Preparation for the Academic Year Procedure

1. Purpose: The purpose of this Quality Management System (QMS) procedure is to

establish a systematic and efficient process for preparing for the academic year at the
school. It aims to ensure effective planning, execution, and evaluation of all activities
related to the academic year to promote a high-quality educational experience.
2. Scope: This procedure applies to all personnel involved in the preparation process for
the academic year at the school, including administrators, academic coordinators,
teachers, and support staff.
3. Responsibilities:
3.1 School Administrators:
 Oversee the overall preparation process and ensure compliance with policies and
procedures.
 Provide necessary resources and support for effective preparation.

3.2 Academic Coordinators:

 Develop and maintain the academic calendar, aligning it with instructional plans and
activities.
 Coordinate with teachers to review and update the curriculum based on educational
standards.

3.3 Teachers:

 Collaborate with academic coordinators to develop lesson plans, instructional materials,

and resources.
 Participate in training sessions and professional development activities to enhance their
teaching skills.

3.4 Support Staff:

 Assist in student enrollment and registration, ensuring accurate and complete

documentation.
 Prepare and maintain classrooms, facilities, and resources for the academic year.
4. Procedures: 4.1 Academic Calendar Planning:
 Develop the academic calendar, incorporating important dates, holidays, exams, and
events.
 Coordinate with relevant stakeholders to ensure alignment with instructional plans.

4.2 Curriculum Preparation:

 Review and update the curriculum based on educational standards and requirements.
 Collaborate with teachers and subject experts to develop or modify lesson plans and
resources.

4.3 Staff Training and Development:

 Identify training needs based on curriculum changes and professional development

requirements.
 Provide relevant training and development opportunities to enhance teaching skills and
competencies.

4.4 Student Enrollment and Registration:

 Establish procedures for student enrollment, ensuring accurate and complete

documentation.
 Assign students to appropriate classes or grade levels based on predetermined criteria.

4.5 Facilities and Resources Preparation:

 Inspect and maintain classrooms, laboratories, libraries, and other facilities.

 Ensure the availability of necessary educational resources, textbooks, and materials.

4.6 Communication and Parent Engagement:

 Communicate with parents/guardians regarding the academic year, policies, and

expectations.
 Provide regular updates and engage parents in school activities and decision-making
processes.

4.7 Monitoring and Evaluation:

 Monitor the implementation of academic year preparation activities.

 Conduct regular evaluations and gather feedback from stakeholders to identify areas for
improvement.

4.8 Continuous Improvement:

 Identify areas of improvement in the preparation process and take corrective actions.
 Encourage a culture of continuous improvement by sharing best practices and fostering
innovation.
5. Documentation: All relevant documents, including the academic calendar, curriculum
updates, training records, enrollment forms, and evaluation reports, shall be
 appropriately documented and maintained as per the school's document control
procedures.
6. Training and Awareness: All personnel involved in the academic year preparation
process shall receive appropriate training and be made aware of this QMS procedure to
ensure consistent implementation.
7. Review and Revision: This QMS procedure shall be reviewed periodically to ensure its
effectiveness and alignment with the school's goals and regulatory requirements. Any
necessary revisions shall be made and communicated accordingly.