School Performance Management System
School Performance Management System
Mohammadia Urdu Medium School, Bellary
اسکول پرفارمنس مینجمنٹ سسٹم
Developed for: Baby, LKG, UKG, and Classes 1st to 7th Standard
Based on: Sincerity
(Ikhlas اخلاص), Teamwork (Taawun تعاون), Respect (Ehteram احترام)
Date: March 2026
1. Introduction and Philosophy
2. Role-Wise KRA (Key Result Areas)
• Classroom Teacher
• Assistant Teacher
• Head Teacher / Senior Teacher
• Administrative Staff
• Support Staff
3. Standard Operating Procedures (SOPs)
4. Weekly Staff Meeting Framework
5. Performance Tracking and Review System
6. Templates and Checklists
1. Introduction and Philosophy
مقصد (Purpose)
This Performance Management System is designed to create clarity, support, and excellence in our Urdu-medium school. Our focus is not on managing time and attendance, but on building a culture where every staff member knows their responsibilities, works with sincerity, and is supported through clear guidance.
Core Values (بنیادی اقدار)
• Ikhlas (Sincerity - اخلاص): Work with pure intention for the benefit of students
• Taawun (Teamwork - تعاون): Collaborate and support each other
• Ehteram (Respect - احترام): Treat all staff, students, and parents with dignity
• Wazeh (Clarity - وضاحت): Everyone knows what is expected
• Taraqi (Growth - ترقی): Continuous improvement through learning
System Principles
• Focus on outcomes and student learning, not just presence
• Blame-free culture focused on solutions
• Weekly check-ins to provide support and clear direction
• Simple, bilingual documentation (Urdu + English)
• Celebrate good practices and learn from challenges
2. Role-Wise KRA (Key Result Areas)
2.1 Classroom Teacher (کلاس ٹیچر)
Primary Responsibility: Teaching excellence and student learning outcomes
KRA 1: Teaching Quality and Content Delivery (تدریسی معیار)
• Deliver engaging, age-appropriate lessons following the curriculum
• Use teaching methods suitable for Urdu-medium students (stories, practical examples, visual aids)
• Complete syllabus on time according to the academic calendar
• Adapt teaching for different learning speeds in the classroom
Performance Indicators:
· Lesson plans prepared weekly
· Syllabus completion: 90%+ by term end
· Students demonstrate understanding through classwork and tests
KRA 2: Student Learning Outcomes (طالب علموں کی کارکردگی)
• Ensure minimum 70% students achieve passing marks in assessments
• Identify and provide extra support to struggling students
• Track individual student progress monthly
• Improve class average scores term-over-term
Performance Indicators:
· Class test results and term exam performance
· Number of students showing improvement
· Specific interventions for weak students documented
KRA 3: Classroom Management and Discipline (کلاس روم انتظام)
• Maintain respectful, safe, and focused learning environment
• Handle discipline issues with fairness and Islamic values
• Keep classroom organized and learning materials accessible
• Ensure student safety during class hours
Performance Indicators:
· Minimal disruptions during teaching
· No serious discipline complaints from parents or HM
· Clean, organized classroom with displayed student work
KRA 4: Assessment and Feedback (جائزہ اور رائے)
• Check notebooks weekly and provide constructive feedback
• Conduct regular oral and written assessments
• Maintain updated student progress records
• Share timely feedback with parents about student performance
Performance Indicators:
· All notebooks checked and marked weekly
· Test papers returned within 3 days with feedback
· Student progress cards updated monthly
KRA 5: Parent Communication (والدین سے رابطہ)
• Respond to parent inquiries within 24 hours
• Conduct parent meetings as scheduled by HM
• Share both positive feedback and concerns with parents
• Maintain respectful, solution-focused communication
Performance Indicators:
· Parent meeting attendance record
· Response time to parent messages/calls
· Parent satisfaction feedback
KRA 6: Professional Collaboration (پیشہ ورانہ تعاون)
• Attend all staff meetings and training sessions
• Share teaching resources and good practices with colleagues
• Support school events and activities
• Follow school policies and HM guidance
Performance Indicators:
· 100% attendance at staff meetings
· Participation in school events
· Collaborative behavior noted by peers and HM
2.2 Assistant Teacher (اسسٹنٹ ٹیچر)
Primary Responsibility: Supporting lead teachers and managing specific student groups
KRA 1: Instructional Support (تدریسی مدد)
• Assist lead teacher in lesson delivery and classroom activities
• Work with small groups of students needing extra attention
• Prepare and organize teaching materials and visual aids
• Handle routine tasks so lead teacher can focus on teaching
Performance Indicators:
· Quality of materials prepared
· Effectiveness of small-group instruction
· Smooth classroom operations
KRA 2: Student Supervision and Care (طلباء کی نگرانی)
• Monitor student behavior during class transitions and breaks
• Ensure student safety in corridors, playground, and washrooms
• Assist students with personal needs (especially younger children)
• Report any concerns to lead teacher or HM immediately
Performance Indicators:
· Zero safety incidents during supervision duty
· Students remain supervised at all times
· Quick response to student needs
KRA 3: Administrative Support (انتظامی مدد)
• Maintain attendance registers accurately
• Organize and file student work and records
• Prepare classroom for daily activities
• Support lead teacher with assessment tasks
Performance Indicators:
· Accurate attendance records
· Well-organized classroom and materials
· Timely completion of assigned tasks
KRA 4: Learning Reinforcement (تعلیم کی تقویت)
• Help students complete classwork and homework
• Provide one-on-one support to struggling learners
• Conduct revision activities under teacher's guidance
• Use positive reinforcement to encourage students
Performance Indicators:
· Individual student improvement in assigned groups
· Positive student engagement
· Lead teacher feedback on support quality
2.3 Head Teacher / Senior Teacher (ہیڈ ٹیچر / سینئر ٹیچر)
Primary Responsibility: Academic leadership and mentoring junior teachers
KRA 1: Academic Leadership (تعلیمی قیادت)
• Guide teachers in curriculum planning and implementation
• Ensure consistency in teaching quality across classes
• Monitor syllabus completion for assigned classes/subjects
• Lead subject meetings and share best practices
Performance Indicators:
· All teachers in section complete syllabus on time
· Consistent assessment patterns across classes
· Regular subject coordination meetings held
KRA 2: Teacher Mentoring and Development (اساتذہ کی رہنمائی)
• Observe junior teachers and provide constructive feedback
• Support new teachers with lesson planning and classroom management
• Identify training needs and share resources
• Model excellent teaching practices
Performance Indicators:
· At least 2 classroom observations per teacher per month
· Documented mentoring sessions
· Improvement in mentored teachers' performance
KRA 3: Quality Assurance (معیار کی یقین دہانی)
• Review lesson plans and teaching materials weekly
• Check student notebooks and assessment quality
• Ensure teaching standards are maintained
• Coordinate with HM on academic improvements
Performance Indicators:
· Weekly review records maintained
· Issues identified and resolved promptly
· Consistent quality across classes
KRA 4: Student Learning Oversight (طلباء کی تعلیم کی نگرانی)
• Analyze assessment results and identify trends
• Coordinate remedial support for underperforming students
• Celebrate student achievements and progress
• Maintain academic standards across grade levels
Performance Indicators:
· Improved overall student performance in section
· Effective intervention programs in place
· Parent satisfaction with academic standards
KRA 5: School Operations Support (اسکول کے کاموں میں مدد)
• Support HM with daily school operations
• Handle teacher and student issues in HM's absence
• Coordinate school events and activities
• Maintain positive school culture
Performance Indicators:
· Smooth school operations
· Effective problem resolution
· HM confidence in delegated responsibilities
2.4 Administrative Staff (انتظامی عملہ)
Primary Responsibility: Efficient school administration and record management
KRA 1: Student Records and Admission (طلباء کے ریکارڈ اور داخلہ)
• Maintain accurate student records and files
• Process admissions and transfers efficiently
• Update student information regularly
• Prepare reports for HM as needed
Performance Indicators:
· 100% accurate student records
· Admission/transfer processes completed within 2 days
· Timely report generation
KRA 2: Communication Management (رابطے کا انتظام)
• Manage parent inquiries and visitor registration
• Maintain school WhatsApp groups and announcements
• Coordinate communication between HM, teachers, and parents
• Document important communications
Performance Indicators:
· All inquiries responded to within 4 hours
· Clear, professional communication
· Organized communication records
KRA 3: Financial and Fee Management (فیسوں کا انتظام)
• Maintain fee records and collection registers
• Issue fee receipts promptly
• Follow up on pending fees respectfully
• Prepare monthly financial reports for HM
Performance Indicators:
· Accurate fee records
· Timely receipt issuance
· Monthly reports submitted on time
KRA 4: Document and Inventory Management (دستاویزات کا انتظام)
• Organize school files, certificates, and documents
• Maintain inventory of school supplies and materials
• Process document requests (TC, certificates) within deadlines
• Keep HM informed of inventory needs
Performance Indicators:
· Well-organized filing system
· Documents issued within 3 days
· Adequate supplies always available
2.5 Support Staff (معاون عملہ)
Primary Responsibility: Maintaining clean, safe, and functional school environment
KRA 1: Cleanliness and Hygiene (صفائی اور حفظان صحت)
• Keep classrooms, corridors, and washrooms clean
• Ensure proper waste disposal throughout the day
• Maintain hygiene standards in all areas
• Report maintenance issues to HM immediately
Performance Indicators:
· Clean premises throughout the day
· Washrooms cleaned at least 3 times daily
· Zero hygiene complaints
KRA 2: Safety and Security (حفاظت اور سیکیورٹی)
• Monitor entry and exit points during school hours
• Ensure stranger safety protocols are followed
• Report suspicious activity immediately
• Assist during emergencies or safety drills
Performance Indicators:
· Visitor log maintained accurately
· Zero unauthorized entry incidents
· Quick response during emergencies
KRA 3: Facility Support (سہولیات کی مدد)
• Set up classrooms before school starts
• Assist with event preparation and classroom arrangement
• Handle minor repairs and maintenance tasks
• Support teachers with physical tasks as needed
Performance Indicators:
· Classrooms ready before students arrive
· Quick response to support requests
· Functional facilities maintained
KRA 4: Student Safety Assistance (طلباء کی حفاظت)
• Assist with student arrival and dismissal
• Supervise play areas and common spaces
• Help young students with basic needs
• Report student behavior concerns to teachers
Performance Indicators:
· Safe, orderly student movement
· Positive interaction with students
· Effective communication with teachers
3. Standard Operating Procedures (SOPs)
SOP 1: Daily School Operations (روزانہ کے کام)
Morning Routine (صبح کا معمول)
1. 7:30 AM - Staff Arrival
• All teaching staff arrive 30 minutes before school starts
• Check WhatsApp for any urgent messages from HM
• Prepare classroom and teaching materials
2. 7:45 AM - Student Arrival
• Support staff supervise entry gate
• Teachers welcome students in classrooms
• Assistant teachers help younger children settle in
3. 8:00 AM - Morning Assembly
• All classes gather for morning prayer and announcements
• One teacher leads assembly (rotating weekly)
• HM makes important announcements
• Assembly duration: 15 minutes maximum
4. 8:15 AM - Classes Begin
• Teachers start first period as per timetable
• Attendance marked in first 10 minutes
• Late arrivals reported to office
During School Hours (اسکول کے اوقات)
• Follow timetable strictly
• Teachers remain in classroom during periods
• Assistant teachers supervise during breaks
• Support staff maintain cleanliness and safety
• Office staff handle parent inquiries and administrative tasks
Dismissal Routine (چھٹی کا وقت)
1. 30 minutes before dismissal:
• Teachers review homework diary with students
• Ensure students pack bags properly
• Share any messages for parents
2. At dismissal time:
• Younger classes dismissed first (Baby, LKG, UKG)
• Teachers hand over students to parents/guardians
• Support staff supervise exit gate
• No student leaves without authorized person
3. After students leave:
• Teachers ensure classroom is tidy
• Submit attendance register to office
• Check with HM for any evening tasks
SOP 2: Lesson Planning and Preparation (سبق کی تیاری)
Weekly Lesson Plan Submission
1. Every Saturday by 4:00 PM:
• Submit next week's lesson plans to Head Teacher
• Include: topics, learning objectives, activities, resources needed
• Format: Simple table (can be handwritten or typed)
2. Head Teacher Review:
• Reviews all lesson plans by Monday morning
• Provides feedback if changes needed
• Checks alignment with curriculum and syllabus timeline
3. Daily Preparation:
• Review tomorrow's lesson before leaving school
• Prepare materials, worksheets, visual aids
• Inform assistant teacher if any support needed
Lesson Plan Checklist (سبق کی تیاری کی فہرست):
· [ ] Topic clearly mentioned (موضوع)
· [ ] Learning objective stated (مقصد)
· [ ] Teaching method described (طریقہ)
· [ ] Materials listed (ضروری سامان)
· [ ] Assessment method noted (جائزہ)
· [ ] Homework assigned (گھر کا کام)
SOP 3: Student Assessment and Notebook Checking (جائزہ اور نوٹ بک چیکنگ)
Weekly Notebook Checking
• Check all student notebooks once per week
• Provide written feedback: tick marks, corrections, encouraging comments in Urdu
• Identify students with incomplete work and follow up
• Signature and date on checked pages
Monthly Tests and Assessments
1. First week of month:
• Conduct class test/quiz on previous month's topics
• Test format: written for Classes 1-7, oral for Baby/LKG/UKG
2. Within 3 days:
• Check and mark test papers
• Record marks in progress register
• Identify weak areas and students needing help
3. Within 1 week:
• Share results with students
• Inform parents of poor performance (below 40%)
• Plan remedial support for weak students
Student Progress Card (ماہانہ رپورٹ کارڈ):
· Updated monthly by each subject teacher
· Shows marks, attendance, behavior, and teacher comments
· Sent home last Friday of each month
· Parents sign and return by Monday
SOP 4: Parent Communication (والدین سے رابطہ)
Daily Communication
• Use homework diary for daily messages
• Respond to parent WhatsApp messages within 4 hours during school hours
• For urgent matters, call parents directly
• Always maintain respectful, professional tone
Parent-Teacher Meetings (PTM)
1. Scheduled PTM (Monthly or Quarterly):
• HM announces PTM date one week in advance
• Teachers prepare student progress summary
• Each parent meeting: 5-10 minutes
• Focus: achievements, areas for improvement, how parents can help
2. Individual Parent Concerns:
• If parent requests meeting, schedule within 2 days
• Inform HM about meeting
• Listen to concerns without being defensive
• Propose solutions and follow-up plan
3. Communication for Issues:
• Always start with positive observation about student
• State concern clearly with specific examples
• Suggest solutions and request parent cooperation
• Follow up within one week
Parent Communication Checklist:
· [ ] Tone is respectful and positive (مثبت لہجہ)
· [ ] Information is clear and specific (واضح معلومات)
· [ ] Solution-focused, not blame-focused (حل پر توجہ)
· [ ] Follow-up plan mentioned (اگلے قدم)
SOP 5: Coordination with Headmaster (HM سے رابطہ)
Daily Updates to HM
• Report any serious student discipline issue immediately
• Inform about absent teachers or staffing needs
• Alert about parent complaints or concerns
• Share any facility or resource needs
Weekly Updates
• Submit lesson completion status every Friday
• Report on student performance trends
• Request support for challenging situations
• Share positive achievements and good news
When to Seek HM Guidance:
· Student behavior issue requiring serious intervention
· Parent complaint that needs HM involvement
· Curriculum or teaching resource needs
· Conflict between staff members
· Any matter affecting school reputation or student safety
SOP 6: Staff Collaboration and Meetings (عملے کا تعاون)
Subject/Grade Level Meetings
• Meet with same subject/grade teachers weekly (15-20 minutes)
• Share teaching strategies and resources
• Coordinate assessment schedules
• Discuss common student challenges
Peer Classroom Visits
• Visit colleague's classroom once a month
• Observe teaching methods and classroom management
• Share positive observations and learn from each other
• Brief feedback shared informally
Supporting New Teachers
• Senior teachers assigned as mentors to new teachers
• Weekly check-in: "How is the week going? Any challenges?"
• Share lesson plan examples and teaching materials
• Provide encouragement and practical guidance
4. Weekly Staff Meeting Framework
Purpose (مقصد)
Weekly staff meetings provide a regular opportunity for:
· Reviewing progress on KRAs
· Addressing challenges in a supportive environment
· Sharing successful practices
· Planning the upcoming week with clarity
Meeting Guidelines (اجلاس کے اصول)
• Frequency: Every Monday, 4:00-5:00 PM (after students leave)
• Duration: Maximum 60 minutes
• Attendance: Mandatory for all teaching staff
• Language: Mix of Urdu and English as comfortable
• Tone: Positive, solution-focused, no blame
Standard Meeting Agenda (اجلاس کا منصوبہ)
Part 1: Opening (5 minutes)
• Brief dua and welcome
• Appreciation for last week's efforts
• Review meeting goals for today
Part 2: Review Last Week (15 minutes)
• Quick round-table: Each teacher shares one success from last week
• HM highlights overall achievements
• Review any pending items from previous meeting
Part 3: Address Challenges (20 minutes)
• Teachers share any difficulties faced (teaching, students, resources)
• Group discussion: "How can we solve this together?"
• HM provides guidance and assigns action items
• Focus: finding solutions, not assigning blame
Part 4: Share Good Practices (10 minutes)
• One teacher demonstrates a successful teaching method or activity
• Others ask questions and note ideas to try
• Rotate weekly so everyone gets a chance to share
Part 5: Plan Next Week (10 minutes)
• Review upcoming week's priorities
• Coordinate events, assessments, parent meetings
• Clarify any changes to schedule or routine
• Assign specific responsibilities if needed
Closing (5 minutes)
• Recap key decisions and action items
• Express gratitude and encouragement
• Closing dua
Meeting Norms (اجلاس کے آداب)
1. Listen with respect - When someone speaks, others listen without interrupting
2. Speak with sincerity - Share honest challenges without fear of judgment
3. Focus on solutions - "How can we improve?" not "Who is to blame?"
4. Confidentiality - Meeting discussions stay within the team
5. Timeliness - Start and end on time to respect everyone's time
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Meeting Date |
[Date] |
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Attendees |
[Names of present staff] |
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Last Week's Successes |
- [Achievement 1] \newline - [Achievement 2] |
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Challenges Discussed |
- [Challenge 1] \newline - [Challenge 2] |
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Solutions/Actions |
- [Action 1 - Responsible person] \newline - [Action 2 - Responsible person] |
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Good Practice Shared |
[Teacher name - What was shared] |
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Next Week Priorities |
- [Priority 1] \newline - [Priority 2] |
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Notes |
[Any additional information] |
5. Performance Tracking and Review System
Monthly Teacher Self-Reflection Sheet (ماہانہ خود جائزہ)
Each teacher completes this brief self-reflection at month-end (5-10 minutes).
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Teacher Name: |
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Month: |
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Class/Subject: |
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KRA 1: Teaching Quality
· Did I complete planned lessons this month? Yes / Mostly / Partially
· What teaching method worked best this month?
· What challenge did I face in teaching?
KRA 2: Student Learning
· How many students are performing well? _____
· How many need extra support? _____
· What specific help did I provide to weak students?
KRA 3: Classroom Management
· Was my classroom environment positive and focused? Yes / Mostly / Needs improvement
· Any discipline challenges? If yes, how did I handle them?
KRA 4: Assessment and Feedback
· Did I check notebooks weekly? Yes / Mostly / No
· Did I give tests/assessments on time? Yes / No
· Did students receive feedback promptly? Yes / Mostly / No
KRA 5: Parent Communication
· Number of parents I communicated with this month: _____
· Any parent concerns received? How did I respond?
KRA 6: Professional Collaboration
· Did I attend all staff meetings? Yes / No
· Did I share resources with colleagues? Yes / No
· Did I seek help when needed? Yes / No
My biggest success this month:
[Open response - 2-3 sentences]
One area I want to improve next month:
[Open response - 1-2 sentences]
Support I need from HM/school:
[Open response]
Quarterly Performance Review Meeting (سہ ماہی جائزہ)
Frequency: Every 3 months
Duration: 15-20 minutes per teacher
Conducted by: HM or Head Teacher
Review Meeting Structure:
1. Opening (2 minutes)
• Positive, encouraging tone
• Purpose: Support growth, not criticize
2. Strengths Recognition (5 minutes)
• HM highlights teacher's strengths and achievements
• Specific examples of good work
• Student and parent positive feedback
3. KRA Review (8 minutes)
• Review each KRA: What's going well? What needs attention?
• Use monthly self-reflections as reference
• Focus on facts, not feelings: "Student test scores improved" not "You seem unmotivated"
4. Growth Plan (5 minutes)
• Teacher shares: "What do I want to improve?"
• HM provides: "How can school support you?"
• Agree on 2-3 specific goals for next quarter
• Document action plan
Quarterly Performance Scorecard (سہ ماہی اسکور کارڈ)
Simple rating system: Excellent (بہترین) / Good (اچھا) / Needs Improvement (بہتری درکار)
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KRA |
Rating |
Notes/Evidence |
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Teaching Quality |
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Example: Lesson plans submitted on time, good classroom observations |
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Student Learning Outcomes |
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Example: 75% students passed, class average improved by 8% |
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Classroom Management |
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Example: Positive learning environment, minimal disruptions |
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Assessment & Feedback |
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Example: Notebooks checked weekly, tests given on schedule |
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Parent Communication |
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Example: Responded to 95% inquiries within 24 hours |
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Professional Collaboration |
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Example: 100% meeting attendance, helped 2 new teachers |
Overall Performance: Excellent / Good / Needs Improvement
Top 3 Strengths:
1. __________________________
2. __________________________
3. __________________________
Growth Goals for Next Quarter:
1. __________________________
2. __________________________
Support Needed from School:
_________________________________
Teacher Signature: ____________ Date: ____________
HM Signature: ____________ Date: ____________
Annual Performance Summary (سالانہ خلاصہ)
At year-end, HM prepares a comprehensive summary for each staff member:
• Overall contribution to school goals
• Growth demonstrated throughout the year
• Recognition of excellent performance
• Professional development recommendations
• Consideration for role advancement or additional responsibilities
Template 1: Daily Classroom Checklist (روزانہ کلاس روم چیک لسٹ)
Teacher Name: _______________ Date: _____________
Morning Preparation:
· [ ] Classroom is clean and organized (کلاس صاف ہے)
· [ ] Teaching materials ready (سامان تیار ہے)
· [ ] Lesson plan reviewed (سبق دیکھا)
· [ ] Attendance register available (حاضری رجسٹر)
During Teaching:
· [ ] Attendance marked in first 10 minutes (حاضری لگائی)
· [ ] Students engaged in learning (طالب علم مصروف ہیں)
· [ ] Positive discipline maintained (اچھا نظم و ضبط)
· [ ] Lesson objectives achieved (سبق کے مقاصد پورے ہوئے)
End of Day:
· [ ] Homework assigned and noted (ہوم ورک دیا)
· [ ] Classroom tidy before leaving (کلاس صاف کی)
· [ ] Attendance submitted to office (حاضری جمع کرائی)
· [ ] Tomorrow's lesson prepared (کل کی تیاری)
Template 2: Weekly Lesson Plan (ہفتہ وار سبق کا منصوبہ)
Teacher: ____________ Class: _______ Subject: _______ Week: _______
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Day |
Topic (موضوع) |
Learning Objective (مقصد) |
Method (طریقہ) |
Materials (سامان) |
Assessment (جائزہ) |
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Monday |
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Tuesday |
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Wednesday |
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Thursday |
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Friday |
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Saturday |
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Head Teacher Feedback: _____________________________
Signature: ____________ Date: ____________
Template 3: Student Progress Tracking (طالب علم کی پیش رفت)
Teacher: ____________ Class: _______ Subject: _______ Month: _______
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Student Name (طالب علم کا نام) |
Test Marks (نمبر) |
Notebook (نوٹ بک) |
Participation (شرکت) |
Attendance (حاضری) |
Comments (تبصرہ) |
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/100 |
Good/OK/Poor |
Active/Average/Quiet |
__/__ days |
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/100 |
Good/OK/Poor |
Active/Average/Quiet |
__/__ days |
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/100 |
Good/OK/Poor |
Active/Average/Quiet |
__/__ days |
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Students Needing Extra Support (اضافی مدد درکار):
1. ______________________ - Reason: __________________
2. ______________________ - Reason: __________________
Action Plan (منصوبہ):
______________________________________________
Template 4: Parent Communication Log (والدین سے رابطے کا ریکارڈ)
Teacher: ____________ Month: _______
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Date |
Student Name |
Parent Name |
Purpose/Topic (مقصد) |
Outcome/Follow-up (نتیجہ) |
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Template 5: Staff Meeting Minutes (اجلاس کا ریکارڈ)
Meeting Date: ____________ Time: ____________ HM: ____________
Present Staff (حاضر عملہ):
______________________________________________________
Last Week's Successes (گزشتہ ہفتے کی کامیابیاں):
1. ______________________________________
2. ______________________________________
3. ______________________________________
Challenges Discussed (مسائل):
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Challenge (مسئلہ) |
Solution/Action (حل/اقدام) |
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Good Practice Shared (اچھا طریقہ):
· Shared by: __________________
· What was shared: _________________________________
Next Week's Priorities (آئندہ ہفتے کی ترجیحات):
1. ______________________________________
2. ______________________________________
3. ______________________________________
Action Items (کام):
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Action (کام) |
Responsible Person (ذمہ دار) |
Deadline (آخری تاریخ) |
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Notes (نوٹس):
______________________________________________________
Next Meeting Date: ____________
Template 6: Classroom Observation Feedback Form (کلاس روم مشاہدہ)
Date: __________ Teacher: ____________ Class: _______ Subject: _______
Observer: ____________ Duration: ____________
Lesson Topic: __________________________________
Areas Observed:
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Aspect |
Strong (مضبوط) |
Good (اچھا) |
Needs Work (بہتری) |
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Lesson preparation |
☐ |
☐ |
☐ |
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Student engagement |
☐ |
☐ |
☐ |
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Teaching method effectiveness |
☐ |
☐ |
☐ |
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Classroom management |
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Use of materials/resources |
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Student understanding |
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Time management |
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Communication clarity |
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What Went Well (کیا اچھا رہا):
1. ______________________________________
2. ______________________________________
3. ______________________________________
One Suggestion for Improvement (بہتری کی تجویز):
______________________________________________________
Observer's Notes:
______________________________________________________
Teacher Signature: ____________ Observer Signature: ____________
Template 7: New Teacher Orientation Checklist (نئے استاد کی رہنمائی)
New Teacher: ____________ Start Date: ____________ Mentor: ____________
Week 1: Introduction and Basics
· [ ] Welcome meeting with HM (HM سے ملاقات)
· [ ] School tour and introduction to facilities (اسکول کا دورہ)
· [ ] Meet all staff members (تمام عملے سے تعارف)
· [ ] Receive class list and student information (طلباء کی معلومات)
· [ ] Understand daily schedule and routines (روزانہ کا معمول)
· [ ] Receive curriculum and textbooks (نصاب اور کتابیں)
· [ ] Learn attendance and record-keeping system (حاضری کا طریقہ)
Week 2: Teaching Support
· [ ] Review KRAs and responsibilities (KRA سمجھنا)
· [ ] Attend first staff meeting (پہلا اجلاس)
· [ ] Observe mentor teacher's class (استاد کی کلاس دیکھنا)
· [ ] Prepare first week's lesson plans with mentor (سبق کی تیاری)
· [ ] Understand assessment and homework policies (امتحانات کا طریقہ)
· [ ] Learn parent communication procedures (والدین سے رابطے کا طریقہ)
Week 3-4: Building Confidence
· [ ] Mentor observes new teacher's class (کلاس کا مشاہدہ)
· [ ] Feedback session with mentor (رائے اور مشورہ)
· [ ] Meet with HM for check-in (HM سے ملاقات)
· [ ] Attend subject/grade coordination meeting (مضمون کی میٹنگ)
· [ ] Shadow assistant teacher duties (دیگر ذمہ داریاں سیکھنا)
Month 2: Integration
· [ ] First monthly self-reflection completed (پہلا خود جائزہ)
· [ ] Parent communication initiated (والدین سے رابطہ شروع)
· [ ] Fully managing classroom independently (خود مختار تدریس)
· [ ] Participating actively in staff meetings (اجلاسات میں شرکت)
Month 3: Review and Growth
· [ ] First quarterly performance review with HM (سہ ماہی جائزہ)
· [ ] Identified strengths and growth areas (خوبیاں اور ترقی کے شعبے)
· [ ] Feeling confident and supported (اعتماد اور مدد محسوس کرنا)
Mentor Notes (مینٹر کے نوٹس):
______________________________________________________
Implementation Guide (نفاذ کی رہنمائی)
Phase 1: Introduction (Month 1) - متعارف کروانا
1. Week 1: Staff Orientation
• Hold special staff meeting to introduce the Performance Management System
• Explain the purpose: clarity, support, and growth (not punishment)
• Distribute KRA documents for each role
• Answer questions and address concerns
2. Week 2: Understanding KRAs
• Each staff member reviews their KRAs
• One-on-one meetings with HM to clarify expectations
• Discuss "What does success look like for my role?"
3. Week 3-4: Start Using Templates
• Begin using daily and weekly checklists
• Start lesson plan submission routine
• Practice first weekly staff meeting with new agenda
Phase 2: Practice and Adjustment (Month 2-3) - مشق اور بہتری
• Continue weekly meetings and refine the format
• Teachers complete first monthly self-reflections
• HM observes classrooms and provides feedback
• Make small adjustments to templates based on feedback
• Celebrate early successes publicly
Phase 3: Full Implementation (Month 4 onwards) - مکمل نفاذ
• All systems running smoothly
• First quarterly performance reviews conducted
• System becomes "how we work" (routine, not extra work)
• Regular review of system effectiveness
• Staff provides ongoing feedback for improvements
Success Principles (کامیابی کے اصول)
For Headmaster (HM کے لیے):
1. Be a Role Model (مثال بنیں): Demonstrate sincerity, punctuality, and respect
2. Focus on Growth (ترقی پر توجہ): Frame everything as development, not criticism
3. Provide Support (مدد فراہم کریں): Ask "What do you need?" not "Why didn't you do it?"
4. Celebrate Wins (کامیابیاں منائیں): Recognize good work publicly and frequently
5. Be Consistent (مستقل رہیں): Follow the system yourself, don't skip meetings or reviews
For Teachers (اساتذہ کے لیے):
1. Embrace Clarity (وضاحت کو اپنائیں): Ask questions if expectations are unclear
2. Self-Reflect Honestly (ایماندار خود جائزہ): Use reflection time to genuinely improve
3. Support Colleagues (ساتھیوں کی مدد کریں): Share resources and encourage each other
4. Communicate Openly (کھل کر بات کریں): Share challenges early, not when they become crises
5. Focus on Students (طلباء پر توجہ): Remember the ultimate goal is student success
For All Staff (تمام عملے کے لیے):
• Ikhlas (Sincerity): Work with pure intention
• Sabr (Patience): Change takes time, be patient with the process
• Shukr (Gratitude): Appreciate the clarity and support the system provides
• Itiqan (Excellence): Strive for excellence in your specific role
• Taawun (Cooperation): Work as one team with one mission
Frequently Asked Questions (عام سوالات)
Q1: What if a teacher is struggling to meet KRAs? (اگر استاد KRA پورے نہیں کر رہا؟)
A: The system is designed for support, not punishment. Steps:
1. Identify specific challenge through review meeting
2. Provide mentoring and resources
3. Adjust expectations temporarily if needed (e.g., new teacher)
4. Create clear improvement plan with support
5. Regular check-ins to monitor progress
Q2: How much time will this system take daily? (یہ سسٹم روزانہ کتنا وقت لے گا؟)
A: Minimal additional time:
· Daily checklist: 2-3 minutes
· Weekly lesson plan: 30 minutes
· Monthly self-reflection: 10 minutes
· Most activities are part of regular teaching duties, just documented now
Q3: What if staff resist the new system? (اگر عملہ مزاحمت کرے؟)
A: Common concern. Address by:
· Explaining benefits clearly (clarity reduces stress)
· Starting slowly, not implementing everything at once
· Showing how it makes their work easier, not harder
· Involving staff in adjusting templates to fit their needs
· Leading by example as HM
Q4: How do we handle underperformance without creating fear? (کم کارکردگی کیسے سنبھالیں؟)
A: Focus on facts and support:
· "I noticed [specific observation]. How can I help?"
· Separate person from performance: critique behavior, not character
· Create improvement plan together
· Provide resources and mentoring
· Follow up regularly with encouragement
Q5: Can we modify the templates to fit our school? (کیا ہم ٹیمپلیٹس بدل سکتے ہیں؟)
A: Absolutely! These are starting points. Adapt language, format, and content to your school's specific needs. Keep the core principles (clarity, support, growth) and customize the details.
Conclusion (خلاصہ)
This School Performance Management System is built on the belief that when people know what is expected, have the support they need, and work in a positive environment, they naturally perform well.
Key Takeaways:
• Clear KRAs give every staff member direction
• Simple SOPs reduce confusion in daily operations
• Weekly meetings provide regular support and problem-solving
• Performance tracking focuses on growth, not punishment
• Bilingual approach respects the Urdu-medium context
• Islamic values of ikhlas, taawun, and ehteram underpin everything
The goal is not perfection, but continuous improvement. With this system, Mohammadia Urdu Medium School can build a culture where teachers feel valued, students learn effectively, and everyone works together with clarity and purpose.
May Allah grant barakah (blessings) in this effort. آمین
Appendix: Quick Reference Cards (فوری حوالہ کارڈ)
Card 1: Teacher's Daily Routine
Morning (صبح):
· Arrive 30 min early
· Prepare classroom
· Welcome students
During Day (دن میں):
· Mark attendance
· Teach with engagement
· Check understanding
· Maintain discipline
End of Day (دن کے آخر میں):
· Assign homework
· Tidy classroom
· Submit attendance
· Prepare for tomorrow
Immediately (فوری):
· Student safety issue
· Serious discipline problem
· Parent complaint
· Medical emergency
Daily (روزانہ):
· Absent teacher
· Facility problem
Weekly (ہفتہ وار):
· Progress update
· Resource needs
Card 3: Parent Communication Dos and Don'ts
Do (کریں):
✓ Start with something positive
✓ Be specific about concern
✓ Suggest solutions
✓ Follow up
Don't (نہ کریں):
✗ Blame or criticize harshly
✗ Discuss other students
✗ Make promises you can't keep
✗ Ignore concerns
Card 4: Weekly Meeting Quick Guide
4:00 PM Every Monday
1. Opening + Appreciation (5 min)
2. Last Week Review (15 min)
3. Challenges + Solutions (20 min)
4. Share Good Practice (10 min)
5. Plan Next Week (10 min)
6. Closing (5 min)
Remember: Positive tone, no blame, focus on solutions
End of Document
Prepared by: School Leadership Team
For: Mohammadia Urdu Medium School
Staff
Version: 1.0 (March 2026)
"Excellence is achieved not by adding more work, but by adding clarity to existing work."
الحمد لله
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