Admission

Admission Policy

An Inclusive Learning Friendly School like ours aims to provide education for all the children of school going age in the locality. Yelchen CS strongly believes that the school exists for children of the business community, autonomous agencies and Govt. Servants besides locality. It also strongly follows the directives of its own ministry regarding admission and at the same time considers the capacity of the classrooms to give quality education. However, the government’s policy on the restriction of dependents shall be continued to come into effect on regular basis.

In order to ensure 100 % enrollment, the school shall conduct a demographic survey and maintain a record of the children in the locality and make sure that all children come to school and complete the schooling.

The admission committee will be formed to ensure transparency and fairness in the admission procedures. A committee will carry out the admission for Pre-Primary, admission on placement, admission on transfer case, admission on request and admission of students as boarders. The school shall constitute an Admission Committee, which shall consist of the Principal (Chairperson), SMT members and respective class teachers. The school will ensure that the following important admission support mechanism is in place in order to make proper planning and arrangement well in advance:

Objectives:
1. To execute school admission timely to facilitate education for every Bhutanese citizen.
2. To have fair and systematic admission system.
3. Conduct school admission as per the Education Directives.
4. To fulfill the Vision, Mission, Goals and Moto of the school.
5. To fill up the admission vacancy.

Enrollment Projection
Determine the enrollment projection considering the following factors:

  • The number of children in the catchment area and cluster schools.
    • The number of classrooms and its size
    • The number of classroom tables and chairs
    • Number of existing teachers
    • Number of slots in the hostel in case of boarding schools:
    • Number of students graduating at the end of the year
    • Number of students likely to fail and repeat
    • Number of bunk beds, dining tables, and benches.

Roles and Responsibilities of Admission Committee:
• Meet and set criteria for admission – keeping in line with the Ministry’s directives and policies.
• Inform the suitable day/date for admission to the public through the school office.
• Request the presence of representatives from the SMB and health through the school office.
• Maintain Admission Register.
• Design and prepare the admission form containing all the personal information required to authenticate the genuineness of the information provided.
• Distribute new admission form.
• Collect the filled up forms from the applicants.
• Verify documents for new Admission/eligibility.
• Determine the age of the child
• Interview the child to check the readiness if necessary.
• Scrutinize the completed forms as per the admission policy.
• Finalize the admission date and inform the applicants accordingly.
• Conduct formal admission.
• Return the Health Card of the children after verifying their date of birth.
• Return the Transfer certificates and other relevant documents to the students concerned after the admission.
• Issue Transfer Certificate (TC) to outgoing students.
• File a photocopied document such as Child’s Health Card and Parents’ Citizenship Card.
• Find and workout the number of vacant seats in each class.
• Check and ensure all the required documents of the child are present during the admission.
• Record the child’s necessary information in the admission register.
• Check whether the child is dependent or not
• Collect money of admission forms.
• Divide class – sections.
• Hand over the list of students admitted, forms and admission register to the school management.
• Conduct the admission in a fair and transparent manner.
• Ensure access to all the eligible children in the community.
• Enter the student’s details in the admission register and let the parent/guardian sign.

  • During the time of admission, all the necessary documents must be produced failing which the admission will not be accepted.

Admission Procedures:
1. School will issue new admission forms at the time of Parents-Teachers meeting towards the end of the year.
2. Parents will collect the forms and do necessary follow up as per the letter of notification for admission.
3. Parents will submit the form and bring their child on the admission day for a short oral interview.
4. Declaration of admission will be done on the same day.
5. School will issue the list of things required by their children in the school.
6. Parents will submit the photocopied documents such as Health Card and Citizenship Card of both father and mother for school record and reference.

  1. a) New Admission:
    The new admission for Pre-Primary (PP) will take place before the school session begins in February 10th. A child seeking admission in PP must attain minimum of 6 years as on 10th February and parents must work in/near or be a permanent resident of the school catchments area. The priority will be given to the children of the immediate “Gewog” and the direct children of the government employees. The school will entertain admission of dependent child only when there is availability of seat. A 6 years and above child will be compulsorily admitted in PP. However, a child will be interviewed orally to find out maturity, readiness to learn and to see whose child he/she really is. The school shall maintain the following documents of the child.

Documents required to be verified for PP Admission:
1. Original Health Card of Child to confirm the age for PP admission only.
2. Bio-data of their parents/guardian including citizenship ID Card Number to confirm Bhutanese Citizenship.
3. Duly filled admission form signed and remarked by the Gup concerned to confirm the census status of new PP admission only. (The Gup must check and verify the date of birth and name of Health Card and Census record without fail to avoid complication in future.)
4. Underage admission will be entertained as per the availability of seat in PP. However, a child below the age of five years and Six Months will not be entertained for the PP admission despite having the seat. (It is subject to review and change the bench mark by the committee above Five Years and Six Months over the time)
5. In case of divorce, submit the agreement made between the two.
6. Children coming from private schools on transfer should also be of age and submit the above-mentioned documents as others.
7. Transfer Order or letter of recommendations from the organization concerned in case of Government servant for new and transfer cases.

  1. b) Admission of Transfer Cases:
    The enrollment of children whose parents’ station of services are transferred and those on medical ground should be given preference. Admission of students on transfer cases of parents shall be considered at any time of the year but will be thoroughly scrutinized. The children hailing from other Dzongkhags will be encouraged to study in their own Dzongkhag. However, the transfer of students seeking better facilities, transfer of students on disciplinary ground, repeating classes or for other reasons may be considered subject to availability of seats in terms of classroom. For boardership, admission will be based on hostel accommodation and availability of furniture in the hostel only. The admission-seeking child has to produce the following documents at the time of admission. Failing to produce all the following documents will deprive the admission of a child.
  • Transfer order of parent(s) or letter of recommendations
    • Citizenship card if student is more than 15 years of age
    • Letter from previous school head for disciplinary ground
    • Receipt of fees paid to previous school if admitted in the middle of session
    • Passport size photo of students
    • Record will be maintained in the admission register particularly the details of student and parents duly acknowledged by the parents/guardian.
    • A copy of Citizenship Identity Card of the parents to confirm Bhutanese Citizenship.
    • Transfer Order or letter of recommendations from the organization concerned in the case of civil servant.
    • School Leaving Certificate, Progress Report Sheet and Character Certificate issued by the previous school (original).
    • Student’s personal file maintained in the previous school.
    • Letter from the MoE or School Liaison and Coordination Division (Bhutanese applying for admission from outside the country and special cases within the country).
    • Record details of students and parents in the admission register with counter signature of the parents or guardian.
    • Student Health Hand Book of the school.
  1. c) Regarding Orphan or Divorce Case of the Child’s Parents:
    The school shall consider availability of seat for orphan child being taken care by the resident or civil servant of this locality as long as there are supporting documents. The left out child by both the parents and fully dependent on one of the relatives, the following documents must be produced:
    A copy of divorce agreement made either in the Geog Administration or in the Dzongkhag court.
    2. A statement from the divorced parents mentioning that they are no more responsibilities for their child and that the child is fully dependent on the Guardian.
    3. A statement from the Guardian saying that he/she is fully responsible for the left out child.

(b) Admission in Class VII and IX on Placement
Admission for the placed students from cluster schools will be done in the month of February. For new admission on placement within the cluster schools in classes VII and IX, the following documents are required:

  • A copy of Citizenship Identity Card of the parents to confirm Bhutanese Citizenship.
    • A copy of Citizenship Identity Card of student (if above 15 years)
    • Admission Placement Order (if applicable)
    • School Leaving Certificate, Progress Report Sheet and Character Certificate issued by the previous school (original).
    • Student’s personal file maintained in the previous school.
    • Letter from the MoE or School Liaison and Coordination Division (Bhutanese applying for admission from outside the country and special cases within the country).
    • Record details of students and parents in the admission register with counter signature of the parents or guardian.
    • Transfer Order or letter of recommendations from the organization concerned in the case of civil servant.
    • Student Health Hand Book of the school.
  1. d) Admission in boarding school:
    Boarding facility will be provided to the students from classes PP – X based on the following criteria:
    Child is eligible for admission to a hostel if parents or guardians live outside a radius of 5 km or one-hour walking distance from the school. A walking distance of more than 45 minutes and less than one-hour will be considered based on the hostel accommodation, availability of adequate furniture like bunk bed and dining table and bench.
    • Repeaters are also entitled to boarding facilities with exception to class X supplementary and private candidates.
    • Priority will be given to students from remote places and from low-income family background and problem.
    • Students who cannot attend school without being a boarder.

Reminders:
1. A child with adverse records will not be given admission under any circumstances.
2. Once a child is admitted in any grade he/she should complete minimum of a year. In genuine cases (such as immediate transfer of parents/guardian and acute health problems) the committee will consider.
3. Parents seeking admission for their adopted children shall produce court certificate as proof of adoption.
4. Over writing/forgery on any of the documents will not be entertained.
5. Preference will be given to the older children.
6. Selection will be solely done on merit basis in case of problem classroom accommodation.
7. Any other children representing the candidate for interview will be directly revoked.
8. Children who fail to report on the selection day will not be entertained later on.
9. The decision taken by the selection committee is FINAL AND BINDING.
10. Students residing 7 kilometers away from school or beyond 1 hour walking distance may be provided as boarders.
11. Students coming from other country must produce eligibility certificate before admission.
12. Student(s) failing for two academic years consecutively in the same class must look for new school.
13. Admission of dependent candidate is restricted as per policy to avoid rural-urban migration (AEC Guidelines, 2002).
14. Priority will be given to:
• National students
• Those from local areas.
• Transfer cases (Ministry/Dzongkhag or parents’ transfer)
• Health ground (on submission of health certificate).

Note: The school will not accept for admission after 3 weeks from the start of the session without having genuine reasons supported by the letter from the authority concerned.