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Transcript of Licensing a Private School in the State of Qatar - sec.gov.qa Handbook.pdf · Licensing a Private...
Licensing a Private School in
the State of Qatar
Handbook for Applicants
For the Academic year 2015-2016
Licensing a Private School in the State of Qatar – Handbook for Applicants 1
Contents
1. Introduction
2. The application process
3. General conditions and requirements to be met by applicants
4. Guidance on completing the application form
5. The evaluation of private school effectiveness and legal compliance
Appendices
1. A summary of the stages of the licensing process (process map)
2. The application form (including templates for the Organizational Plan, the
Education Plan, the Business Plan and the Premises Plan).
3. An exemplar of a completed school organization plan and Education plan.
4. The Site Inspection Process.
5. Documents to be acquired and submitted by the applicant once the site
inspection has resulted in the approval of the SEC.
6. Frequently asked questions and answers.
7. Contact information for applicants
8. Links to important SEC policies
Licensing a Private School in the State of Qatar – Handbook for Applicants 2
1. Introduction
The Supreme Education Council (SEC) is committed to ensuring that the educational
needs of all children of school age in the State of Qatar are fully met, either by attending
an independent school or a private school.
In both the independent school sector and the private school sector the focus is on the
provision of outstanding educational experiences for students of all ages.
The SEC believes that students, parents, the business sector and the local community
should have confidence in the quality of education services provided by individual
schools. Consequently, all schools are held to account by the SEC through an integrated
process of licensing, monitoring and evaluation. All schools are required to publish data
about the services they provide, and the SEC publishes data about school effectiveness.
Such a process ensures that parents have sufficient information to allow them to make
informed choices about the education of their children.
The SEC seeks to respond to the requirements of parents in terms of school location, the
curriculum, the language of instruction and graduation certificates. The SEC also seeks
to safeguard the interests of parents and students and ensure that all schools comply
with agreed policies and practices.
Licensing a Private School in the State of Qatar – Handbook for Applicants 3
2. The application process
Applications to open a private school can be submitted on two occasions during the
year. The “application windows” are for one month from either March 1st or November
1st. Applications received at other times will not be considered.
Each application will be allocated a licensing case manager, who will be responsible for
managing a portfolio of applications and ensuring that the review process timetable is
adhered to. The licensing case manager will also be there to provide support and advice
to applicants, as required.
It is anticipated that the licensing process will take approximately three months once the
initial application has been submitted. The SEC will ensure that the process is as speedy
as possible but it should be noted that the outcome is also dependent on the actions of
other ministries and on those of the applicant.
Licensing a Private School in the State of Qatar – Handbook for Applicants 4
Action
Responsible
persons / Office
Process
Completion period
(working days)
1. Initial applications should be submitted
electronically on the standard application form
(see appendix one).
Applications will be logged and the applicant
will receive notification of the name of member
of the Private Schools Office (PSO) who will be
act as licensing case manager (point of contact).
The applicant.
Private School Office
(PSO).
Three days
2. Initial screening of the application will take
place to ensure that all compulsory elements
have been included. Reference will be made to
the Essential Information Checklist, a part of
the application form.
If the application is not complete in any way, it
will be returned to the applicant with an
explanation of the problem. The applicant will
have the opportunity to re-submit within three
days.
If the application meets initial screening
requirements, sections will be sent to relevant
departments for review and the applicant will
be provided with an official letter from the
PSO, allowing them to acquire a letter of
clearance from the Ministry of the Interior.
As soon as the applicant has acquired the letter
of clearance, they should present the original to
the case manager.
PSO case manager Three days
Licensing a Private School in the State of Qatar – Handbook for Applicants 5
Action
Responsible
persons / Office
Process
Completion period
(working days)
3. The application will be reviewed as follows:
- Section Two: Applicant Information
- Section three: School Information
- Section Four: The School Organization Plan
- Section Five: The Education Plan
- Section Six: The Business Plan
- Section Seven: The Premises Plan
- Section Eight: Proposed Timetable for
Opening
The PSO, CSO and FO will provide a written
and signed report (fully meets criteria / meets
most criteria / fails to meet criteria). In cases
where a section does not fully meet criteria, the
report should indicate the reasons, which will
be relayed to the case manager, who will then
convey this information to the applicant.
The GSD will conduct an inspection of the
proposed site and building(s) and advise both
the applicant and the case officer as to whether
the specific and general criteria are met. Where
the criteria are not fully met, the GSD will
inform the applicant in writing and request
PSO
PSO
PSO
Curriculum
Standards Office
(CSO)
Finance Office (FO)
General Services
Department (GSD)
PSO
Offices as above
Five Days
Licensing a Private School in the State of Qatar – Handbook for Applicants 6
Action
Responsible
persons / Office
Process
Completion period
(working days)
necessary modifications. Once all requirements
have been met, the GSD will inform the case
manager. Reference should be made to the
inspection process identified in appendix three.
4.
The PSO case manager will review the feedback
and contact applicants, as appropriate:
Applicants whose application fails to meet
criteria will be informed that their application
has been rejected and that they will not be
allowed to resubmit until the next scheduled
submission date.
Applicants whose application meets most
criteria will be informed of any weaknesses
and invited to attend a meeting to discuss the
application. The PSO case manager will
arrange the meeting. Relevant Offices will be
invited to attend the meeting and provide
verbal feedback to the applicant.
The applicant will be asked to resubmit the
amended application to the PSO case manager.
The PSO case manager will forward sections of
the revised application to responsible Offices
for final review.
Responsible offices will provide the case
manager with their final verdict.
PSO case manager
Five Days
Licensing a Private School in the State of Qatar – Handbook for Applicants 7
Action
Responsible
persons / Office
Process
Completion period
(working days)
5. Applicants whose applications fully meet
criteria (either initially or after revision) will be
informed that their application meets
requirements. The PSO will provide formal
letters of introduction from the PSO, which
allow applicants to visit other Ministries in
order to acquire the following items:
- Civil Defense Clearance
- Traffic Office Clearance
- Municipality license
- Commercial license
It is incumbent on the applicant to acquire
these documents as quickly as possible.
PSO case manager
Ministry of interior
(MOI)
MOI
Ministry of
Economy and
Commerce (MEC)
MEC
Three days
6. Once the applicant has acquired all four
documents, they will present these to the PSO
case manager. The case manager will then
approve the application and forward it to the
Private Schools Committee (PSC) for
ratification.
The applicant will be required at this point to
provide a Bank Bond.
PSO case manager
PSC
Applicant
Three days
Licensing a Private School in the State of Qatar – Handbook for Applicants 8
Action
Responsible
persons / Office
Process
Completion period
(working days)
7. The PSC will review the application and the
recommendations of the case manager and
either ratify the approval or call for additional
information.
PSC
Within ten days
8. The PSC will officially inform successful
applicants that their license has been awarded.
PSC Three days
9. The case manager will set up a meeting with
the applicant to agree the schedule for opening.
PSO case manager Five days
10. The applicant will submit a full CV and
clearance note for the proposed principal and
the case manager will set up an interview with
the owner and proposed principal to ensure
suitability for the post.
Applicant and PSO
case manager
Two months before
opening the school
11. The case manager will arrange for the school to
be visited by appropriate SEC staff, as
appropriate, prior to opening.
PSO case manager One month prior to
opening
12. PSO staff will monitor the school during the
first year of operation.
PSO During the first year
of operation
13. Arrangements will be made to inspect the
school at the end of the first year of operation.
Evaluation Institute
(EVI)
During 18 months
from opening.
Please refer to the process map in appendix one.
Licensing a Private School in the State of Qatar – Handbook for Applicants 9
1. General conditions and requirements to be met by applicants
1.1. Introduction and general remarks:
The accuracy of information, data and documents provided in the application and in
support of the application is the responsibility of the applicant. In situations where
errors occur, the applicant will be held accountable and this may lead to the subsequent
cancellation of the license.
1.2. Conditions and requirements
1.2.1 The SEC has the right to access all records and documents relating to the
school and its employees or students, as well as the right to use all of the
above when issuing various public reports;
1.2.2 The SEC retains the right to undertake exploratory, inspection and
evaluation visits in order to determine the extent to which the school is
compliant with legal requirements as defined in the license and national
regulations and laws;
1.2.3 The license that is issued to the proprietor / partners cannot be sold to a
third party. Nor can it be transferred or replaced without the approval of
the Supreme Education Council;
1.2.4 The school will provide the SEC with all required data and information,
as requested;
1.2.5 Required data and information should be maintained in a central file and
continually updated;
1.2.6 The school should be a legal entity. This entity and the individual
responsible for it are responsible before the law and the concerned
authorities;
1.2.7 With reference to the Law Number (7) of 1980, Article Number (8), the
applicant or any of their partners or shareholders should not be a
government sector employee or be included in the Central Register.
Licensing a Private School in the State of Qatar – Handbook for Applicants 10
2.Guidance on completing the application form
When completing the on-line application form, the applicant should refer to this set of
guidelines and, where appropriate, the information contained in the appendices. The
applicant should ensure that all information is correct and in sufficient detail. In cases
where the application is incomplete, it will be returned to applicant, who will be
required to make a new submission.
SEC staff members are available to advise the applicant, as required. Applicants are able
to access the on-line application form as follows:
https://elr.sec.gov.qa/apps/ELR/Arabic/pages/contact-us.aspx
Section One: Essential Information Check List
a) The Essential Information Check List is provided so that the applicant can check
that all initial application requirements have been fully met. The list will be
reviewed as part of the initial screening process.
b) Items in blue must be submitted as part of the initial application.
c) Items in yellow should be submitted as part of the initial application if they are
available. Where they are not currently available, they will need to be supplied
at a later point, prior to the awarding of a license. An explanation regarding the
non-availability of items should be provided in the appropriate column.
d) Items in brown should be submitted at a later date, as described in the
application process (step 5).
e) Please note that it may be necessary to submit some items in hard copy format
only e.g. the site-plan.
Section Two: Applicant information
a) It is recognized that the “applicant” might be:
- A company that is already registered in Qatar;
- An international company that is currently not registered in Qatar;
Licensing a Private School in the State of Qatar – Handbook for Applicants 11
- An individual or a consortium, who would seek to establish a company in
Qatar once the initial application has been approved.
b) When completing the application form, the applicant should complete the
appropriate section (company or individual).
Section Three: School information
a) The applicant should provide information about the proposed name of the
school, the phases to be covered (kindergarten, primary, secondary); the gender
of students; the projected maximum student numbers; and the proposed
structure of the school year and calendar.
b) The proposed structure of the school year should indicate the number of terms /
semesters, the number of proposed student contact days, the number of
additional days set aside for staff development, and the proposed dates of school
holidays.
c) The school calendar should be consistent with the following requirements of the
SEC:
- The school year should begin in September on the date announced by the
SEC
- Qatar National Day (December 18th)
- Qatar Sports Day (the Tuesday of the second week in February)
- Eid Al-Adha (dates to be announced annually)
- Eid Al-Fitr (dates to be announced annually)
- The dates of all other holidays are at the discretion of the school
d) All schools will be provided with information about national holidays in January
each year
Licensing a Private School in the State of Qatar – Handbook for Applicants 12
Section Four: The School Organizational Plan
a) The School Organizational Plan should provide information about the following
aspects: the governance structure; the management structure; the staffing
structure; the administration structure; role definitions and qualifications
requirements; the proposed number of staff; the proposed ratio of teachers to
students; the proposed average class size; the proposed international
accreditation status; arrangements for staff appraisal; arrangements for school
self- review, the evaluation of school effectiveness and quality assurance; student
transport arrangements.
b) The school should aim, over time, to attract a minimum of 25% Qatari students
(this requirement does not apply to community schools);
c) Points 4.1., 4.2., 4.3. and 4.4. can be illustrated by means of a single organizational
chart;
d) The SEC encourages the school to appoint suitably qualified and experienced
Qatari staff where possible, as long as they meet standard requirements. A
professional development support plan for Qatari staff would be welcomed;
e) Qualifications requirements for school staff should meet SEC regulations:
- Teachers should hold a recognized teaching qualification from their country
of origin;
- Teachers should be experienced in the curriculum they will be required to
teach;
- Teachers will be qualified to teach in the phase of education in which they are
employed;
- Teachers will be qualified to teach the subjects for which they are expected to
teach.
Licensing a Private School in the State of Qatar – Handbook for Applicants 13
Section Five: The Education Plan
a) The Education Plan should provide information regarding the student
population, the assessment of student progress, student welfare, the curriculum,
the language of instruction, the pedagogical approach, strategies for engaging
with parents, strategies for enhancing the professional capacity of staff.
b) The school‟s vision, mission, ethos and values should be consistent with national
requirements. Please refer to Qatar Vision 2030, the National Development Plan
and the Vision and Mission Statements of the SEC;
c) There should be a particular focus on promoting and supporting the national
identity of Qatari students;
d) The school must provide a curriculum which follows either the Qatari National
Curriculum Framework and Standards or an approved national / international
curriculum;
e) All private schools are required to take part in international student assessments,
where appropriate, as requested by the SEC (e.g. PISA, PIRLS, TIMSS).
f) All schools are required to teach the following three compulsory subjects, either
in discrete lessons or as part of an integrated programme:
Islamic Studies
1). Private schools which follow the Qatari “National Curriculum” (e.g. most Private
Arabic Schools).
Schools must teach Islamic Studies in accordance with the requirements of the
SEC‟s curriculum standards for Islamic Studies;
The lessons are to be delivered in Arabic;
Teachers of IS in primary schools are not required to have a specialized
qualification in Islamic Studies but must be qualified teachers of Arabic
Licensing a Private School in the State of Qatar – Handbook for Applicants 14
(minimum requirement). Teachers of IS working with post-primary students
must be qualified teachers of Islamic Studies;
The SEC provides resources to support the delivery of the IS curriculum;
Students should be provided with 4 x 45 minutes of lessons per week;
Students should participate in the SEC‟s annual QCEA examinations.
2). Community and International Schools
All Community and International schools must provide lessons in Islamic
Studies for all Muslim students as part of the mainstream curriculum;
They should follow the SEC‟s curriculum standards for IS but Community
Schools may seek the approval from the SEC (CSO) for a modified version;
Teachers of IS in primary schools are not required to have a specialized
qualification in Islamic Studies but must be qualified teachers of Arabic
(minimum requirement). Teachers of IS working with post-primary students
must be qualified teachers of Islamic Studies;
Lessons are to be taught in Arabic. However, Community Schools wishing to
offer the subject in a language other than Arabic may seek prior approval from
the SEC (CSO)
The SEC provides resources to support the delivery of the IS curriculum;
Students should be provided with a minimum of 2 x 45 minutes of lessons per
week
Students are not required to participate in the SEC‟s annual QCEA examinations.
Arabic
1). Private schools which follow the Qatari “National Curriculum” (e.g. most Private
Arabic Schools).
Schools must teach Arabic to all students in accordance with the requirements of
the SEC‟s curriculum standards for Arabic;
Licensing a Private School in the State of Qatar – Handbook for Applicants 15
Teachers must be qualified teachers of Arabic;
The SEC provides resources to support the delivery of the IS curriculum;
Students should be provided with not less than 4 hours of study per week.
Students should participate in the SEC‟s annual QCEA examinations.
2). Community and International schools.
Schools must provide lessons in Arabic for all Qatari and Arab students as part
of the mainstream curriculum;
It is recommended that lessons in Arabic are offered for all other students
(optional);
Schools should follow the SEC‟s curriculum standards for Arabic or seek the
approval from the SEC (CSO) for a modified version;
Students can be taught and assessed in accordance with either age or language
competence, whichever is the most appropriate option;
Teachers must be qualified teachers of Arabic;
The SEC provides resources to support the delivery of the Arabic curriculum;
Students should be provided with a minimum of 4 x 45 minutes of lessons per
week;
Students are not required to participate in the SEC‟s annual QCEA examinations.
Qatari History
All private schools must provide lessons in Qatari History for all students;
Schools should follow the SEC‟s curriculum standards for Qatari History;
Schools may teach the subject either in discrete lessons or as part of an integrated
social studies programme;
Lessons can be taught in the language of instruction adopted by the school;
Teachers must be appropriately qualified;
The SEC provides resources to support the delivery of the Qatari History
curriculum;
Licensing a Private School in the State of Qatar – Handbook for Applicants 16
There is no statutory requirement in relation to the number of hours of study per
week. However, the applicant must demonstrate that sufficient time will be
allocated.
Students are not required to participate in the SEC‟s annual QCEA examinations.
Sector Six: The Business Plan
a) The Business Plan should cover a period of three years. Year one should be
prepared in full detail, with an outline projection for years two and three. The
plan should provide information about the following aspects: the projected
growth of student numbers in the school; projected operational costs; projected
income; and the proposed level of student tuition fees.
b) The applicant must be able to demonstrate that they have the financial capacity
to manage and operate the school;
c) When calculating a proposed student fees structure, the applicant should
demonstrate that they have conducted a thorough review of the market and that
the quality of provision justifies the proposal.
Section Seven: The Premises Plan
The applicant will be expected to employ the services of a private consultant to complete
this section of the application form and ensure that all information is accurate and
complete.
The applicant will be required to provide information about the proposed site and
building. In addition, the applicant will be required to provide a number of essential
documents when submitting the initial application (see appendix 3).
Licensing a Private School in the State of Qatar – Handbook for Applicants 17
Staff from the Architect‟s Office will only undertake an inspection of the proposed
building and site once all required documents have been received and the information
sheet has been completed.
Additional documents will be required at a later stage, once the Architect‟s Office has
inspected the proposed building and approved it as fit for purpose (see appendix 3).
When completing the initial application form and when preparing for the site
inspection, the applicant should consider the following requirements;
a). General requirements
The school building must only be used for education purposes;
The school building must not be used for residential purposes e.g. for school
employee accommodation;
All rooms must be appropriately lit, well ventilated and air-conditioned;
The school building must only be used for the specific age range of students
identified in the application;
Buildings should have activity rooms and halls that are appropriate to the
educational phase they serve;
The school building must be appropriately equipped with furniture and
equipment;
A maximum of two security-guards may remain on the premises overnight;
Schools and kindergartens should provide comfortable air-conditioned buses.
Licensing a Private School in the State of Qatar – Handbook for Applicants 18
b). The size and capacity of the premises and building.
The SEC requires that the school premises should meet the following minimum
standards in terms of area and capacity:
Size Requirements
Education Phase
Kindergarten (KG)
Primary (P) Preparatory
(Prep) Seconda
ry (S) Two
Phases
Three Phases
(P, Prep., S)
Four Phases (KG, P,
Prep., S)
Minimum land area
1,250 m2
2,750 m2 3,500 m2 3,500 m2
Add the minimu
m for two
areas
8,500 m2 9,750 m2
Minimum classroom space per student
2 m2 2 m2 2 m2 2 m2 2 m2 2 m2 2 m2
Minimum outdoor space per student
5 m2 7 m2 10 m2 10 m2
Average of the
minimum size
for both phases
9 m2 8 m2
Licensing a Private School in the State of Qatar – Handbook for Applicants 19
c). General requirements which will be checked as part of the inspection of the
proposed building
The Plot and the School Building
Aspect Requirement
Location
The location of the school must not be adjacent to or close to
sources of noise, commercial or industrial sites, or hazardous
locations such as petrol stations.
The site should be in an appropriate, easily accessible
location, with entrances not close to highways and main
roads.
Construction
The use of wooden structures is prohibited, except in cases
where special permission from the General Directorate of the
Civil Defense has been secured. Buildings must be
constructed of concrete.
Number and type of
buildings
There should be a maximum of three buildings on the site.
Buildings intended for residential use, such as flats and
villas, cannot be used for educational purposes.
Entrances and exits Entrances and exits should be in positions where access can
be observed.
Hallways
The width of internal hallways should not be less than 2.5
metres if classrooms are located only on one side, and 3.5.
metres if classrooms are located on both sides.
Classroom shape All classrooms should be quadrilateral in shape with four
parallel sides.
Classroom size
Classrooms should have a minimum size of 2 square meters
per student.
Licensing a Private School in the State of Qatar – Handbook for Applicants 20
Aspect Requirement
Number of rooms
All schools should have:
A minimum of six classrooms, a fully equipped learning
resource centre (library), a science laboratory, an art room, an
ICT laboratory, a gymnasium, a prayer room, a fully
equipped nurse‟s or first aid station, a principal‟s office, a
vice principal‟s room, a secretary‟s room, a store-keeper‟s
room, a social worker‟s room, a staff room, a storage room, a
reception area, a guard room and toilets.
Preparatory and secondary schools should have laboratories .
Access to drinking
water
One drinking water cooler must be provided for every 50
students and they should be located away from toilet areas.
Each water cooler should be placed on a metal base and
provided with a container to collect dripping water. They
should be linked to the drainage system.
Toilets
The building should have adequate, well-ventilated toilets
that are built in accordance with health regulations. These
should be distant from classrooms.
Cafeteria There should be a fully equipped cafeteria
Play area allocation
A minimum of 5 square meters per child (kindergarten)
A minimum of 7 square meters per child (primary)
A minimum of 10 square meters per child (preparatory and
secondary)
Outside sports area
There should be a minimum of one outdoors sports court
that meets legal dimensions (e.g. for volleyball, basketball or
handball)
Sunshades There should be at least one 15 x 15m sunshade made of
appropriate material.
Outside waiting area There should be a suitable outside waiting area for students
Licensing a Private School in the State of Qatar – Handbook for Applicants 21
Aspect Requirement
Fire- fighting
equipment
The building should be fully equipped with fire-fighting
equipment (e.g. fire-extinguishers)
Emergency exits There should be more than one emergency exit.
Communications
equipment
Schools should be equipped with at least one telephone
system and have access to fax and email services.
Access for disabled
persons
The building and classrooms should enable access for
students with disabilities (e.g. special toilets, ramps, lifts,
emergency exits, low level drinking fountains)
Parking space
The site should provide adequate parking spaces and access
points for school buses. Their location needs to take into
account the safety of students.
d). Special requirements (kindergarten buildings)
Students should have access to a garden, with a minimum size of 20.2 square
metres.
The playground area should have a soft tartan surface.
Toys should be made of non-metal materials and comply with safety
requirements.
e). Requirements (Electrical system)
Power supply should be provided from a main government source, not a
generator;
If a school provides a back-up generator in addition to the main source of
supply, it should be a muffler type and should be placed in a closed and safe
room, away from students;
All electrical panels should be placed inside ventilated and closed rooms or
inside key-locked cupboards, away from students;
Licensing a Private School in the State of Qatar – Handbook for Applicants 22
All electrical supply panels should be labeled for easy maintenance and repair
and for easy access in emergency situations or when the power supply is
disconnected;
All lighting units used in bathrooms and kitchens and outside the building,
which might be exposed to wet conditions or the weather, should be encased in
waterproof material;
All electrical wires outside the building that are exposed to weather conditions
should be placed into GL PIPE;
The electricity room should not be used as a storage area;
Schools are required to follow Kahramaa instructions regarding the location of
the electricity room and the wiring or installation works in the school building.
f). Requirements: (the air-conditioning system)
Schools should use split units or central air-conditioning systems in classrooms
and other activity areas;
Where split units are installed, the external unit should be placed on a concrete
or metal base, with a circuit breaker placed near each unit;
Water pumps should be on a concrete base with a metal cover;
Air conditioning pipes should be combined together and be linked to the nearest
drainage point.
Section Eight: Proposed Timetable for Opening
The applicant should identify key milestones and associated dates leading up to the
opening of the school. Once the application has been approved and the license has been
awarded, the details of the timetable for opening the school will be discussed again with
the case manager and adjustments may be made.
Licensing a Private School in the State of Qatar – Handbook for Applicants 23
3. The evaluation of private school effectiveness and legal compliance
Once the school is operational, regular monitoring and compliance visits will be made
by representatives of the SEC. The school will be required to demonstrate that it is
adhering to the requirements of the licensing agreement.
In addition, the effectiveness of the school will be evaluated periodically through a
process of external inspection. Evaluation criteria will be published and the school is
expected to refer to these when engaging in its own school self-review and quality
assurance activities. The outcomes of the external evaluation process will be published
and will impact on decisions regarding requests for increases in student fees.
Appendices:
Appendix 1. A summary of the licensing process (process chart
Appendix 1. A summary of the licensing process (process chart)
During first year of operation
Licensing case manage
to have received
feedback from SEC
departments
6) reevaluation against set criteria by relevant departments.
5) Submission of final application by client to licensing case manager.
4 b) if partially compliant, licensing case manager to arrange a meeting with applicant and provide feedback on required adjustments for resubmission of application
Partially or fully meets set certificates.
Recommendations from licensing case manager as
whether partially compliant or fully compliant.
Does not meet set certificates as required. Applicant
informed by Licensing case manager and no reapplication
allowed until next window.
Each department to
send feedback and
decision to PSO and
feedback given to
candidates
2)Each applicant to be
given a licensing case
manager as a single
point of contact from
Private School Office
3) Application
sections to be sent
to the relevant SEC
departments for
evaluation against
set criteria
1) Applicant to
submit application
online.
SEC to release
statement on
projected need for the
education sector
annually in January Not all required
documents
received
Licensing case manager to
request missing documents
4 a) if fully compliant, applicant sent to private schools committee for review and approval.
Fully meets set criteria. Recommendation from
licensing case manager as fully complied.
Does not fully comply or rejected. Applicant to be informed by
licensing case manager. Reapplication required at set
windows.
Client to clarify and
adjust plan according
to SEC feedback from
SEC meeting
All required
documents
received
Official SEC letters to be issued
to applicants for Ministry of
Interior and Ministry of
Economy and Trade in order to
secure official licenses.
The timeframe for obtaining the required external ministries certificates is not within SEC’s control and will be in addition to the stipulated days. Applicants are requested to swiftly expedite the process of obtaining the set certification as the final decision on licensing the school cannot be made until the four required external ministry certificates are received.
Bank bond will need to
be submitted at this point
from applicant
13) school evaluation completed annually against set criteria to ensure compliance and quality of provision
Finish
7) Private Schools Committee meet as per published timetable to give final recommendation
SEC to monitor
Case manager will
arrange school visit
prior to opening.
Principal details to be
sent to SEC as soon
as Principal
employed. Meeting
undertaken with SEC,
principal and owner.
Ongoing
One month prior to opening
Applications can be submitted by the first of Nov and March
Start
12) school will be monitored during fist year
11) school opens
10) monitoring and evaluation of applicant process against agreed opening plan
9) implementation plan for school opening agreed by PSO and Applicant
8) Feedback officially given to applicant from licensing case manager
Legend: Stage Process Timeframe Decision Non SEC requirements for applicant
Licensing a Private School in the State of Qatar – Handbook for Applicants 25
Appendix 2. The application form
Application to Open a Private School in the State of Qatar
Section One: Essential Information Check List
Refer to the relevant notes in part four of this document, “Guidance on Completing the Application Form”, when completing this
section.
By completing this checklist, the applicant acknowledges that all sections have been completed and that all required attachments
have been included. The applicant also guarantees that all information is accurate.
ITEM Check if included
(applicant)
Reason for non- inclusion of items
(applicant)
Comment by SEC
Check if approved (SEC)
1.1. A completed application form, including an Organizational Plan, an Education Plan, a Business Plan and a Premises Plan.
1.2. A certificate of good conduct from the concerned authorities in the country of origin of the proposed proprietor of the school.
1.3. The CVs of the proposed proprietor and the shareholders.
1.4. Copies of the passports or identity cards of the proposed proprietor of the school and individual shareholders.
1.5. If the proprietor is more than one person, a copy of the company’s contract must be provided, in addition to a certificate of good conduct from the
Licensing a Private School in the State of Qatar – Handbook for Applicants 26
ITEM Check if included
(applicant)
Reason for non- inclusion of items
(applicant)
Comment by SEC
Check if approved (SEC)
concerned authorities of the country of origin of each partner;
1.6. A copy of the proprietor’s and individual shareholders’ signatures.
1.7. If the proposed school is a community school, a letter from the embassy of the country should be provided.
1.8. Documents indicating the financial capacity of the applicant (a bank Guarantee).
1.9. Evidence of the Commercial Registration of the company, indicating the company’s name, address, type, date of incorporation, the names of partners and the amount of its capital.
1.10. A copy of the property ownership document in cases where the property is owned by the proprietor of the school, or a copy of the lease agreement if it is rented;
1.11. The CV of the principal.
1.12. A certificate of good conduct for the principal.
1.13. A copy of the passport or ID card of the principal.
1.17. Civil Defense Clearance.
1.18. Traffic office Clearance.
1.19. Municipality License.
1.20. Commercial License.
Licensing a Private School in the State of Qatar – Handbook for Applicants 27
Section Two: Applicant Information
Refer to the relevant notes in part four of this document, “Guidance on Completing the Application Form”, when completing
this section.
The following information should be provided (companies)
Required Information Applicant’s Response SEC comment SEC approval
2.1. The name of the company.
2.2. The name of the owner.
2.3. The address of the company.
2.4. Telephone number (landline).
2.5. Mobile telephone number.
2.6. Fax number
2.7. e-mail address
2.8. Does the company currently own a
school?
2.9. If the company currently owns a
school, please provide details of the
name and address.
Licensing a Private School in the State of Qatar – Handbook for Applicants 28
The following information should be completed (individuals)
Required Information Applicant’s Response SEC comment SEC approval
2.10. Full name.
2.11. Address.
2.12. Telephone number (landline).
2.13. Mobile telephone number.
2.14. Fax number
2.15. e-mail address
2.16. Does the individual currently own a
school?
2.17. If the individual currently owns a
school, please provide details of the
name and address.
Licensing a Private School in the State of Qatar – Handbook for Applicants 29
Section Three: School information
Refer to the relevant notes in part four of this document, “Guidance on Completing the Application Form”, when completing this
section.
Required Information Applicant’s Response SEC comment SEC approval 3.1. The proposed name of the school.
3.2. The phases to be covered
(kindergarten, primary, secondary).
3.3. The gender of students.
3.4. The projected maximum student
number.
3.5. The proposed structure of the school
year and calendar.
Licensing a Private School in the State of Qatar – Handbook for Applicants 30
Section Four: The School Organizational Plan
Refer to the relevant notes in part four of this document, “Guidance on Completing the Application Form”, when completing this
section.
Required Information Applicant’s Response SEC comment SEC approval
4.1. The governance structure. Please insert an organizational chart here:
4.2. The management structure.
4.3. The staffing structure.
4.4. The administration structure
4.5. Role definitions and qualifications requirements.
4.6. The proposed number of staff.
4.7. The proposed ration of teachers to students.
4.8. The proposed average class size.
4.9. The proposed international accreditation status.
4.10. Arrangements for staff appraisal.
4.11. Arrangements for school self-review, the evaluation of school effectiveness and quality assurance.
4.12. Student transport arrangements.
Licensing a Private School in the State of Qatar – Handbook for Applicants 31
Section Five: The Education Plan
Refer to the relevant notes in part four of this document, “Guidance on Completing the Application Form”, when completing this
section.
Required Information Applicant’s Response SEC comment SEC approval
5.1. The vision and mission of the school.
5.2. The values and ethos of the school.
5.3. Student gender and age range.
5.4. Entrance requirements.
5.5. The curriculum to be offered.
5.6. Extra-curricular activities to be
offered.
5.7. Strategy for integrating the
compulsory subjects (Arabic, Qatari
history and Islamic Studies).
5.8. Arrangements for assessing student
learning needs, progress and
outcomes.
5.9. Arrangements for meeting the
differentiated learning needs of
Licensing a Private School in the State of Qatar – Handbook for Applicants 32
Required Information Applicant’s Response SEC comment SEC approval
students (e.g. students with learning
difficulties and students who are
gifted and talented).
5.10. Arrangements for meeting the needs
of students for whom the language of
instruction is a second language.
5.11. Arrangements for ensuring the
health, care and safety of students.
5.12. Arrangements for ensuring
appropriate discipline.
5.13. Arrangements for engaging parents
in the education process.
5.14. Arrangements for the professional
development of staff.
Licensing a Private School in the State of Qatar – Handbook for Applicants 33
Section Six: The Business Plan
Refer to the relevant notes in part four of this document, “Guidance on Completing the Application Form”, when completing this
section.
Summary of Projected Financial Reports (To be supported by Detailed Business Plan for 5 Years)
1 Proposed Name of the School
2 Location of the School
3 Name & Address of the Company
4 Details of the Sponsor:-
a Name
b Address
c Profession
Licensing a Private School in the State of Qatar – Handbook for Applicants 34
d Contact Numbers
5 Type of Company
6 CR Number
7 Registered Capital
8 Number of Partners (If Any)
9
Working Partners Name, Designation & Address (If Applicable)
Name Designation Address
a
b
c
d
e
10 Budgeted Total Investment
Evaluation Points
11 Partners Capital Contributions
Licensing a Private School in the State of Qatar – Handbook for Applicants 35
12 Estimated Borrowed Funds
13 Pre - Operational Expenses (Opex)
14 Period of Amortization of Pre- Op Expenses
15 Yearly Spend on CAPEX :- (First Year) Item Descriptions:-
Amount Share to Total
CAPEX % to Revenue Evaluation Points
1
2
3
4
5
6
7
Total CAPEX
Licensing a Private School in the State of Qatar – Handbook for Applicants 36
16 Yearly Estimates of OPEX :- (First Year)
Annual Amount Share to Total
OPEX % to Revenue Evaluation Points
a Staff Salaries
b Staff Accommodation & Allowances
c Building Rent
d Utilities
e Transportation
f Administration Expenses
g Academic & Curriculum Related
h Franchisee Fees
i Royalty Charges
j Other Expenses
Total OPEX
17 Forecasted Incomes:- (First Year) Annual Amount Share to Total Income Evaluation Points
a Tuition Fees
b Registration / Admission Fees
Licensing a Private School in the State of Qatar – Handbook for Applicants 37
c Special Fees
d Others if any:-
Total Incomes
18 Expected Profit (Loss)
19 Expected rate of Return on Investment
20 Number of Students Year 1 Year 2 Year 3 Year 4
a Year
b Year Total Forecasted
21 Number of Teachers Year 1 Year 2 Year 3 Year 4
a Year
b Year Total Forecasted
22 Number of Administration Staff Year 1 Year 2 Year 3 Year 4
a Year
b Year Total Forecasted
23 Classes and Grades
24 Curriculum & Syllabus
Licensing a Private School in the State of Qatar – Handbook for Applicants 38
25 Franchisee Agreement
26 Type of Management
27
Infra-Structure Development
Plans
28 Other Expansion Strategy
29 Additional Capital Investment
Licensing a Private School in the State of Qatar – Handbook for Applicants 39
Section Seven: Premises Plan
Refer to the relevant notes in part four of this document, “Guidance on Completing the Application Form”, when completing this section.
7.a. The following table should be completed by the owner of the school:
Required Information Applicant’s
Response (attached / not attached)
SEC comment SEC approval
7.a.1 A copy of the land ownership document.
7.a.2 A copy of the building construction completion certificate.
7.a.3 A copy of the general site plan, highlighting the required information.
7.a.4 A copy of the ground floor plan for each building on the site.
7.a.5 A copy of the first floor plan for each building on the site.
7.a.6 Copies of additional floor plans if the building has more than two levels.
7.a.7 The site information table, completed by an engineering consultant. (hard copy and electronic copy – word file on CD plus an AutoCAD file)
7.a.8 The building / buildings information table, completed by an engineering consultant. (hard copy and electronic copy – word file on CD plus an AutoCAD file)
7.a.9
A copy of a report issued by an engineering consultant, stating that the building has been inspected in terms of its construction and that it technically complies with construction safety standards.
Licensing a Private School in the State of Qatar – Handbook for Applicants 40
7.b. Site information (to be completed by the engineering consultant appointed by the applicant):
Required Information Applicant’s Response SEC comment SEC approval
7.b.1. The overall size of the plot of land s described in the land ownership document
7.b.2. The education phase / phases that requires licensing
7.b.3. The town
7.b.4. The area
7.b.5. The area number
7.b.6. Land pin-number / s
7.b.7. The year of construction of the building
7.b.8. The street name and number
7.b.9. The number of streets surrounding the site
7.b.10. The number of sections and annexes that constitute the building
7.b.11. The number of gates
Licensing a Private School in the State of Qatar – Handbook for Applicants 41
Required Information Applicant’s Response SEC comment SEC approval
7.b.12. A description of the playground and areas allocated for sport activities
7.b.13. Are there shaded areas in the outdoor spaces? (provide details)
7.b.14. Is there a security booth?
7.b.15. Are there sufficient car parking and bus parking spaces? (provide details)
7.b.16. Other relevant information
Licensing a Private School in the State of Qatar – Handbook for Applicants 42
7.c. Building information (to be completed by the engineering consultant appointed by the
applicant)
A separate table should be completed for each building. Each building should be allocated a number and this should tally with the number recorded on the site plan indicated in 7.a.3., above, and on the floor plans. Each room should be allocated a number and this should tally with the number recorded on the floor plans indicated in 7.a. above. The following table should be used to provide detailed information about the size and proposed use of the room. An electronic copy (CD) of the room information tables should be submitted to the PSO as part of the initial application.
Example :
Proposed usage Size Room Number Floor Building
Room no.1 GF 1
Room no. 2 GF 1
Room no. 3 GF 1
Room no. 4 etc. GF 1
Licensing a Private School in the State of Qatar – Handbook for Applicants 43
Section Eight: Proposed Timetable for opening the school
Refer to the relevant notes in part four of this document, “Guidance on Completing the Application Form”, when completing
this section.
Required Information Applicant’s Response SEC comment SEC approval
8.1. Key milestones and dates.
Licensing a Private School in the State of Qatar – Handbook for Applicants 44
Appendix Three : An example of completed school organization plan and Education plan Section 4 : School Organization Plan
Required Information Applicant’s Response SEC comment SEC approval
4.1. The
governance structure.
Please insert an organizational chart here: Our Board of Directors consists of a twelve member Board, three of whom are
elected by parents and the remaining nine members appointed by the
chairperson. The officers are Chairperson, Vice Chairperson and Treasurer.
The Board maintains school policies and appraises the school‟s performance.
The Board establishes and approves a yearly budget, ensures the school‟s
goals and objectives are met and evaluates the performance of the school
according to the school‟s mission, vision and strategic plan.
The permanent committees are Finance and Personnel. There are also work
groups consisting of Governance, Strategic Development, and other areas that
are formed on “as needed” basis.
The Board meets monthly during the school year, both as a whole board and
in working committees. Dates, times and locations are posted in a school”
every month. Regular meetings consist of Executive Sessions and Public
Sessions.
4.2. The
management structure.
4.3. The staffing
structure.
4.4. The
administration structure
Licensing a Private School in the State of Qatar – Handbook for Applicants 45
Required Information Applicant’s Response SEC comment SEC approval
Director
Principal
Secretary
Vice Principal
Accountant
HR Manager/
Transport Manager
Registrar
Advisory council
Supervisor for seniors
Supervisor for Juniors
Staff secretary
Councilor
Head of the departments
Curriculum developers
Text book advisors
Examination officers
Class teachers
Drivers
Caretakers
Nurse
Nanny
Licensing a Private School in the State of Qatar – Handbook for Applicants 46
Required Information
Applicant’s Response SEC
Comment SEC
Approval
4.5. Role definitions
and qualifications requirement.
Position Qualification Remarks
School Principal
University Degree and
Qualified Teacher Status
Experience of not less than 5 years in school administration + 2 years in teaching
Key Stage Leader
University Degree and
Qualified Teacher Status
Experience of not less than 5 years in teaching including 2 years of relevant leadership experience
Foundation
Teacher
University Degree or
Diploma.
Qualified Teacher Status
desirable
Not less than 2 years‟ experience teaching
KG stage (where possible)
Primary Teacher
University Degree and
Qualified Teacher Status
Not less than two years of teaching the primary stage (where possible)
Subject Teacher
University Degree and
Qualified Teacher Status
Not less than two years of teaching the subject at the appropriate Key Stage
Licensing a Private School in the State of Qatar – Handbook for Applicants 47
Required Information
Applicant’s Response SEC
Comment SEC
Approval
Teachers of Arabic / Islamic
Studies/Qatar History
University Degree and approval to teach the subjects
Not less than three years of relevant teaching experience
Secretary /Receptionist /
Registrar
Diploma
Secondary School certificate
Not less than 2 years‟ experience in secretarial area of work.
Librarian
Diploma (2 years after secondary school) or equivalent
Special experience related to this field of work
Teacher Assistant
Secondary School Certificate In Kindergarten and Primary Stage only
Accountant
MBA / a Membership of the Institute of Chartered Accountants of India / UK or CIMA or ACCA or any such similar qualifications.
Minimum of 6 to 8 years post qualification experience, 3 years of which, at full responsibility of finance functions, with special emphasis on management accounting, budgetary control
Admin Officer
Appropriate degree or qualification (e.g. B.Com, B.E., Management Dip)
At least three years‟ experience in Staff Management
Licensing a Private School in the State of Qatar – Handbook for Applicants 48
Required Information
Applicant’s Response SEC
Comment SEC
Approval
4.6. The proposed number of
staff.
Total number of teaching staff as shown in the table below is 217 Total number of administrative staff is 35
4.7. The proposed ratio of
teachers to students.
Description Year 1 Year 2 Year 3 Year 4 Year 5
A Student Teacher Ratio 15 17 17 17 18
B Teaching staff (Total): 25 43 71 101 120
a Coordinators 1 2 4 5 6
b PGT - Point 2 - - 2 2 2
c TGT - Point 2 - - 3 3 3
d PRT - Point 2 23 37 54 80 97
e Arabic Teacher 1 4 8 11 12
f Teaching Assistant * 5 12 20 23 24
g KG Teaching Assistant *
8 12 16 18 18
h (* not part of PTR)
C
Admin and support staff (Total):
22 33 43 46 63
a Principal 1 1 1 1 1
b Vice Principal 1 1 1 1 1
c Head of Section 0 1 2 2 3
d Assistant HoS 0 0 0 0 3
e Support staff 20 30 39 42 55
Total 58 97 146 184 217
Licensing a Private School in the State of Qatar – Handbook for Applicants 49
Required Information
Applicant’s Response SEC
Comment SEC
Approval
4.8. The proposed average class size.
Grade level Average class size
KG 1 up to grade 3 25
Grade 4 27
Grade 5 up to Grade 12 28
4.9. The proposed international accreditation status.
Qatar National School Accreditation (QNSA)/ Council of International Schools (CIS).
4.10. Arrangements for staff appraisal.
The governing body of our school will appraise the performance of our Principal. In turn, the Principal of the school is responsible for ensuring the review of the performance of every other school leader, teacher and member of support staff employed at our school.
Appraisal meetings will be held during normal working hours and will be scheduled
for at least one hour or longer if necessary. The purpose of the appraisal meeting is to review the employee‟s current job, their
performance and their future plans. More specifically, the meeting will also be an opportunity to discuss how the employee can contribute to the wider work of the school and to agree and set a number (typically three) of objectives (there is no minimum or maximum number of objectives).
Licensing a Private School in the State of Qatar – Handbook for Applicants 50
Required Information
Applicant’s Response SEC
Comment SEC
Approval
4.11. Arrangements for school self-review, the evaluation of school effectiveness and quality assurance.
We use a contionous improvement cycle with the following stages that are continous:
1. Assess - Action: Take the self-assessment.
2. Analyze - Action: Review the results from the self-assessment with the leadership team. 3. Prioritize - Action: Choose two to three elements on which to focus school improvement
efforts. Include contextual factors in the process of determining priorities. 4. Plan - Action: Use the school-level benchmarks to formulate plans, keeping in mind that it is
imperative to include "Sustainability" in school improvement plan. 5. Implement - Action: Implement school improvement plan. 6. Monitor - Action: Track school improvement efforts and make adjustments as needed.
This flowchart represents our approach to self-review (whole school review, departmental review, and individual employee review).
4.12. Student transport arrangements.
Arrangements will be made for a transportation company to provide a school shuttle service for students who require this service. It will be provided at a minimal cost.
Licensing a Private School in the State of Qatar – Handbook for Applicants 51
Section Five : The School Education Plan
Required Information Applicant’s Response SEC
comment
SEC approval
5.1. The vision and mission of the school.
We will develop compassionate, open minded, confident and brave young people who strive to achieve personal and academic excellence beyond all expectation.
5.2. The values and ethos of the school.
The School will be a pioneer of educational innovation, best practice pedagogy and outstanding learning and teaching. We ensure social and academic excellence, consistently high levels of student engagement and empowerment, which go uniquely beyond the standard subject learning opportunities provided by a more traditional school. Our 3-18 school is inclusive and seamless in operation, providing a highly progressive, leading edge curriculum experience and ensuring the development of the whole child.
5.3. Student gender and age range.
Key Stage Age on entry Year Group
Early Years Foundation Stage
3 years
4 years
Foundation Stage 1 (Nursery)
Foundation Stage 2 (Reception)
Key Stage 1
5 years
6 years
Year 1
Year 2
Key Stage 2
7 years
8 years
9 years
10 years
Year 3
Year 4
Year 5
Year 6
Licensing a Private School in the State of Qatar – Handbook for Applicants 52
Required Information Applicant’s Response SEC
comment
SEC approval
Key Stage 3
11 years
12 years
13 years
Year 7
Year 8
Year 9
Key Stage 4
14 years
15 years
Year 10
Year 11
AS Level Examinations
16 years Year 12
A Level Examinations
17 years
Year 13
5.4. Entrance
requirements.
There will be a standard entrance examination for all students. This will be based on age-related level descriptors associated with the English National Curriculum. Students will be given an offer based on the results of the entrance examination and a one on one interview with the principal.
5.5. The curriculum to be offered.
The school curriculum will be based on the English National Curriculum. Our curriculum
approach is commonly referred to as „British‟ and is extensively used by international
schools around the world. It is a detailed, planned and integrated scheme covering a
student's whole school experience, from the age of 3 to the age of 14. It is a skills-based
curriculum, served by many excellent textbooks and media resources, with its own
integrated assessment arrangements. The intention is that the school will offer iGCSE (post
age 14) and Advanced Level (A/AS) courses (post 16) in the secondary, thus school
preparing students for entry into universities around the globe.
Licensing a Private School in the State of Qatar – Handbook for Applicants 53
Required Information Applicant’s Response SEC
comment
SEC approval
5.6. Extra-curricular activities to be offered.
In order to provide curriculum enrichment, support and challenge there will be a range of extra-curricular activities that enhance the academic curriculum. These may include subject interventions for students in need of learning support or for gifted pupils There will be activities that build on new 21st century skill requirements such as coding through robotics and app design, through enterprise and entrepreneurial enrichment activities. As the school expands, our older students should have opportunities to participate in local debating competitions, TEDx events, World Scholars‟ Cup, Model United Nations and Student Leadership Groups There will also be after school extra curricula activities that are sports-based and that develop children‟s sporting abilities and encourage and healthy and active lifestyles. The sports clubs will change each term and will include football/soccer, cricket, netball and gymnastics.
5.7.
Strategy for integrating the compulsory subjects (Arabic, Qatari history and Islamic Studies).
Subject Course Hours of study
Social Studies 10 -13
As per curriculum Scope and Sequence (provided), with Qatari history integrated
127.5 hours per year
Arabic Language 10 -13
As per curriculum Scope and Sequence (provided)
127.5 hours per year
Islamic Studies Programed in accordance with Ministry guidelines
Hours in accordance with Ministry regulations
Licensing a Private School in the State of Qatar – Handbook for Applicants 54
Required Information Applicant’s Response SEC
comment
SEC approval
5.8. Arrangements for assessing student learning needs, progress and outcomes.
On entry to school we conduct a standardized screening assessment and, if necessary, more detailed diagnostic assessments. Students who are identified as needing additional support will be provided with an individual education plan, which will be developed in consultation with parents. Formative assessment activities are integrated within our curriculum plans and influence decisions about the need for additional support or extension activities for students who are gifted and talented. Summative assessment activities are conducted at the end of each year in the form of tests or assessment activities. Student progress is reported to parents in the form of monthly progress reports, end of term reports and end of year reports. We recognize that some students will require accommodations in order to participate in the summative assessment process. We will follow SEC policy in relation to reporting details of student progress and will participate in international tests, as requested by the SEC.
5.9. Arrangements for meeting the differentiated learning needs of students (e.g. students with learning difficulties and students who are gifted and talented).
The school will work closely with parents in the support of those children with special educational needs. We encourage an active partnership through an on-going dialogue with parents. Parents have much to contribute to our support for children with special educational needs. We have regular meetings each term to share the progress of children with their parents. We recommend the need of outside intervention to parents and we share the process of decision-making by providing clear information relating to the education of children with special educational needs. Students will go through an initial diagnostic assessment. Where a student is identified as needing further more in-depth assessment due to potential AESN need the AESN coordinator in school will undertake a more intensive assessment to establish the support needs required. We have developed the above forms to ensure the recording of AESN condition and support needs as per each student‟s needs. This will be reviewed and revised annually and
Licensing a Private School in the State of Qatar – Handbook for Applicants 55
Required Information Applicant’s Response SEC
comment
SEC approval
all teachers will be required to write regular reports on the child‟s progress against a set of objectives as set by teacher. Where children are referred with a medical report the AESN coordinator will implement the relevant support required. Where a child is identified as gifted and talented a learning plan will be developed for each lesson that ensure the child is challenged at the relevant level and there will be a weekly session set for gifted and able children. Within this class gifted and talented children will be given specific tasks and challenges that could include project work or learner support roles for less able children. See appendix 1 on meeting students’ needs and AESN policy
5.10. Arrangements for meeting the needs of students for whom the language of instruction is a second language.
English as an Additional Language (EAL) Support Service Aims of our Service To support the learning and teaching of pupils with a mother tongue other than
English in our school, so that they reach their full potential To improve access, ensure inclusion and raise achievement across the mainstream
curriculum To aid the process of assessment To boost the self-esteem of pupils for whom English is an additional language To promote equality of opportunity and curriculum access
We plan to appoint two EAL teachers, who will support children in the classroom and also in special withdrawal sessions. Specialist dual language resources will be purchased. Older students will be encouraged to enroll in courses provided by the British Council.
Licensing a Private School in the State of Qatar – Handbook for Applicants 56
Required Information Applicant’s Response SEC
comment
SEC approval
5.11. Arrangements for ensuring the health, care and safety of students.
The health and safety of all students and employees at school is paramount of importance to us. All staff will undertake an online health and safety coursed when they start at the school and updated training will be timetabled in annually. There will be a full time member of staff who will have the responsibility and title of Health and Safety Officer. They will be required to regularly patrol the school and observe any health and safety negligence whereupon action will be taken. We will also ensure annual health and safety checks from fire services and the like. We will ensure our health and safety certificate from the relevant ministry is updated and current. The school has a health and safety policy that is attached
5.12. Arrangements for ensuring appropriate discipline.
Our approach to behaviour management is fully explained to parents and students on enrolment. It is based on the “Whole School Positive Behaviour Support” approach. We operate a balanced approach, which includes the following elements:
A clear set of negotiated statements of acceptable and expected behaviour; The explicit teaching and modeling of expected behaviour patterns; A system for rewards for students who consistently exhibit acceptable behaviour; A system of sanctions for students who fail to meet expectations.
Please find attached our policy on school discipline
Licensing a Private School in the State of Qatar – Handbook for Applicants 57
Required Information Applicant’s Response SEC
comment
SEC approval
5.13. Arrangements for engaging parents in the education process.
Student participation In our school we encourage children to take responsibility and to make decisions. This is part of the culture of our school and relates to children of all ages. The work in the each Key Stage recognises the importance of children developing social as well as educational skills. Alongside this we recognise the importance that parents play in a child‟s educational and behaviour development. With this in mind we will ensure that all parents are given information at the beginning of each year of the curriculum that will be covered with detailed information on levels expected. Alongside this there will be 3 reports that go to parents annually. During the course of the year there will be 2 official parents‟ evenings where teachers and parents will have set appointments to discuss the child‟s progress. Alongside this each child belongs to a form / tutor group and there tutor for the year can be contacted at any time and asked any questions on any of the child‟s academic and social progress at school. The form tutor will be the conduit for communication between the parent and others school staff and can set up meetings at any time required. Parents will also be given various opportunity during the year to come into the school and witness the work done by the children.
5.14. Arrangements for the professional development of staff.
All staff both administrative and teaching will take part in an annual evaluation. Within this evaluation process training needs will be identified and we will seek to ensure that current and relevant training is delivered to all staff. This will be provided by a mixture of in-house training, external courses and online courses. We have a staff training coordinator in the HR division, who will be responsible for all aspects of coordinating staff training. We hope to negotiate agreements with independent schools so that they will allow their staff to participate in our PD program from time to time.
Licensing a Private School in the State of Qatar – Handbook for Applicants 58
Appendix Four. The site inspection process Once the initial application to license a school has been received by the PSO, all relevant information and documents will be passed to the General Services Department. The following steps will then be taken. 1. The GSD will arrange a date for the inspection with the owner / applicant;
2. The site inspection will be conducted by experts appointed by the GSD;
3. An inspection report will be prepared by the GSD, identifying any areas
where changes / improvements should be made, i.e. where the criteria for
approval are not fully met.
4. The report will be made available to the applicant and to the PSO case
manager;
5. A timeframe for remediation work will be agreed between the GSD, the
PSO and the applicant;
6. Once remediation work has been undertaken, arrangements will be made
for a second inspection;
7. If further remediation work is required, the GSD will again confirm this in
writing to both the PSO case manager and the applicant;
8. Once the GSD is satisfied that criteria have been met in full, they will inform
the PSO case manager in writing.
Licensing a Private School in the State of Qatar – Handbook for Applicants 59
Appendix Five. Documents to be acquired and submitted by the
applicant once the site inspection has resulted in the approval of
the SEC.
Certain documents are required once the applicant has been informed that the initial
application has been approved.
Letters will be issued by the PSO, allowing the applicant to obtain the following
documents. The applicant should allow sufficient time to acquire the documents. More
detailed information can be found on the relevant websites.
Civil Defense Clearance (from the Ministry of Interior):
The Civil Defense Department will undertake additional safety checks on the proposed
school building to ensure compliance with national regulations. They will issue the
applicant with a certificate of clearance. The certificate is renewable every two years and
it is incumbent on the school owner to seek renewal.
Contact Details: www.moi.gov.qa
email : [email protected]
Telephone number : 44895191
Traffic Office Clearance (from the Ministry of Interior):
The Traffic Office will assess the suitability of the building in relation to access and the
capacity of roads surrounding the proposed school campus. The certificate is renewable
and it is incumbent on the school owner to seek renewal.
Contact Details: www.moi.gov.qa
email : [email protected]
Telephone number : 44890666
Licensing a Private School in the State of Qatar – Handbook for Applicants 60
The Municipality License (from the Ministry of Economy and Commerce)
The municipality license provides clearance for the owner to operate a school and
ensures that the school can access municipal. The certificate is renewable every two
years and it is incumbent on the school owner to seek renewal.
Contact Details: www.mec.gov.qa
email : [email protected]
Telephone number: 40122222
The Commercial License (from the Ministry of Economy and Commerce)
The commercial license allows the owner to operate a school in the State of Qatar. The
certificate is renewable every two years and it is incumbent on the school owner to seek
renewal.
Contact Details: www.mec.gov.qa
email : [email protected]
Telephone number: 40122222
Licensing a Private School in the State of Qatar – Handbook for Applicants 61
Appendix Six. Frequently asked questions and answers
Question Answer
1 When can an application to open a private school be made?
Applications can be made during two application widows (one month commencing on either March1st or November 1st). See Section Two of the Handbook for Applicants.
2 What are the steps involved in opening a private school?
See Section Two of the Handbook for Applicants.
3 What are the fees involved in opening a private school?
No fee is required but you will be required to provide a bank guarantee. If you are opening a kindergarten, the bank guarantee will be for the sum of 200,000 QR. If you are opening a primary or secondary school, the bank guarantee will be for the sum of 400,000 QR.
4 Can I open a school without having a Qatari business partner?
Yes.
5 Is it possible to add a subsidiary branch that will operate the school to an existing company?
Yes, as long as this meets with Qatari company law regulations.
6 Can I rent a building for use by the school prior to receiving a license to operate a school?
The SEC does not involve itself in decisions about the renting or purchase of a school building. The applicant should keep in mind that there is no guarantee that the application will be approved by the SEC. Therefore, the applicant should exercise caution when making the decision.
7 Can the child of a government employee apply for a license to operate a private school?
Yes.
8 Can I make my application in hard copy format?
No. All applications must be made electronically.
9 What are the documents I need to submit with my application?
See Appendix Six of the Handbook for Applicants.
10 Does the SEC need to approve the proposed curriculum?
The applicant is required to submit an Education Plan as part of the initial submission. Applicants may propose a national curriculum, adopt an international curriculum or develop their own hybrid curriculum. The SEC will determine whether the curriculum proposal is appropriate.
Licensing a Private School in the State of Qatar – Handbook for Applicants 62
Question Answer
11 Can the SEC provide my school with an approved curriculum?
Schools may choose to adopt the Qatari National Curriculum. They will then be entitled to access support materials for students and teachers.
12 Can an individual own a private school or should it be a company?
Either a private individual or a company can own a private school.
13 Is it possible to re-submit an application if the initial application is not approved?
There are restrictions on the re-submission of applications. See Section Two of the Handbook for Applicants.
14 How can I follow up on the progress of my application?
You can follow progress through reference to the SEC website. In addition, when you submit your initial application, a named licensing case manager from the SEC will be identified and you can contact this person to check on progress
15 Must my school include any compulsory subjects in the curriculum?
Yes. All schools must offer Arabic, Qatari History and Islamic Studies for certain groups of student. See Section Four of the Handbook for Applicants.
Licensing a Private School in the State of Qatar – Handbook for Applicants 63
Appendix Seven. Contact information for applicants
General information to Contact the Private Schools Office:
Telephone + 974 44044771 / + 974 4404772 / + 974 4404773
Email [email protected]
Address SEC building Al Dafna, Doha, Qatar
Once an initial application has been received, the SEC will appoint a case manager. The
case manager will then become the main point of contact for the applicant.
Appendix Eight. Links to important SEC policies
Applicants should refer to the following SEC policies when completing their application
form. Access to these items can be achieved via the SEC website.
Student registration
Student Assessment.
The Management of Student Behavior.