Guidelines for Transfer and Utilization of PHCIP Funds for ECCE and Afternoon School Program – Notification

No. SO(ER-II)2-1/2024
GOVERNMENT OF THE PUNJAB
SCHOOL EDUCATION DEPARTMENT

Dated Lahore the 23^rd October, 2024

Subject:                 TRANSFER AND UTILIZATION OF PHCIP FUNDS FOR ECCE FURNITURE, LEARNING KITS, LIBRARY BOOKS AND MANAGEMENT OF AFTERNOON SCHOOL PROGRAM

Please refer to the subject cited above, I am directed to state that the following instructions must be followed to ensure that the objectives of the PHCIP, the Afternoon School Program, and other related educational initiatives are met in an efficient and transparent manner under Public School Reorganization Program (PSRP);

1. Transfer and Utilization of PHCIP Funds

Funds allocated under the PHCIP project, currently available in the accounts of School Councils, must be transferred to the licensees of PSRP schools. These funds are specifically designated for the procurement of Early Childhood Care and Education (ECCE) furniture, Learning Kits, and Library books. Licensees are required to submit a formal procurement plan prior to the transfer of these funds, ensuring alignment with PHCIP guidelines.

The funds must only be utilized for the purchase of these approved resources, and both licensees and School Councils are bound to this directive. Any deviation from the intended use of funds will result in penalties and potential termination of license agreement.

• Procurement Guidelines and Binding Clause

To maintain transparency and accountability, licensees must submit a detailed procurement plan, specifying the items lo be purchased and a timeline for their procurement and deployment in schools. Licensee will provide detailed vouched accounts and DEA will conduct physical verification of procurement and submit a report to PMIU and PEF of the concerned district.

• Monitoring and Reporting by DEAs

District Education Authorities are responsible for overseeing the transfer and appropriate utilization of PHCIP funds. DEAs must ensure that the funds transferred to the licensees or retained by School Councils are used as per the project’s procurement guidelines. DEAs will conduct periodic inspections and submit progress reports verifying the timely procurement and installation of ECCE furniture, Learning Kits, and Library books.

Regular updates and reports from licensees must be submitted to DEAs, detailing procurement progress and the delivery status of resources. Any irregularities or delays must be reported promptly for corrective action.

• Transfer of Tablets (Tabs) for ECE Classrooms 

The Tablets (Tabs) provided under the PHCIP initiative, managed by the Program Monitoring and Implementation Unit (PMIU), are exclusively designated for use in Early Childhood Education (ECE) classrooms. Licensees are required to submit a formal certificate or declaration that these Tabs will be used solely for ECE purposes. DEAs will oversee the transfer process, ensuring that all Tabs are handed over to the licensees in a timely manner to avoid any disruption in the students’ learning experience.

5.   Transfer of ECCE Furniture

The ECCE furniture provided under the PHCIP project is an essential resource for creating conducive learning environments for young students. This furniture must be accurately recorded in the school inventory and handed over to the licensees. DEAs are responsible for ensuring that the transfer is carried out transparently, and licensees must confirm the receipt and installation of the furniture in the ECCE classrooms.

6.   Operational Management of Afternoon School Program

Under the Public Schools Reorganization Program (PSRP), schools have been permitted to initiate elementary classes under the Afternoon School Program. Payments for these classes will only begin after a thorough physical verification of the enrolled students by the concerned authorities. Until the verification process is complete, licensees are responsible for continuing these classes, ensuring the necessary staffing, and maintaining the standard of education. Similarly, Non SNE Elementary building situated in PSRP schools be handed over to licensees of the said school.

All parties must work towards the common goal of enhancing educational opportunities for students under the Afternoon School Program.

SECTION OFFICER (ER-II)

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