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Documents Needed While Applying for CBSE affiliation

Documents Needed While Applying for CBSE affiliation

Posted on April 25, 2018 | by Vinod Kakumanu

Following documents are required to be uploaded while making an application for CBSE affiliation online —

  1. No Objection Certificate stating that State/UT Government has no objection with regard to CBSE affiliation of the school. The NOC will be considered valid until it is affirmatively withdrawn by the issuing authority, therefore the school promoters need not worry if the NOC is past its indicated period. The name and address of the school in this certificate should be same as mentioned by the school in the application.
  2. Formal prior Recognition letter issued by the education department of the state or the union territory declaring the affiliation of the school with the state board. If the school is applying for Middle Class Approval, recognition letter for classes I to V will be required. In case the school is applying for provisional CBSE affiliation for secondary level (class IX and X), it will need to submit the recognition letter for the class I to VIII.
  3. The mode of uploading must be a scanned single pdf file in case of both the NOC and Recognition letter
  4. Copy of Registration letter of the Trust/Society Section 8 Company. The name and address of the Society/Trust/Company in this certificate should be same as mentioned by the school in the application form.
  5. Land Certificate from the concerned authority
  6. Affidavits announcing the following (find sample affidavit at http://cbseaff.nic.in/cbse_aff/welcome.aspx)
    1. Non-Proprietary Character of society from First Class Magistrate.
    2. No relation amongst the School Managing Committee members.
    3. That without Affiliation school will not start class 9th/11th
    4. That society/school is not part of any franchise arrangement as per clause 19.1(i) (ii) and clause 7.2 Affiliation bye-laws of the Board
  7. Infrastructure detail photographs Front view, back view, library, all labs, top view from the roof of the school including a playground and all 4 sides of boundary wall in a single PDF file.
  8. Fire safety certificate
  9. Health & Sanitation certificate.
  10. Safe drinking water certificate
  11. Building Safety Certificate.
  12. Staff EPF deduction certificate Latest EPF challan in the name of the school
  13. Reserve funds proof (Only in case of up gradation).
  14. Balance sheet/Financial status certified by CA for last 3 years
  15. Salary paid through ECS/Cheque (Certificate issued by the associated bank).

 

In case of switch over from state board to CBSE at secondary or higher secondary level

  1. Affidavit for the closure of classes in a phased manner along with 2. 3 years State board result in gazette issued by the state board
  2. Land registration and/or lease documents

 

Important details related to the aforementioned documents

Land Documents: The documents related to the school land that the school must produce before the board at the time of application for affiliation, inspection and thereafter, include–

  • Legible copies of the registered sale deed, lease deed or the gift deed through which the ownership of land has accrued in the name of the school or the Society/Trust/Company running the school. Such land has to be in the name of the school or the society running the school. If the land is leased, the period of the lease must not be less than 30 years.
  • Land certificate–The school must acquire the original Land Certificate issued by the concerned District magistrate/Registering/Revenue authorities the format for which is given as Appendix-VI of Affiliation bye-laws.

Essential Safety certificates: The certificates among those aforementioned that pertain to the safety of the building and other amenities for children will be considered valid for 1 year after the date of issuance, this in case when the certificate does not have a specified date.

  • It must be noted by the school promoters that the Building safety certificate must have been issued by a Government Authority and not from private engineers. Safety certificate issued by empaneled engineers will only be admissible if they have been authorized by the state government to issue “Building and Structural Safety Certificate”.  Fire Safety certificate must be issued by Fire Department and Safe drinking water and Health & Hygiene certificate must also be issued by Govt. authority.

Balance Sheet: School’s account should be separate from that of the Society/Trust/Company to which the school is associated. Complete Balance Sheet for the last three years of school operations audited by CA should be in place for review.

Franchisee schools: The CBSE bye-laws clearly mandate that the school should not be paying any fee or royalty to any other organization or institution for the use of name, logo or motto. An affidavit stating the above is also required to be submitted.

All the documents that are to be uploaded at the time of application must be either in English or Hindi. If the document is translated from vernacular to English or Hindi, an affidavit to the effect that the translation is exact, free from omissions or commissions must be given by the Manager appointed by the School Management Committee along with the name designation and stamp/seal of the issuing authority. The proformas, certificates are given in the respective appendices of the affiliation bye laws of the board. It has to be ensured before uploading that the size of any file should not exceed the given limit.

For assistance on any aspect of starting a CBSE school or obtaining CBSE affiliation, up gradation or CBSE switch over of an existing school, contact us


17. Do I need to have a state board affiliation to start a CBSE/ICSE school?

Posted on March 28, 2018 | by Vinod Kakumanu

Yes, State board recognition is necessary for getting affiliated to any board that include CBSE and ICSE. The state education department also needs to issue an NOC stating that it has no objection regarding your school’s affiliation to the CBSE/CISCE. For complete details about getting your school affiliated to CBSE or ICSE refer to our blog posts How to Start a School and get CBSE affiliation? or How to start a school and get ICSE affiliation?


How to Start CBSE School anywhere in India?

Posted on December 19, 2017 | by Vinod Kakumanu

Starting a CBSE school in India remains top choice of K-12 school promoters across India. To start a school affiliated to the Central Board of Secondary Education (CBSE) seamlessly, all aspects of the new school project must be planned in advance keeping in view the board’s affiliation guidelines.  Necessary skills/resources have to be in place. Certain rules must be followed to the letter for attaining CBSE affiliation. Before applying for affiliation with the board school must become operational because the application requires the details about the school operations, qualifications of the teachers and instructional and institutional facilities. So ,the school promoters should open the school first. For that, the preliminary steps include association with a non-proprietary Trust/Society/Section 8 company, procurement of land, getting approval of land use for educational purposes and getting land use certificate and NOC from the municipal authority for school construction.  Detailed steps involved in setting up a new school in India and applying for affiliation with any board including CBSE and ICSE have been provided in our previous post  How to Start a New School in India?

CBSE is the leading national school certificate examination conducting board. The schools affiliated to the board are seen throughout the country as viable and successful preparatory pre-university institutions. CBSE also runs schools in some countries besides India too.

School promoters mostly are inclined towards starting schools affiliated to CBSE for several reasons. The board is well known across the country as it conducts many gateway exams for the institutes of higher education including national level engineering and medical entrance exams, Central Teachers Eligibility Test etc. It is notable that the central board’s curriculum is designed and revised by the NCERT and comes as an added advantage in national and state level government competitive exams for students. CBSE board and schools affiliated to it enjoy a reputation of efficiency and transparency in operations. There are over 17,000 schools in India affiliated to CBSE as of now.

A private school must fulfill the conditions clearly outlined in the CBSE bye-laws for securing affiliation. If the requirements are not met to CBSE’s satisfaction the application for affiliation will not be processed. The directions that the CBSE affiliation bye-laws entail are discussed below –

  1. Rules regarding Society/Trust Running the School

CBSE recognizes the role of Trust/Society running the school in providing ‘healthy learning environment’ and establishing a center of ‘educational excellence’. In keeping with these goals, there are a set of ‘roles and responsibilities’ outlined for the Trust/Society—

  • It must be non-proprietary in nature and none of its members should be relatives.
  • Trust/Society should see to it that school operations are not commercialized and are run for community service.
  • It must ensure that the school land and building are as per the norms of the board, that the school is well supplied and has qualified staff on its payroll.
  • It must ensure that the school is run as per the provisions of the Education Act and affiliation norms of the CBSE.
  • It must have control over the School Management Committee and shall approve the tuition fees etc.
  • It must ensure recurring and non-recurring funds for the school

Complete details about the roles, responsibilities, and powers of the Trust/Society are detailed under CBSE bye-laws document.

  1. Recognition by the State

The school applying for affiliation must have a prior affiliation with the state board. In addition to that, It must have a No Objection Certificate (NOC)  to the effect that the state has no objection regarding the school’s affiliation to the CBSE.

  1. School Infrastructure

The school must have about 2 acres of land including the building and the playground. In case the school is to be set up in a metropolis with a population of 25 lacs or more the land area must be no less than 1 acre. The area includes the school building and an additional area for ‘physical & health education’ and games must be arranged in an understanding with any other organization if the Trust/Society does not own the land. In all, the area must be not less than 2 acres. The school land must be owned or held on lease for no less than 30 years.

The schools in the hilly areas applying for affiliation must have 1 acre of land at their disposal. The minimum land area requirement for scenarios like that of NCT, Delhi, and some other cities have been relaxed. The list of the locations and corresponding minimum land area requirement are listed under  Chapter ii of CBSE bye-laws document.

The land and school infrastructure specifications of the board must be adhered to for securing affiliation and eventual up gradation. In case the required land is not available, services of popular web portals such as SchoolProp.com can be availed by school promoters to select from an extensive list of school property in different cities and regions of India.

  1. Teachers and other staff

School promoters must make certain that they employ adequately qualified teachers and competent non-academic staff as per CBSE norms.

There are specifications for Heads and Teachers for CBSE affiliated schools; for instance, a secondary school Head must have a Masters or equivalent degree from any recognized university along with a teaching degree with 5 years of experience of teaching Higher Secondary classes OR have a bachelors degree from any recognized university, a B.Ed. and 8 years of teaching experience in secondary classes. Likewise, there are directives regarding the minimum qualifications and experience for teachers of different subjects. Details are listed under Chapter ix of CBSE bye-laws document.

It is of fundamental importance to make no compromises with regard to the qualifications prescribed in the bye-laws of CBSE at the time of recruiting teachers. While planning the initial teachers’ recruitment drive or hiring replacements reliable human resource repository like educatorOne.com can be looked at, This measure saves valuable time and ensures availability of well-qualified educators for creating a niche for school in the increasingly competitive education sector.

  1. School Management Committee

CBSE mandates the formation of a School Management Committee for every private school. There are stipulations about who would the SMC members be and what would be the functions of SMC. The main points regarding the constitution of the SMC are given below,

  • The SMC of a private school can have no more than 21 members.
  • The head of the School will be the Secretary of the SMC.
  • Two parents of the two separate students of the school and two from the teaching staff will be in membership
  • Two teachers from other school or college will be appointed as members
  • No relative of SMC member will be appointed as the school Principal

These guidelines regarding the constitution of the SMC must be strictly adhered to for detailed list visit the aforementioned CBSE bye-laws link. The School Management committee, besides ensuring the observance of the CBSE affiliation norms will also oversee the finances and provision of school supplies including furniture, science equipment, books for the library, teaching aids, and sports material. School promoters must ensure that the school management committee has access to dependable state of the art school supplies providers like schoolsupermart.com

Online Application for CBSE Affiliation

For the ease of school promoters who are applying for affiliation, a list of steps is provided. Ones who are running a school for one year or more may follow these steps to successfully apply for CBSE provisional affiliation or affiliation up gradation—

Registering the school online and online application

School promoters must get their school registered with the CBSE on the board’s official website. Prior to the application, a set of documents and a bank draft of the amount that applies to your case must be readied. The amount for approval for running syllabus for middle schools i.e. class 8th is 50,000 Rs., for provisional affiliation till class 10th the fees is 150,000 Rs and in case the school is already affiliated till class 8th and are applying for up gradation, fees are 100000 Rs.

Thereafter, the school promoters should fill the online application form after going through the bye-laws and instructions by accessing the website link http://cbseaff.nic.in/cbse_aff/form/Instruction.aspx

Scanned copies of the following documents must be attached to the online application for CBSE affiliation —

  • NOC and formal prior recognition letter
  • Copy of registration letter of Trust/Society Management Committee
  • Affidavit announcing the non-proprietary nature of the society— the society or the Trust running the school should not have members that connected by bloodline. In case there are such members they must be declared in the affidavit
  • Land certificate
  • Land registration or lease document(lease of the land must be for minimum 30 years)
  • Infrastructure details
  • Fire safety certificate
  • Health and sanitation certificate
  • Safe drinking water certificate
  • Building safety certificate
  • Staff EPF deduction certificate
  • Balance sheet / financial status certified by a CA
  • Salary paid through ECS/Cheque (associated bank’s certificate)
  • Staff salary certificate
  • Enrollment details
  • Details of the Academic Staff

 

  1. Postal correspondence with the board

After registering the school the bank draft of appropriate amount along with the photocopies of the documents mentioned above must be posted to the CBSE.

Expect the board to send a letter intimating you the details of the Inspection Committee that has been assigned the task of school’s inspection. The school management has to correspond with the members and decide on a date of inspection.

  1. Arrangements and Preparation for the Inspection

When the school has been readied in all respects, preparation for an inspection that comes prior to the grant of affiliation must commence. The IC accreditation depends upon the level of compliance with the standards. The IC carries a proforma wherein the recordings and observations about the school conditions and its readiness are made. The land records and salary structures of the employees besides the school infrastructure and audit reports attesting school’s financial stability etc. are central aspects. The school management must be mindful and prepare thoroughly for the inspection to preclude an event of rejection. In the event of rejection, a reapplication would be in order after a prescribed span of time which must be utilized to implement the recommendations made by the committee and the aspects that are underscored for attention by the IC.

Once the inspection has been undertaken by the Inspection Committee, it becomes incumbent on it to draft and table its report regarding the suitability of the school for affiliation along with the school’s file.

The school management can keep tabs on the progress of the school’s affiliation online. The affiliation will follow in about 2 months of submission of the IC’s report and the school’s file. Once approved by the IC, the affiliation will be granted to the school.


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