Introduction
To support schools to strengthen administration management, the Pilot Project on Strengthening Schools’ Administration Management (the Pilot Project) has been implemented in some public sector schools by phases since the 2011/12 school year. We have continuously reviewed the Pilot Project and collected views from the participating schools and school sponsoring bodies (SSBs) throughout the course of implementation. Both the participating schools and SSBs reflected that the Pilot Project had provided a good opportunity for schools to strengthen their existing administration management mechanism.
Strengthening School Administration Management (SAM) Grant
In the light of the successful experience and good foundation of the Pilot Project, the Education Bureau (EDB) provides support for public sector and Direct Subsidy Scheme (DSS) schools to enable them to initiate improvement measures for enhancing school administration management, thereby unleashing teachers’ capacity. For details, please refer to the following information:
Circular Memorandum No. 21/2016 
Work Plan on the Use of Strengthening School Administration Management Grant
and
Proposal for Collaboration Items Coordinated by School Sponsoring Body (SSB)
Examples of improvement measures
Brief introduction on the Pilot Project, the list of pilot schools and contact information
Important Dates:
|
Event |
Date
|
|
Briefing sessions |
14 and 16 March, 2016
|
|
Submit Proposal for Collaboration Items Coordinated by SSB (if appropriate) |
On or before 29 April, 2016 |
|
Strengthening School Administration Management - Professional Sharing on Electronic Solutions |
11 July, 2016 |
|
Upload Work Plan on the Use of SAM Grant to school's homepage |
Before end-October, 2016 |
|
Incorporate the report on the use of the SAM Grant in the school report of 2017/18 and upload to school's homepage |
Before end-November, 2018 |
Other Support
1. Experience Sharing
Both effective improvement measures and the implementation strategies are the valuable assets accumulated in the Pilot Project. We will continue to consolidate the experience and operational strategies in the Pilot Project as well as the practices and knowledge gained by the pilot schools and SSBs. The information uploaded by category can be a good reference of other schools / SSBs in devising strategies to strengthen school administration management, and can encourage the exchange of information and ideas in the sector with a view to benefiting more schools.
a. Bulletin
To share good practices and strategies on a thematic basis with a view to encourage dissemination and experience sharing, the following bulletins have been issued:
|
Date of Issue and Abstract |
Issue |
|
January 2017
The needs of special schools and their students are diversified. Adopting the principle of school-based adjustment, some special schools in the pilot project developed their own strategies to enhance school administration in accordance with their needs. Four special schools were invited to share their experience in applying strategies for the reference of other schools.
|
|
|
September 2016
Many pilot schools introduced electronic systems in school administration and achieved promising results in enhancing efficiency under the pilot project. Three pilot schools were invited to share their experience and concerns in applying electronic systems in school administration. Some useful tips and points to note are also consolidated in this issue for reference of schools. |
|
|
November 2015
To study how collaboration among schools achieves synergy in enhancing the overall administrative effectiveness of schools, we have invited some pilot schools to share their experience in collaboration. |
|
|
June 2015
Building Document Management System (DMS) is a popular try-out item among the pilot schools. We have visited two pilot schools to gather and share their experience and considerations in choosing and developing DMS in their schools.
|
|
b. Sharing Sessions/Briefing Sessions
To facilitate the sharing of experience and deliverables, different platforms were established to promote the practices / strategies developed by the pilot schools. For details, please refer to the following information:
|
Date |
Name of the Programme |
Materials |
11 July 2016 |
Strengthening School Administration Management - Professional Sharing on Electronic Solutions |
Experience sharing on developing school-based electronic systems
Lok Sin Tong Yu Kan Hing Secondary School The school developed the school-based electronic system to allocate extra curriculum activities and manage student activity records. The system helps to streamline the procedure of data entry and producing report cards and Student Learning Profile.
ELCHK Lutheran Secondary School The school developed some school-based electronic mini systems/tools by using some free and open source software. The tools can streamline teachers' administration work in consolidating and analysing students' performance and reporting of the maintenance items in school.
Systems & Information Management Section of EDB How to export information needed in Web-based School Administration and Management System (WebSAMS) by using Structured Query Language(SQL)
|
| 14 and 16 March 2016 | Briefing Session on EDBCM021/2016 "Strengthening School Administration Management Grant" |
14 March, 2016 Tin Shui Wai Methodist College
The school installed software enabling teachers to conduct e-marking with tablets. The system can also facilitate teachers to review on the quality of the assessment paper and analyze students' performance to better inform teaching and learning.
YCH Law Chan Chor Si Primary School
To reduce the duplicated administrative work and increase the bargaining power of all sponsored schools, the SSB and school tried to establish the procedures and mechanism of central procurement.
16 March, 2016 YCH Wong Wha San Secondary School To tie in with the SSB's 360 degree appraisal policy and streamline the procedures in collecting and processing relevant data, the pilot school hired a vendor to develop an electronic platform. The platform can benefit not only the pilot school, but all the sponsored schools under the same SSB.
Yuen Long Public Middle School Alumni Association
|
| 6 October 2015 | Pilot Project on Strengthening Schools’ Administration Management (2015)-"Administration Automation" |
Po Leung Kuk Lo Kit Sing (1983) College
The school developed the platform to build up a database of graduate that allows the graduates to update their information online. The system helps to reduce teachers' administrative work in life planning education and career guidance.
Kwun Tong Government Primary School (Sau Ming Road)
The school hired a vendor to develop an electronic platform to streamline the procedure in organizing and coordinating student activities as well as keeping student activity records.
Tin Shui Wai Methodist College
|
| 29 May 2015 |
Pilot Project on Strengthening Schools’ Administration Management (2015/16) Project Preparatory Meeting)
|
Baptist (Sha Tin Wai) Lui Ming Choi Primary School
Po Leung Kuk Lo Kit Sing (1983) College
|
|
12 May 2015 |
Briefing session on Pilot Project on Strengthening Schools’ Administration Management (2015/16) |
SSB Experience Sharing: Yuen Long Public Middle School Alumni Association |
|
3 March 2015
|
Thematic Programme for School Managers (2014/15)- Enhancing School Governance: Experience Sharing Session
|
YCH Law Chan Chor Si Primary School
YCH Wong Wha San Secondary School
|
| 9 and 23 January 2015 |
Financial Management Seminar |
|
| 11 June and 17 September 2014 (Re-run) |
Sharing session on Pilot Project on Strengthening Schools’ Administration Management (2014) |
Lok Sin Tong Young Ko Hsiao Lin Secondary School
Applying the concept of document management, the school is able to circulate and process school documents, test papers, student conduct record sheets, questionnaires, etc. in a much more efficient way.
Ling Liang Church E Wun Secondary School
With the establishment of an electronic platform, school can process procurement applications efficiently without the limit of time/space. The platform has also built-in the EDB’s and the school’s procurement policies so that teachers can perform procurement work easily. It can also facilitate school’s budgeting, reviewing of financial situation, and establishment of an appropriate check-and-balance system to strengthen financial management.
Lok Sin Tong Yu Kan Hing Secondary School
Using electronic system, the school can organize different student activity groups/clubs, manage student activity records (such as attendance, positions in the team / activity, awards received, and comments from teachers), and produce Student Learning Profile more effectively.
|
c. Consolidated Pilot Experience and Knowledge on School Management
Summary of try out items
The improvement measures of Phase I to IV of the Pilot Project have been consolidated by category in a summary attached below for supporting other schools / SSBs to establish a more effective school administration management mechanism and operational strategies.
Essential Elements in Effective School Governance
Apart from the effectiveness of the try-out items, the pilot schools and SSBs also emphasize on
re-engineering the school management framework and fostering an open management culture as a whole. Essential elements in effective school governance have been consolidated from participating schools and SSBs as follows:
|
Important factors for strengthening
|
Effective measures on Strengthening School Governance
|
2. System-level support
a. Enhancement of Web-based School Administration and Management System (WebSAMS)
Many participating schools have developed electronic systems to enhance the efficiency of administrative work. We will make reference to their successful experience and enhance the related modules of WebSAMS to benefit all schools.
For the latest updates and the major enhancements to be released, please refer to the WebSAMS Central Document Repository: http://cdr.websams.edb.gov.hk/html/Enhancement/Enhancement.html 
b. Professional sharing of electronic solutions in school administration management
Participating schools have developed different types of electronic systems covering various areas which provide good reference for other schools. We will promote the professional sharing and invite the schools to share the implementation strategies of developing and application of electronic systems, as well as other related electronic solutions in school administration provided in the market, so that schools will have more information and options on the technologies and services available.
For enquiries on the Strengthening School Administration Management Grant and the Pilot Project on Strengthening Schools’ Administration Management, please contact the respective Senior School Development Officers.
