Our Guidelines

For the fair and unbiased evaluation of answer scripts and for the preparation of results based on the correction schedule and answer key, the following guidelines are to be followed.

• Answer key of the question paper must include all the possible answers.
• Checking of answer scripts should be in accordance with the marking scheme.
• The evaluator must read the answers thoroughly. Keywords are to be given importance.
• Completion of the checking should be according to the correction schedule.
• The evaluator must avoid writing comments on the answer scripts.
• Every question with sub-questions should have the total marks of it at the end of the questions circled in.
• Counting must be done properly and the total should be written on the front page with signature.
• The answer sheets after evaluation must be cross-checked by the subject teachers.
• The HOD must make a random checking of answer sheets.
• The HOD must recheck all the answer sheets with 95 and above marks, or the first five highest marks.
• At the time of the distribution of answer scripts, teachers should uphold professional qualities and hear patiently the doubts raised by students.
• Teachers should take care while entering the marks into the mark list and also while totalling the marks.
• Consolidated sheets prepared by the Exam department must be re-verified by the class teacher against the mark list.
• Marks awarded to ‘excess’ answers must not be included in the total.
• Overwriting on marks awarded has to be avoided.
• Marks awarded to each part of an answer have to be indicated at the appropriate place, preferably at the left side of the page.
• In case of excess questions, the question securing the lowest marks has to be indicated as “excess”.
• While posting marks from answer scripts to mark sheets, care must be taken so that no discrepancy may occur.

• The question papers will be made by the subject teachers as and when required.
• The question paper has to be set according to the pattern prescribed by the board.
• While making the question papers, due weightage should be given to all chapters in the syllabus.
• Teachers are supposed to mention marks in front of each question.
• The parallel teachers must be consulted before setting the paper, for ascertaining the lessons and the areas of testing.
• Typography and format details should be discussed with the Exam cell before typing.
• While setting the question papers, the time duration (writing time) should also be considered.
• The question paper should have more application-based questions that test understanding of the concepts, rather than rote learning.
• Question papers must be submitted to the HM’s / HOD’s with signature and syllabus written on it.
• The answer key must be supplemented with a precise scoring guide. For questions which may have more than one answer, a small note may be added.
• The question paper should be vetted by the HODs in order to maintain the quality and standards of the paper.

• It is advised that all teachers inform the concerned authorities well in advance about leave.
• Teachers taking leave should submit the work / assignment for their classes in advance.
• The teacher taking leave should give prior information and should arrange for his / her substitution one day before the leave.
• They should also submit or send the class cupboard key on the day that they are on leave.
• Teachers taking the same subject should be given preference for the substitution.
• In case of unavailability of the same-subject teachers, other subject teachers teaching that particular section will be sent.
• A substitution period shall not be considered a free period or notebook correction period.
• Teachers, whether teaching that section or not, shall make the students revise or do some written work.
• Any swapping or substitution arranged by the teacher’s consent shall be mentioned in the substitution register.
• It is the subject teacher’s duty to ensure the completion of the syllabus.

The school has established a set of guidelines for enabling the teaching-learning process in a systematic way and for bringing out effective class utilisation. The following are the guidelines:

• No teacher will have more than 35 periods in a week for his / her subject.
• Every subject will have teachers to handle that subject exclusively.
• A day’s maximum number of periods will be 9, thereby giving the teacher ample time in a week out of 45 periods for preparation of the subject.
• A timetable is prepared well in advance and distributed among the teachers for their perusal.
• One hour after dispersal, every teacher completes all the documentation processes — book correction, notes of lesson preparation etc. — for the day.
• Teachers are advised not to take leave without genuine reason, so that the teaching-learning process continues without any hindrance.
• Teachers have free access to the Coordinators and the Principal for communicating their issues and problems.

• Receiving the information letter / mail from the registered trust, foundation or educational organisation.
• Permission for conducting the competition is taken from the Principal.
• Announcement regarding the competition is made to the students.
• Students’ registration is done for the competition.
• Conduction of the exam on the date given by the organisation.
• Announcement of the result is done after receiving the result from the foundation or organisation.

• Wearing an ID card is compulsory for all students.
• Students should wear sports shoes only.
• Students have to wear their house t-shirts along with trousers / lowers (blue or black only). Students may wear a sweater / upper if required.
• No mobile phones or cameras are allowed.
• If any student is suffering from any health-related problem, they should carry their medicine, and should inform the class teacher in advance.
• There will be no shopping points or shopping areas.
• Girls can make a single plait or two plaits according to their comfort.
• Students should carry healthy snacks and drinking water.
• It will be a holiday for those students who are not a part of the trip.
• Students will be provided refreshment packets in the buses.
• A teacher will be assigned to a team of students.
• The teacher in-charge of each vehicle will be responsible for taking the count of students while boarding the vehicle at every stop.
• No student should be permitted to move inside the vehicle while travelling.
• Although all students will generally return by 6 pm at the latest, there could be delays due to traffic congestion, vehicle breakdowns and other causes beyond human control. Parents are requested to make special note of this.
• It will be the Principal’s sole discretion to cancel or postpone the trip due to security or safety reasons.
• When students are taken on a trip, in the event of any unforeseen incident, the school or accompanying staff shall not be held responsible for the same.
• The trip details including the cost, itinerary and other arrangements will be given to the parent in advance.
• For field trips, whether it is a class activity or an extra-curricular activity, parent’s consent is a must.
• The teacher in-charge will be handed over the detailed information of the itinerary, time of departure, purpose of the trip, boarding and lodging arrangements etc. beforehand.

Objective: To lay down the procedure for discarding expired chemicals.
Scope: This procedure is applicable to all solid chemicals and liquid chemicals used in the chemistry laboratory.

Chemicals

• General chemicals
• Flammable solvents (e.g. organic solvents like acetone, alcohols)
• Toxic materials (e.g. heavy metals like mercury)
• Corrosives (all strong acids and strong bases, e.g. hydrochloric acid, potassium hydroxide pellets)
• Water-reactive materials (e.g. sodium metal and hydrogen peroxide)
• LPG gas and gas cylinders

Hazardous Chemicals

A hazardous chemical is a solid, liquid or gaseous material that displays either a “Hazardous Characteristic” or is specifically “listed” by name as hazardous, or has characteristics of hazard. These four characteristics are ignitability, corrosivity, reactivity and toxicity.

Responsibility — doing: lab attendant and department teachers. Checking: HOD.

Shelf Life

Procedure

• At the end of the financial year, prepare a list of materials which are to expire in the next year.
• Dispose of the material as per Annexure-1.
• Dispose of diluted chemicals in the presence of the department teacher.
• Dispose of concentrated chemicals in the presence of the department teacher and HOD.
• Use hand gloves, safety goggles, mask, lab coat and other protective equipment as applicable.
• Keep the exhaust fan in working condition to maintain proper ventilation.
• Maintain duly signed and verified records.

Annexure-1

Note: For disposing of any concentrated chemicals, HODs are to be informed accordingly.

Chemical Waste Disposal — Do’s and Don’ts

Other Reference Documents

• vikaspedia.in — chemical waste disposal do’s and don’ts
• pharmaguidesline.com — shelf life of chemicals and reagents
• ehs.utoronto.ca — laboratory hazardous waste management and disposal manual

Sacred Heart International School, Marthandam is committed to resolving any type of grievance or complaint from students, parents, staff or any other stakeholders. Such a policy is designed to ensure transparency, fairness and timely resolution of issues.

Purpose and scope: To provide a structured process for addressing and resolving grievances within the school community. Grievances may come from stakeholders viz. students, parents, teachers, administrative staff and vendors.

Definitions: A grievance is a formal complaint or concern expressed by an individual or a group of individuals about a perceived injustice, unfair treatment, violation of rights, or dissatisfaction with a particular aspect of an organisation, institution or system.

Grievance reporting: A grievance can be submitted to the Admin Officer, can be put in the suggestion box provided near the school gate, or raised in in-person meetings. It can also be emailed to feedback@shismarthandam.com.

Handling and processing of grievances

• Contact the Grievance Officer: Admin Officer, SHIS Marthandam, through email or an in-person meeting. Reach out to this person, either in person or via email, to discuss your grievance and seek guidance on the formal process.
• Document your grievance: As the first step, prepare a written statement outlining the details of the grievance. Include specific information such as date, time, location, individuals involved and any relevant documents or evidence.
• Submit your grievance: Kindly follow the procedure outlined in the school’s policy for submitting your grievance. This might involve filling out a specific form, sending an email to the designated officer, putting it in the suggestion box, or handing it over to the Admin Officer.
• Wait for acknowledgment: Once your grievance is submitted, the school will acknowledge its receipt within a reasonable timeframe. This acknowledgment includes information on the next steps and the expected timeline for resolution.
• Participate in the process: You are expected to cooperate with the school’s investigation or resolution process. This may involve providing additional information, participating in meetings or discussions, and following any guidance provided by the grievance officer.
• Maintain open communication: Keep the lines of communication open with the school and the designated officer throughout the process. If any concerns or questions arise, kindly do not hesitate to ask.
• Review the outcome: Once the school completes its investigation, it will communicate the outcome to the complainant. This might include information about any actions taken or changes made as a result of the grievance.
• Appeal, if necessary: If the complainant is not satisfied with the outcome or believes the grievance was not adequately addressed, review the school’s policy for an appeal process. The complainant will have the option to escalate the grievance.
• Seek legal advice: If the grievance remains unresolved or the complainant believes his or her rights have been violated, he or she may consult an attorney experienced in education law to explore legal options.

You are expected to maintain a respectful and professional demeanour throughout the grievance process. It is important to document everything related to the grievance and keep records of all communications and outcomes. Schools typically take grievances seriously and have established procedures to ensure a fair and impartial resolution.

Timelines: each step shall not take more than 3 working days, with a maximum of 15 days for feedback / resolution of the grievance.

Confidentiality and non-retaliation

All parties involved in the grievance process will maintain confidentiality. Retaliation against anyone who raises a genuine grievance is strictly prohibited and will result in disciplinary action.

Mediation and resolution

Resolution of grievances can be done by mediation, negotiation, or any other applicable means. Outcomes of the grievance process include corrective actions, policy changes or apologies.

Communication

The school will communicate with the parties involved in the grievance using mobile or email or both, ensuring transparency throughout the process.

Appeals process

If applicable, the detailed procedure to appeal can be asked from the Admin Officer.

Record-keeping

Records will be maintained of all grievance reports, investigations and resolutions for future reference.

Review and revision

The grievance redressal policy will be periodically reviewed and updated every two years to ensure its effectiveness.

Training and awareness

All stakeholders will be given access to the resources.

Compliance and legal framework

SHIS Marthandam is committed to complying with all applicable laws and regulations related to the grievance mechanism.

Contact information

Admin Officer: 73737 07778

Feedback mechanism

Feedback from the school community is taken as per the decision of the management.

Introduction

Sacred Heart International School, Marthandam gives paramount importance to the safety and well-being of our students, staff and visitors.

Purpose

The purpose of this policy is to establish a comprehensive framework for emergency response in schools, ensuring a swift and organised approach to safeguarding lives and property during critical situations. This policy aims to address a wide range of emergency scenarios, from natural disasters to security incidents, to effectively manage and mitigate potential crises in schools.

Policy statement

This policy encompasses all educational facilities, including the primary wing, middle wing, senior wing and residential quarters under the Sacred Heart Educational Society, Marthandam.

Emergency Response Team

The school will designate and maintain an Emergency Response Team (ERT) comprising trained personnel responsible for executing the school’s emergency response plan. The ERT will include individuals with expertise in various areas, including first aid, fire safety and security.

Emergency types

The school will address various types of emergencies, including but not limited to:

• Natural disasters (e.g. earthquakes, floods, wildfires from stubble burning)
• Health emergencies (e.g. pandemics)
• Security threats (e.g. intruders, violence)
• Fire and hazard incidents
• Power outages
• Communication failures

Response procedures

SHIS Marthandam has well-defined evacuation plans, shelter-in-place protocols, communication strategies and medical response guidelines.

Notification and announcements

Clear communication channels are in place for notifying appropriate stakeholders, including students, staff, parents / guardians and emergency services, during an emergency situation.

Training and drill

Regular training and emergency drills (minimum once in an academic year) are conducted to ensure that all members of the school community are familiar with emergency response procedures. Documentation of drills and evaluation for continuous improvement will be done by the ERT.

Resource allocation

Adequate resources (buffer wherever required), including emergency supplies, medical equipment and communication systems, will be allocated to support effective emergency response.

Coordination

The school will coordinate with local, state and federal authorities, including law enforcement, fire departments and emergency management agencies, to ensure a unified response during emergencies.

Recovery and support

Post-emergency actions, including recovery efforts, counselling services and damage assessment, will be done to ensure the well-being and rehabilitation of the school community.

Review and update

The policy will be reviewed and updated annually to reflect changes in emergency response best practices, regulations and the evolving needs of the school community.

Compliance

All members of the school community, including students, staff and visitors, are expected to comply with this emergency response policy. Failure to comply may result in disciplinary action or consequences in accordance with relevant laws and regulations.

Annexure

• Emergency Response Team (ERT)
• List of trained persons for first aid
• List of trained persons for fire and safety
• List of emergency phone numbers
• General do’s and don’ts — see ndma.gov.in — do’s and don’ts for kids

The school is aware and acknowledges that increasing numbers of adults and children are using social networking sites. These may include Facebook, Twitter, Snapchat and Instagram — and this list is not definitive.

The widespread availability and use of social networking applications bring opportunities to understand, engage and communicate with audiences in new ways. It is important that we are able to use these technologies and services effectively and flexibly. However, it is also important to ensure that we balance this with the mental well-being and safety of all our stakeholders and our school’s reputation. This policy and associated guidance is to protect staff and advise school leadership on how to deal with potential inappropriate use of social networking sites.

For example, our use of social networking applications has implications for our duty to safeguard children, young people and vulnerable adults. The policy requirements in this document aim to provide this balance — to support innovation whilst providing a framework of good practice.

Purpose

The purpose of this policy is to ensure:

• Social networking discipline and online safety
• That the school is not exposed to legal risks
• That the reputation of the school is not adversely affected
• That our users are able to clearly distinguish where information provided via social networking applications is legitimately representative of the school

Facebook is targeted at older teenagers and adults. It has a ‘no under 13’ registration policy and recommends parental guidance for 13 to 16 year olds. The following are extracts from the Facebook privacy policy: “If you are under age 13, please do not attempt to register for Facebook or provide any personal information about yourself to us. If we learn that we have collected personal information from a child under age 13, we will delete that information as quickly as possible. If you believe that we might have any information from a child under age 13, please contact us.” “We strongly recommend that minors 13 years of age or older ask their parents for permission before sending any information about themselves to anyone over the internet, and we encourage parents to teach their children about safe internet use practices.”

Scope

This policy covers the use of social networking applications by all school stakeholders, including employees, vendors and pupils. These groups are referred to collectively as ‘school representatives’ or ‘stakeholders’ for brevity.

The requirements of this policy apply to all uses of social networking applications which are used for any school-related purpose, regardless of whether the school representatives are contributing in an official capacity to social networking applications provided by external organisations.

Social networking applications include, but are not limited to:

• Blogs, for example Blogger and memes etc.
• Online discussion forums
• Collaborative spaces, such as Facebook, Instagram, Snapchat etc.
• Media sharing services, for example YouTube etc.
• ‘Micro-blogging’ applications, for example Twitter etc.

All school stakeholders should bear in mind that information they share through social networking applications, even if they are on private spaces, is still subject to copyright, data protection and other legislation. They must also operate in line with the school’s discipline, anti-bullying and child protection policy.

Social networking as part of school service

All proposals for using social networking applications as part of a school service (whether hosted by the school or by a third party) must be approved by the Principal first. School representatives must adhere to the Terms of Use below.

The Terms of Use apply to all uses of social networking applications by all school representatives / stakeholders. This includes, but is not limited to, public-facing applications such as open discussion forums and internally-facing uses such as project blogs or chat rooms, regardless of whether they are hosted on the school network or not.

Where applications allow the posting of messages online, users must be mindful that the right to freedom of expression attaches only to lawful conduct. Sacred Heart International School, Marthandam expects that users of social networking applications will always exercise the right of freedom of expression with due consideration for the rights of others and strictly in accordance with these Terms of Use.

Terms of use

Social networking applications:

• Must not be used to publish any content which may result in actions for defamation, discrimination, breaches of copyright, data protection or other claims for damages. This includes, but is not limited to, material of an illegal, sexual or offensive nature that may bring the school or its stakeholders into disrepute.
• Must not be used for the promotion of personal financial interests, commercial ventures or personal campaigns.
• Must not be used in an abusive or hateful manner.
• Must not be used for actions that would put school representatives in breach of school codes of conduct or policies relating to staff.
• Must not breach the school’s misconduct, equal opportunities or bullying and harassment policies.
• Must not be used to discuss or advise on any matters relating to school matters, staff, pupils or parents.
• References should not be made to any staff member, pupil, parent or school activity / event unless prior permission has been obtained and agreed with the Principal.
• Staff and students should be aware that if their out-of-work / out-of-school activity causes potential embarrassment for the school or detrimentally affects the school’s reputation, the school is entitled to take disciplinary action.
• Violation of this policy will be considered gross misconduct and can result in disciplinary action being taken against the guilty.
• The school reserves the right to upload videos and pictures that it deems adequate on school social media platforms.
• The school does not take responsibility for students sharing their thoughts and views on any sensitive issues on any social media platform.

Guidance / protection for staff on using social networking

• No member of staff should interact with any pupil of the school on social networking sites.
• No member of staff should interact with any ex-pupil of the school on social networking sites who is under the age of 18.
• This means that no member of the school staff should request access to a pupil’s area on a social networking site, nor permit a pupil access to the staff member’s area, e.g. by accepting them as a friend.
• It is illegal for an adult to network while faking their age and status.
• No members of staff should access social media sites, or use personal devices, during the school day, with the exception of lunch (personal time). No staff member should make any reference to the school at any point in time on any form of social media.
• If you have any evidence of pupils or adults using social networking sites during the working day, please report it to the respective heads.

Cyber bullying

By adopting the recommended non-use of social networking sites on school premises, Sacred Heart International School, Marthandam protects itself from accusations of complicity in any cyber bullying through the provision of access.

Parents as well as all stakeholders should be clearly aware of the school’s policy on access to social networking sites.

Where a disclosure of bullying is made, the school will investigate, protect the bullied, and provide support to the aggrieved member and family.

This can be a complex area, and these examples might help: a child receiving taunts on Facebook and text from an ex-pupil who moved three months ago is not a school responsibility, though the school might contact the new school to resolve the issue. A child receiving taunts from peers at weekends using gaming devices, Snapchat and Facebook is bullying outside the school premises — the school’s responsibility ceases, but the school will investigate and help, protect and support the bullied victim. The school is also fully within its rights to warn all parents (including the victim’s) that they are condoning the use of Facebook outside the site’s terms and conditions, and that they are expected to ensure that use of the site stops. At any further referral to the school, the school could legitimately say that the victims and perpetrators had failed to follow the school’s recommendations. In many cases the social media sites stipulate age 13 as part of their policy for usage. Once disclosure is made, investigation will have to involve the families, and this should be dealt with under the school’s anti-bullying policy.

If parents / caretakers refuse to engage and bullying continues, it can be referred to the police as harassment. This guidance can also apply to text and mobile-phone cyber bullying.

Student Acceptable Use Policy Agreement

• I understand that I must use school systems in a responsible way, to ensure that there is no risk to my safety or to the safety and security of the systems and other users.
• I understand that the school will monitor my use of the systems, devices and digital communications.
• I will keep my username and password safe and secure — I will not share it, nor will I try to use any other person’s username and password. I understand that I should not write down or store a password where it is possible that someone may steal it.
• I will be aware of “stranger danger” when I am communicating online.
• I will not disclose or share personal information about myself or others when online (this could include names, addresses, email addresses, telephone numbers, age, gender, educational details, financial details etc.).
• I will immediately report any unpleasant or inappropriate material or messages, or anything that makes me feel uncomfortable when I see it online.
• I understand that everyone has equal rights to use technology as a resource.
• I understand that the school systems and devices are primarily intended for educational use and that I will not use them for personal or recreational use unless I have permission.
• I will not try (unless I have permission) to make large downloads or uploads that might take up internet capacity and prevent other users from being able to carry out their work.
• I will not use the school systems or devices for online gaming, online gambling, internet shopping, file sharing, or video broadcasting (e.g. YouTube), unless I have permission of a member of staff to do so.
• I will act as I expect others to act toward me.
• I will respect others’ work and property and will not access, copy, remove or otherwise alter any other user’s files, without the owner’s knowledge and permission.
• I will be polite and responsible when I communicate with others; I will not use strong, aggressive or inappropriate language, and I appreciate that others may have different opinions.
• I will not take or distribute images of anyone without their permission.
• I recognise that the school has a responsibility to maintain the security and integrity of the technology it offers me and to ensure the smooth running of the school.
• I understand that if I do use my own devices in the school, I will follow the rules set out in this agreement, in the same way as if I was using school equipment.
• I understand the risks and will not try to upload, download or access any materials which are illegal or inappropriate or may cause harm or distress to others, nor will I try to use any programmes or software that might allow me to bypass the filtering / security systems in place to prevent access to such materials.
• I will immediately report any damage or faults involving equipment or software, however this may have happened.
• I will not open any hyperlinks in emails or any attachments to emails, unless I know and trust the person / organisation who sent the email, or if I have any concerns about the validity of the email (due to the risk of the attachment containing viruses or other harmful programmes).
• I will only use social media sites with permission and at the times that are allowed.
• I will respect the school’s right to remove any video or post on the school’s Facebook or Instagram pages that has copyright issues.
• When using the internet for research or recreation, I recognise that I should mention the source when using the original work of others in my own work.
• When I am using the internet to find information, I should take care to check that the information I access is accurate, as I understand that the work of others may not be truthful and may be a deliberate attempt to mislead me.
• I understand that I am responsible for my actions, both in and out of school.
• I understand that the school also has the right to take action against me if I am involved in incidents of inappropriate behaviour covered in this agreement (examples would be cyber-bullying, use of images or personal information).
• I understand that if I fail to comply with this Acceptable Use Policy Agreement, I will be subject to disciplinary action. This may include reformatory tasks, suspensions, contact with parents and, in the event of illegal activities, involvement of the police.

Student Acceptable Use Agreement Form

Please complete the sections below to show that you have read, understood and agree to the rules included in the Acceptable Use Agreement. I have read and understand the above and agree to follow these guidelines when:

• I use the school systems and devices in the school.
• I use my own devices in the school (when allowed), e.g. mobile phones, gaming devices, USB devices, cameras etc.
• I use my own equipment out of the school in a way that is related to me being a member of this school, e.g. communicating with other members of the school, accessing school email, the school ERP website etc.
• I will not use the user ID provided by the school to create ANY other online account (social media, online shopping, share market, gaming, apps and software downloads, inappropriate sites etc.).

This document is an acceptance that I have read the terms and conditions of the agreement and abide by the same.