O NE - OFF S CHOOL D EVELOPMENT G RANT FOR K INDERGARTENS UNDER THE P RE - PRIMARY E DUCATION V OUCHER S CHEME IN THE 2013/14 S CHOOL Y EAR November 2013 Kindergarten Administration Section

BACKGROUNDTarget PEVS KGs 2013/14 school year Operating local stream of K1, K2,K3 classes Policy An additional one-off grant Improve school premises and teaching facilities Aims Enhance the quality of KG education Maintaining the affordability to parents Policy Address EDB CM no.101/2013

AMOUNT OF GRANT TO BE DISBURSED FOR EACH KG 3 ＄ 750 = Pupils enrolled in the KG X ＄ 750 = Additional Grant (as at 16 September 2013 ) ＄ 750 = Pupils enrolled in the KG X ＄ 750 = Additional Grant (as at 16 September 2013 ) Basic Grant – $150,000 per school Registered KG (regardless of the number of registered 2 locations under the same school registration) $750 per eligible pupil Additional Grant –$750 per eligible pupil Elegible student = Elegible student = Pupils enrolled in local stream of half-day and whole-day KG classes of all registered locations of the eligible KG Total amount of the One- off Grant is capped at $250,000 per KG

USAGE OF THE ONE-OFF GRANT 4 1. Improvement of school premises/facilities Expenses for maintenance, repair or facilities Procurement of furniture and learning resources Develop teaching resources, e-learning materials and school website 2. Enhancement on teaching resources Procure services Hiring of additional personnel and/or services on a temporary and project basis Time Limit: 3 years (up to the end of the 2015/16 sy)

DISBURSEMENT ARRANGEMENT 5 EDB r eceiving application Verifying the information provide by KGs Disburse to the KGs’ bank account in December 2013

A CCOUNTING AND A UDIT A RRANGEMENTS KGs should ： Keep a separate ledger account With breakdowns of the purchases Keep the receipts/invoices for inspection when required For school fees revision ： Expenditure items charged under the One-off Grant shall not be taken for the calculation of school fees revision KGs are required to report all income and expenditure of the One-off Grant separately in the fee revision applications of the relevant school years 6

ACCOUNTING AND AUDIT ARRANGEMENTS( CON’T) After 2015/16 school year ： Unspent amount as at 31 August 2016 should be returned to the Government Submit to EDB an income and expenditure statement self-certified by the school head and school supervisor by 30 September 2016 Require to return the lump sum of the One-off Grant they received if they are unable to submit the income and expenditure statement or to present related records and receipts/invoices for inspection when required * KG cease operation or withdraw/be excluded from the PEVS before end of 2015/16 school year, the income and expenditure statement should reach EDB within one month from the date of closure or withdrawal/exclusion 7

ACCOUNTING AND AUDIT ARRANGEMENTS( CON’T) Cessation of KGs ： Items purchased out of the One-off Grant should be: Transfer the items to other PEVS KGs in need Donate them to charitable organizations Request a formal receipt from the KGs/charitable organizations concerned for record purpose 8

GUIDING PRINCIPLES OF PROCUREMENT OF GOODS AND SERVICES Goods/services are procured out of public funds KGs are publicly accountable for the conduct of its affairs and related expenditure Ensure that the procedures are conducted in a fair, open and well-documented manner Make reference: EDB home page > Education System and Policy > Kindergarten Education > Pre-primary Education Voucher Scheme 9

Meet the principle of maintaining open and fair competition provided with sufficient and equal knowledge of the requirements The lowest offer which meets specifications should be accepted as a general rule A clear segregation of staff function should be established Proper records of the purchases/quotations must be maintained 10 PROCUREMENT OF GOODS AND SERVICES

A quotation with no offer from a supplier is not a valid quotation An explanatory note should be made on the Quotation Record Form when it is impracticable to invite the minimum number of quotations Do not evade the financial limits by dividing procurement requirements into installments 11 Value (HK$)Procurement Procedures Not exceeding $1,000Not compulsory to obtain quotations Exceeding $1,000 to $30,000 Oral quotation from a minimum of two suppliers Exceeding $30,000 to $50,000 Written quotation from a minimum of two suppliers Exceeding $50,000Written quotation from a minimum of five suppliers PROCUREMENT OF GOODS AND SERVICES(CON’T)

Avoid Corruption Should never receive advantages from suppliers Inform all suppliers that the offering advantages to school staff in connection with their official duties is illegal Incorporating a statement in the order form or the terms of quotation Declaration of Conflict of Interest Declare any current or future connection they or their families have with Signing an undertaking and declaring their interest when conflict of interest arises 12 Make reference to ICAC’s “Guide to Reporting Corruption” Make reference to ICAC’s “Guide to Reporting Corruption” PROCUREMENT OF GOODS AND SERVICES(CON’T)

GUIDING PRINCIPLES OF APPOINTMENT OF STAFF Set up a proper selection under the principles of fairness and transparency, make reference to website of equal opportunities commission Information in the advertisement should be gender- neutral and discrimination-free Selection procedures for appointment should be clearly understood by applicants Made known to parties concerned A selection panel should be appointed Applicants should be assessed according to predetermined criteria and specified procedures Assessment must be free from bias and discrimination 13