Recurrent Grants

 

(I)    Salaries Grant

 

Salaries Grant

 

19.      (a)  The approved Salaries Grant will be paid monthly and will consist of the approved salaries for all teaching staff, educational psychologists and Primary School Assistant Social Work Officers employed in accordance with the terms of this Code of Aid.  For a school which has opted for the Revised Administration Grant, the Salaries Grant will also include the approved salaries of the clerical staff employed in accordance with the terms of this Code of Aid.  To reconcile the grants already paid out with the actual approved expenditure, adjustment of over or under payment may be made from time to time, but the final adjustment for the accounting year, or the financial year as the case may be, will be made after the submission of audited annual accounts. (updated on 1 September 2018)

 

(b)     The School Management Committee shall be responsible for the arrangement of rectifying any overpayment or underpayment of salaries with the staff concerned. (updated on 1 November 2012)

 

(c)    The payment of Salaries Grant in respect of staff provided for a particular purpose will be dependent on the effective carrying-out of that purpose.

 

Administration Grant / Revised Administration Grant

 

20.        (a)     For the employment of clerical and janitor staff, schools are given an option to choose between the Administration Grant and the Revised Administration Grant to meet their specific needs.

 

(i)     For a school that has elected to receive the Administration Grant, the salaries for the clerical and janitor staff employed will be paid out of the Administration Grant.  The School Management Committee shall be responsible for the appointment, dismissal, salaries and terms of service of these non-teaching staff. 

 

(ii)    For a school that has elected to receive the Revised Administration Grant, the salaries of the janitor staff will be paid through the Revised Administration Grant, while the approved salaries of the clerical staff will be paid through the Salaries Grant as provided under Section 19(a).  The School Management Committee shall be responsible for the appointment, dismissal, salaries and terms of service of the janitor staff.

 

(iii)   The School Management Committee shall notify the Permanent Secretary promptly of the change of clerical or janitor staff and specify the effective date.

        

Both the Administration Grant and the Revised Administration Grant can also be used for procuring ancillary services (e.g. the cleaning of the school premises) by contract.  Schools which have opted for the Revised Administration Grant may opt for the Administration Grant if they so prefer.  The option once exercised in favour of the Administration Grant is final and irrevocable.

 

(b)     The Administration Grant and the Revised Administration Grant, being constituent grants of the Operating Expenses Block Grant introduced with effect from the 2000/01 school year, shall have their rates adjusted annually thereafter with reference to the mid-point salary of an entitled clerical post and the maximum point salary of the janitor post at the September 1999 level.  The annual adjustment shall be in accordance with the movement of the Composite Consumer Price Index. 

 

(c)     The clerical and janitor staff entitlements of a school determined according to the respective scales shown at Appendix 2B shall be used for the purpose of calculating the amount of the Administration Grant, or Revised Administration Grant where appropriate.  A school that opts for the Revised Administration Grant will be required to follow the conditions of appointment for clerical staff shown at Appendix 5 Attachment M.

 

Approved staff establishment

 

21.       Approved establishments for teachers and other staff are shown in Appendix 2. (updated on 1 November 2012)

 

Approved salary scales and allowances

 

22.       Expenditure on account of salaries and allowance will be allowed for grant purposes at the rates laid down in Appendix 3 or as otherwise approved by the Permanent Secretary.

 

Date of commencement and cessation of salaries

 

23.       Salaries of all staff shall normally commence from the date of assumption of full duties, and shall normally cease immediately after the last day of performance of full duties, except as provided for in Appendix 9.

 

Increments may be granted or withheld

 

24.       (a)    Increments in salary for staff will normally be given by the School Management Committee when they fall due.  Increments for part-time teachers will be based on the due proportion of the full-time scale, and will be given on an annual basis when they fall due.

 

(b)    When it appears to the School Management Committee that the service of a member of the staff has been unsatisfactory, the School Management Committee may, subject to approval by the Permanent Secretary, withhold an annual increment.  In such case, the School Management Committee shall notify the Permanent Secretary in writing of its intention to withhold the increment and its reasons for so doing and shall notify the member of staff in writing of its intention to withhold the increment.  Such notification to the Permanent Secretary and to the member of staff shall normally be given three months before the incremental date.

 

Permanent Secretary may specify recognised experience for incremental credit on appointment

25.       (a)    On appointment to an aided school, a teacher shall receive incremental credit for full-time or part-time previous teaching experience on the basis of one increment for each year of full-time service or the equivalent in aggregated part-time service in -

 

(i)       a government school,

(ii)      an aided school,

(iii)     an assisted private school on or after 1 January, 1966, or

(iv)     a private school offering formal curriculum on or after 1 September 1971.

 

Service in assisted private schools prior to 1 January 1966 and in private schools offering formal curriculum prior to 1 September 1971 shall be credited on the basis of one increment for two years full-time service or the equivalent in an aggregated part-time service. Only post-qualification experience which is supported by documentary evidence and acceptable to the Permanent Secretary shall be counted for the purpose of increments.  Service in schools outside Hong Kong shall be assessed for the purpose of increments at the discretion of the Permanent Secretary.

 

(b)    Incremental credit for experience on appointment in the case of educational psychologists and Primary School Assistant Social Work Officers of a school may be awarded in accordance with the above principles, where applicable. (updated on 1 September 2018)

 

Sick/ maternity/special tuberculosis leave/paternity leave and paid leave as jurors or when required to appear in court as witnesses

 

26.       The School Management Committee may grant to teachers, educational psychologists and Primary School Assistant Social Work Officers

 

(a)   the following types of leave in accordance with the conditions specified at Appendices 10 and 11

(i)                   sick leave (paid and no-pay);

(ii)                 maternity leave (paid and no-pay);

(iii)               special tuberculosis leave (paid and no-pay); and  

                     (iv)        paternity leave

                    

                     and

 

(b)    paid leave to those selected to serve as jurors and those required to appear in court as witnesses.

 

(updated on 1 September 2018)

 

Permanent Secretary may approve paid study leave to teachers, educational psychologists and Primary School Assistant Social Work Officers

 

27.       (a)    A teacher in an aided school who is selected by the Permanent Secretary for a course of training may continue to receive full salary for the approved period of study leave.

 

(b)    A teacher in an aided school attending such other course as the Permanent Secretary may have approved, may receive, for the approved period of study leave full salary or such proportion of full salary as the Permanent Secretary may determine.  No application for paid study leave will be considered unless the prior approval of the Permanent Secretary has been obtained for the teacher to attend the course.

 

(c)    Educational psychologists and Primary School Assistant Social Work Officers will be granted the same study leave benefits as those for teaching staff. (updated on 1 September 2018)

 

Leave that requires prior approval of Permanent Secretary 

 

28.       (a)    Prior approval of the Permanent Secretary is required in respect of the following types of leave to teachers, educational psychologists and Primary School Assistant Social Work Officers -

(i)    no-pay leave other than no-pay sick/maternity / special tuberculosis leave;

(ii)   study leave other than that provided under Section 27, or which has not been endorsed by the Permanent Secretary in advance; and

(iii)  any other kinds of leave not specified in this Code.

 

(updated on 1 September 2018)

 

(b)        The Permanent Secretary may approve the grant of no-pay leave under (a) (i) above to a staff recommended for such leave by the School Management Committee.  Such no-pay leave shall not be counted for the purposes of increments. (updated on 1 November 2012)

 

(c)    When the last day of such no-pay leave is followed by a Sunday or a gazetted public holiday, such Sunday or gazetted public holiday will be regarded as an extension of the period of no-pay leave.

 

(d)    When the last day of such no-pay leave is followed by the major school holidays, i.e., Christmas, Chinese New Year, Easter and  Summer Vacation, payment of salary will resume on the day the staff reports to school for duty, provided that it is neither a Sunday nor a gazetted public holiday. (updated on 1 November 2012)

 

(e)    When the last day of such no-pay leave is followed by a school holiday, other than the major school holidays, payment of salary will resume on the day following the last day of such no-pay leave provided that it is neither a Sunday nor a gazetted public holiday.

 

(f)     Where, however, no-pay leave has been granted as no-pay maternity, sick, or special tuberculosis leave, payment of salary will resume on the day following the last day of such no-pay leave, notwithstanding that the day following the last day of such no-pay leave may be a Sunday or a gazetted public holiday.

 

Special Leave

 

29.       (a)  Normally special leave with pay will not be granted to teachers on account of personal affairs during the term.  However, in exceptional cases, the Supervisor may grant special leave with pay for a maximum of 2 days per academic year to teachers on grounds of urgent private affairs of grave importance.

 

(b)    The School Management Committee may also grant paid leave of not more than 14 days to any teacher for each academic year to represent HKSAR in national / international conferences or events such as the Asian Games and the Olympic Games; or being invited to present paper or speak at national / international conferences in connection with education or participating in training and camping exercises of Civil Aid Service, Auxiliary Medical Service or Auxiliary Police Force. Sufficient grounds and justifications should be produced to support the grant of paid leave. (updated on 12 January 2006)

 

Permanent Secretary may approve the grant of paid leave to Heads

 

30.       The Permanent Secretary may approve the grant of paid study leave or leave for other specially approved purposes to the Head of an aided primary school.

 

Employment of supply teachers

 

31.       (a)    The School Head may, on behalf of the School Management Committee, employ supply teachers on a daily basis to substitute for teachers who are absent on approved leave for three consecutive calendar days or more and claim reimbursement of salaries.  Application for reimbursement of the salaries of supply teachers shall be made in a prescribed form.

 

(b)    Such a supply teacher shall be of the same grade as, or of a lower grade than, the teacher for whom he is substituting; except that a Certificated Master/Mistress may be engaged to replace an unqualified teacher.  A supply teacher is paid on fixed daily rates as the Permanent Secretary may determine. 

 

(c)    For the purpose of this section, teaching staff shall include Student Guidance Teachers.

 

(d)    Service as supply teaching or non-teaching staff on a daily basis shall not be counted for the purpose of increments or regarded as service for any other purposes.

 

Employment of temporary replacements

 

32.       (a)    The School Management Committee may approve the employment of temporary replacements on monthly terms of the appropriate grade for teaching staff who have been granted maternity leave, paid sick leave, paid study leave or no-pay leave for a period not less than 90 days.

 

(b)    A temporary replacement on monthly terms may also be approved to fill a vacancy on the teaching staff establishment in circumstances where it appears to the Permanent Secretary that the appointment of a supply teacher under the terms of Section 31 of this Code of Aid would be inappropriate.

 

(c)    The School Management Committee may approve the employment of temporary replacement for educational psychologists and Primary School Assistant Social Work Officers who have been granted the following leave for a period not less than 30 days: paid sick leave, paid leave for other purposes, paid maternity leave, paid study leave or no-pay leave. (updated on 1 September 2018)

 

Appointment of clerical staff

 

33.       Schools whose clerical staff are paid out of the approved Salaries Grant may appoint clerical staff on the scale shown in Appendix 2B and in accordance with the conditions of appointment contained in the Appendix 5 Attachment M.

 

Leave for educational psychologists, Primary School Assistant Social Work Officers and clerical staff paid out of the Salaries Grant

 

34.       (a)    The School Management Committee may grant paid leave on an annual basis to those educational psychologists, Primary School Assistant Social Work Officers and clerical staff paid out of the Salaries Grant as provided at Appendix 12A, 12B and 12C respectively.  Such leave shall be taken during the long holidays, subject to mutual agreement between the school and the staff. No replacement will be granted for the staff on such leave. (updated on 1 September 2018)

 

(b)    Subject to the provisions of the Employment Ordinance, the School Management Committee shall grant paid sick leave to those clerical staff paid out of the Salaries Grant at the rate of two paid sickness days for each completed month of employment during the first twelve months of employment and 4 paid sickness days for each month of service thereafter.  Sick leave may be accumulated up to a maximum of 120 days.  Clerical staffs on approved paid sick leave are entitled to receive full salary.

 

(c)    Subject to the provisions of the Employment Ordinance, the School Management Committee shall grant maternity leave as provided at Appendix 13 to those female clerical staff paid out of the Salaries Grant.

 

(d)    For school that has opted for the Revised Administration Grant, the School Management Committee may approve the employment of a temporary replacement when the clerk is on approved sick leave or maternity leave for not less than 14 days.  Such temporary clerk is paid on a fixed daily rate as announced in the relevant circular in force.  A replacement staff substituting for a period not less than 90 days will be paid on a monthly basis. (updated on 1 January 2019)

 

(e)  The School Management Committee may grant paternity leave up to 5 working days with full-pay to those educational psychologists, Primary School Assistant Social Work Officers and clerical staff paid out of Salaries Grant with not less than 40 weeks’ continuous service immediately before taking the paternity leave. Schools are required to follow the administration arrangements of paternity leave as set out in the prevailing circular available on the Education Bureau homepage. (updated on 1 September 2018)

 

Endorsement of records of leave granted and inspection of leave records

 

35.       (a)    Records of leave that the School Management Committee may grant to teachers shall be submitted in August each year to the Permanent Secretary, who will signify his approval to the leave by endorsing the relevant leave records, provided that he is satisfied that the School Management Committee has considered each leave application with supporting documents in accordance with the conditions provided in this Code, the Employment Ordinance and the instruction he may from time to time issue. (updated on 12 January 2006)

 

(b)    Records of leave granted to other staff should be endorsed by the Supervisor on annual basis. (updated on 1 November 2012)

 

(c)    School shall keep the leave records of their staff up-to-date. These records shall be available for inspection by officers authorised by the Permanent Secretary as and when required.

         

(II)    Operating Expenses Block Grant

 

Recurrent block grant to cover operating expenses

 

36.       Schools will be provided with the Operating Expenses Block Grant to meet their operating expenses.  The Grant consists of various non-salary recurrent grants except those items of expenditure which are disbursed on an actual claim or reimbursement basis.  It comprises a General Domain under which schools are free to set flexibly the allocations for each constituent grant and a Special Domain for funds schools can only use for the specified purposes.  Surplus of the General Domain can be used to top up expenditure on Special Domain items and items chargeable to other government subsidies outside the Grant.  The rates of the Grant will be adjusted annually in accordance with the movement of the Composite Consumer Price Index.  Schools are allowed to retain unspent funds up to 12 months' provision of the Grant.  Given the funding flexibility provided under the Grant, schools are required to put in place formal procedures for financial planning, monitoring and evaluation of results.  Details of the Grant are set out at Appendix 15.

 

(III)    Composite Furniture and Equipment Grant

 

Recurrent block grant to cover furniture and equipment items

 

37.     (a)     The Composite Furniture and Equipment Grant is a recurrent block grant for purchasing furniture and equipment items to meet the needs of schools and students.  The Grant also covers maintenance/repairs fees for furniture and equipment items and insurance premium for non-standard furniture and equipment items for school portions.  It will be disbursed to schools in a single payment annually on a per-class-per-annum basis, and will be adjusted annually in accordance with the movement of the Composite Consumer Price Index.  For a new school, the Grant may be paid in full three years after the commencement of its operation and when the Education Bureau has approved the closure of its Set-up Fund (New Grant) Account.

 

(b)     A school can retain surplus up to five times of the provision of the prevailing level of the Grant.  Details of the Grant are set out at Appendix 16. 

 

Permanent Secretary may approve reimbursement of rent and rates

 

38.     The Permanent Secretary may approve reimbursement of rent, government rent and rates actually paid for school purposes except for government rent and rates for the area of the school tuckshop.