of Phase I to IV of the Pilot Project have been consolidated by category in a summary attached below for supporting other schools / SSBs to establish a more effective school administration management mechanism and operational strategies.

 

 bullet Summary of try-out items PDF File 

 

 

 

Essential Elements in Effective School Governance

Apart from the effectiveness of the try-out items, the pilot schools and SSBs also emphasize on

re-engineering the school management framework and fostering an open management culture as a whole. Essential elements in effective school governance have been consolidated from participating schools and SSBs as follows:

 

Important factors for strengthening
school management

 

 

Important factors for strengthening school management

 

Effective measures on Strengthening School Governance

 

Effective measures on Strengthening School Governance

 

 

 

2. System-level support

 

a. Enhancement of Web-based School Administration and Management System (WebSAMS)

Many participating schools have developed electronic systems to enhance the efficiency of administrative work.  We will make reference to their successful experience and enhance the related modules of WebSAMS to benefit all schools. 

For the latest updates and the major enhancements to be released, please refer to the WebSAMS Central Document Repository:   http://cdr.websams.edb.gov.hk/html/Enhancement/Enhancement.html  Chinese Version

 

b. Professional sharing of electronic solutions in school administration management

Participating schools have developed different types of electronic systems covering various areas which provide good reference for other schools.  We will promote the professional sharing and invite the schools to share the implementation strategies of developing and application of electronic systems, as well as other related electronic solutions in school administration provided in the market, so that schools will have more information and options on the technologies and services available.

 

 

For enquiries on the Strengthening School Administration Management Grant and the Pilot Project on Strengthening Schools’ Administration Management, please contact the respective Senior School Development Officers.

 

 

 

Last revision date: 03 August 2017
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