List of required personnel documents. How is HR management done at the school? To help the novice school director office work

I am interested in the question of how personnel records management is conducted at the school. Prior to that, I worked as a personnel officer in commercial small organizations and got a job at school for the first time. Therefore, I would like to study personnel records management at school and download the necessary documents.

Answer

Personnel records management at the school is carried out according to general rules organization of personnel work. Just like in any other organization, the personnel officer at the school:

• draws up personnel orders. These are orders for hiring employees, for terminating an employment contract, etc.;
• draws up and concludes employment contracts with employees;
• makes entries in the work books of employees;
• keeps personal cards of employees;
• draws up all documents for vacations and business trips of employees;
• draws up a vacation schedule;
• maintains a time sheet;
• keeps a ledger work books.

In addition, the personnel officer, including at school, may be entrusted with the duty of maintaining military records.

Thus, personnel records management at school and the documents that a personnel officer draws up when working at a school are not much different from what is customary in commercial organizations.

At the same time, the personnel officer should study the Law on Education, as well as documents of the Ministry of Labor on working hours teaching staff, as well as about the period of annual leave of teachers.

It should also be remembered that when hiring teachers, a certificate of no criminal record is required. This document is presented when applying for a job as part of the general package of documents. In addition, most often personnel worker it will be necessary to monitor the passing of the next certification by teachers.

NSOT). As part of the NSOT work, the solution was developed in accordance with federal model methods:

• "Model methodology for the introduction of normative per capita financing of the implementation state guarantees the rights of citizens to receive public and free general education»;
• "Model methodology for the formation of a system of remuneration and incentives for employees of state educational institutions of the subjects Russian Federation and municipal educational institutions implementing programs of primary general, basic general, secondary (complete) general education.

Calculation and distribution of the payroll fund Accounting and distribution of funds received by the institution is carried out in accordance with the normative per capita financing. This block includes:

• Determining the amount of funds of an educational institution.

HR records management: HR records

For example, if it is necessary to provide employees with uniforms and PPE, it is necessary to prepare an order on the procedure and terms for issuing them, which employees need them. Compensation and benefits for work in special conditions must be documented: in hazardous industries, irregular, night work, etc. Further, they draw up the Regulations on HR records management.

Attention

It reflects the list of papers necessary for the work of the organization, the procedure for their execution and storage. The legislation does not oblige to develop such a Regulation, however, it will greatly facilitate the work of personnel officers. To work in new organization first the director is accepted, then he recruits the rest of the staff.

The composition and number of required posts reflects the staffing table. The rules of procedure reflect all work schedules, requirements for employees, etc. A standard labor agreement is developed on the basis of the norms of the Labor Code of the Russian Federation.

Features of personnel office work

Info

All issues will be resolved by a third-party specialized organization.

• Difficulties with document flow arise if the organization is large, has structural units and a large amount of documentation. In this case, the responsibility for the transfer of papers may be assigned to the courier. At the same time, representatives of the executing organization often do not visit the customer’s office, because

e. work is done completely remotely.

Simplification of accounting at micro-enterprises All working conditions are fixed in an agreement with the employee. In 2018, the heads of these companies and individual entrepreneurs have the right to refuse to draw up local regulations. Within 4 months from the date of loss of the status of a micro-enterprise, the management is obliged to issue a "traditional" personnel documentation.
So, the organization of personnel records management at an enterprise is a complex procedure.

How to start personnel office work from scratch in a budgetary institution?

The staffing is a form of a schedule with the full names of employees entered in accordance with their positions. Vacation schedule (f. T-7) reflects information about the time of provision annual leave to all employees. Compiled for a year. It is approved by the director in agreement with the trade union body.

The document must be issued at least 2 weeks before the new year. The data entered into it is binding on both employees and employers. The exception is beneficiaries. Sample T7 Schedule includes the following details:

• department name;
• Job title;
• Full name and personnel number of the worker;
• number of vacation days;
• dates of departure on vacation according to plan and fact;
• grounds for postponement of vacation, estimated date.

2 weeks before the vacation, the employee is informed about this.

HR administration from A to Z

Important

Today, for the procedure for hiring employees, regardless of the field of activity specific enterprise regulated by the current legislative norms. It must be remembered that all this type of procedure is regulated by legislative norms. Any deviation from them is simply not acceptable. If any violations are detected by the regulatory authorities, quite serious penalties may be imposed.

• General aspects
• How to keep personnel records in an organization
• FAQ

In order to avoid all sorts of difficulties, special software has been developed.

It allows you to automate personnel records, avoid various errors and shortcomings. Today, the process of personnel accounting is regulated at the legislative level.

Employees in a government agency

Teachers' salaries are calculated based on the size of the teaching load within the curriculum. Implemented a block for distributing the workload of teachers based on data on: the subject; class; the number of students; monthly load. In the personal payslip of the employee, salaries for positions, accruals for the teaching load of the employee and allowances for class management and office management are automatically calculated.

Implemented calculation additional payments employees in their individual pay slips for the formation of salaries. A detailed description of the functionality of the solution "1C: Salary and personnel of an educational institution" is given in Appendix 1. The solution "1C: Salary and personnel of an educational institution" was certified by "1C: Compatible", information letter No. 13316 dated 03/25/2011.

The procedure for maintaining personnel records at the enterprise

Access to them is allowed only to a strictly limited circle. officials. Upon dismissal of staff, personal files are handed over for archival storage. Rules for registration, storage and issuance of work books, as well as inserts All organizations are required to keep work books for their personnel, with the exception of employees hired part-time. At the initial admission, the employer independently acquires blank forms and makes the first entry in them. On the title page enter the relevant data about the employee. Subsequently, it is necessary to monitor their relevance and make changes in time. On the spread of the main part, records are made about the labor and social activities of the employee, his acceptance of permanent transfers, and dismissal. All entries are numbered in the general order and made on the basis of an order. The record of dismissal is accompanied by an imprint of the seal of the organization and the signature of the head.

1c: salary and personnel of an educational institution

Today, many third-party businesses offer similar services. For a fee, all the necessary documentation is drawn up. All other documentary activities related to personnel records are also conducted. Legal regulation It is important to remember a large number of regulatory documents that regulate the maintenance of personnel records. It is important to remember a large number of various nuances directly related to record keeping. Today, the following can be attributed to the fundamental legal documents related to this kind of activity: It is important to pay special attention to various kinds of GOSTs, as well as all kinds of unified systems. Labour Inspectorate when conducting inspections, regardless of the reason for such an event, it always draws primarily on work books.

Do you want to put things in order in personnel work? Where to start in a new company, how to put things in order in an existing one? Follow expert advice. And without panic! You will succeed.

In practice, there are two situations when professionals are interested in the topic of step-by-step personnel office work:

1. In already existing company personnel records management is “somehow” conducted, there is no system, there are many violations. If you find yourself in such a situation, first assess the state of personnel documentation from the employer and issue the results of the audit. Examples of memos from the article "" will help you. After checking, start restoring and systematizing the work according to the 8 steps from this article.
2. A newly created organization is just starting its activity or an individual entrepreneur has its first employee - it is better to immediately start personnel work correctly. Step one...

1 step. Organize staffing. There are three ways

Determine the person responsible or responsible for the state of personnel records management at the employer. All employers are very different. They differ in the number of staff, field of activity, staff turnover, management approaches, economic opportunities. Answering a favorite HR question:

Are there standards for the number of personnel officers for the number of employees?

“Unfortunately, there is no universal formula that would suit everyone. The standards for personnel procedures, which are given in the decree of the USSR Ministry of Labor of November 14, 1991 No. 78, are outdated. On average, the figure according to the standards currently ranges from 200 to 270 employees per personnel officer. But ideally, you need to calculate the time for paperwork directly with your employer.

Depending on the staff of the company, staff turnover, economic opportunities, the employer can organize personnel records management in one of the following ways:

• structural unit, for example, the personnel department headed by the head;
• the only HR specialist;
• internal combination - most often found in small companies up to 100 people. Internal alignment- this is when the work of conducting personnel records management is entrusted to an employee whose labor function is not initially related to personnel records such as an accountant or an office manager.

Combination is an assignment to an employee with his written consent additional work in another position, profession, specialty (Article 60.2 of the Labor Code of the Russian Federation). To apply for a combination, include the position in the staff list (in this case, the rate may not be an integer, it is important to simply reflect the employer's need for the labor function of a HR record keeping specialist).

A typical misconception: the position for which the combination is drawn up is not included in the staff list. In the consent, write down the term, content and volume of the work performed and the amount of the additional payment.

So, the first step is to determine how you were assigned to conduct personnel records management:

1. Your position is part of a structural unit, for example, the HR department.
2. You are the only specialist in personnel records management, you have an employment contract, and it is your responsibility to conduct personnel records management in full.
3. HR records management is registered for you in the form of a combination.

After your authority to organize and conduct personnel records management has been verified, carefully study the constituent documents.

2 step. Study the founding documents

First of all, pay attention to the name of the employer.

Typical mistake: in personnel documents, the name of the employer is not indicated in accordance with the constituent documents. For example, in the Charter, the full and abbreviated name are spelled out, and in personnel documents - only the full or only abbreviated name of the employer.

Study in the constituent documents the issue of the authority to make a decision on the conclusion, termination of an employment contract, according to the approval of local regulations. Determine who is the authorized person of the employer, if it is a legal entity.

Typical mistake in an employment contract: in the constituent documents, the head of the company is registered as an authorized person of the employer, in the preamble of employment contracts, the head acting on the basis of the Charter is indicated, and at the end of the employment contract, the employer’s signature is affixed by the head of the personnel department, or deputy general director, etc., that is not the leader.

Remember a simple rule: who is indicated as an authorized person of the employer at the beginning of the employment contract, he signs it.

3 step. Create a staffing table

Why is the staffing table one of the first documents that is directly related to the labor function of a personnel officer? The staffing table is a document of an organizational and administrative nature, which in its essence answers the question: what kind of labor functions does the employer need.

Remember the rule: not a single employee can be registered outside the staffing table, “out of state”. There, "outside the state", only contracts of a civil law nature. All the needs of the employer in labor functions are determined by the staffing table.

A labor function is work according to the position in accordance with the staff list, profession, specialty, indicating qualifications; the specific type of work assigned to the employee (Art., Labor Code of the Russian Federation).

The staffing table can be approved in a unified form - form T-3 (approved by the Decree of the State Statistics Committee of the Russian Federation of 01/05/2004 No. 1) or develop and approve your own form (preferably, an annex to accounting policy organizations). In the column "Number of staff units" you can indicate not a full rate, for example, 0.25 or 0.5.

Who develops the staffing table?

Evgenia Konyukhova, teacher at Kontur.School:

“In accordance with the qualification directory of positions, the labor economist is engaged in the development of the staffing table. But not all employers have such happiness (a labor economist). Therefore, the one responsible for the development of the staffing table is the one whose job responsibilities include the development of a draft staffing table. It is approved by order and kept constant. There are no legislative restrictions on the number of changes to the staffing table.

4 step. Determine the required number of local regulations

Local regulations are a big topic. Most often, experts ask for a “magic pill of happiness” in the form of an exhaustive list of local regulations that are mandatory for them. But there is no universal, suitable list for all employers. There are a few rules to keep in mind:

1. Only employers classified as micro-entrepreneurship entities in accordance with Art. 309.2 of the Labor Code of the Russian Federation, may partially or completely abandon local regulations. Provided that they transfer those issues that should be resolved in local regulations to standard form labor contract. All other employers are required to have the required number of local regulations available.
2. There is a list of local regulations that is mandatory for all employers: internal labor regulations (Article 189 of the Labor Code of the Russian Federation), local regulations establishing wage systems (Article 135 of the Labor Code of the Russian Federation), local regulations establishing the procedure for processing personal data , rights of employees, features of the transfer and storage of personal data (Chapter 14 of the Labor Code of the Russian Federation, the federal law dated July 27, 2006 No. 152-FZ).
   Pay attention to the local normative act establishing the remuneration systems: as such, it may also not exist in an independent form, for example, in the form of the Regulation on remuneration, if the remuneration systems are prescribed in the employer's internal labor regulations or collective agreement. also in without fail it is necessary to develop and approve a vacation schedule - no later than two weeks before the start calendar year to which it is compiled. If the organization was created at the beginning or middle of the calendar year, you finalize this year without a vacation schedule.
   There may be local regulations that become mandatory upon the occurrence of certain conditions, for example, the provision on business trips, the collective agreement, the provision on attestation of employees, etc. It is in this matter that systemic, comprehensive knowledge of labor legislation as a whole is needed. In the advanced training course "" and the course of professional retraining "", a separate lesson is allocated to local regulations.
3. Local regulations are adopted taking into account the opinion of the representative body in accordance with Art. 372 of the Labor Code of the Russian Federation. This item is mandatory if there is a representative body of employees, but at the stage of organizing personnel records management, most likely, it is simply absent. If so, skip this paragraph.
4. The employee must be familiarized with all adopted local regulations against signature in accordance with Part 2 of Art. 22 of the Labor Code of the Russian Federation. Newly hired workers must be familiarized against signature before signing an employment contract (Article 68 of the Labor Code of the Russian Federation).

5 step. Check how the manager is recruited

The leader is the key person in the organization. First of all, check all the documents for its design. There must be a response to a request from the register of disqualified persons maintained by tax authorities. This is a requirement of Part 2 of Art. 32.11 of the Code of Administrative Offenses of the Russian Federation.

The head has a dual legal status:

• is the sole executive body of a legal entity;
• performs the duties of an employee labor function leader.

The manager must be issued documents on the appointment (election) of his general director in accordance with federal laws and constituent documents and documents in the framework of labor legislation: an employment contract, an order for employment. An entry must be made in the work book.

Beginning specialists, and even experienced ones, sometimes ask the following question: how to make an entry in the work book about hiring a general director? The answer lies on the surface: the work book is the main document confirming the length of service, and information about hiring, and not about the procedures for election or appointment, is entered in the work book. Therefore, after concluding an employment contract, issuing an order for employment, make an entry in the work book specifically about employment with a link in column 4 to the details of the order for employment.

A typical mistake in drawing up an employment contract with a manager: the term of the employment contract does not correspond to the term of his powers as a sole person executive body in accordance with the founding documents. At the stage of concluding an employment contract, carefully study the constituent documents in order to prevent such a mistake.

6 step. Prepare a draft employment contract

An employment contract is one of the main documents in the regulation labor relations with workers. I recommend that you carefully consider and develop templates for employment contracts for hiring different categories of workers.

Based on the results of inspections by the State Inspectorate, the employment contract also becomes the most expensive document in personnel records management in terms of penalties. Responsibility is provided for under Part 4 of Art. 5.27 of the Code of Administrative Offenses of the Russian Federation for legal entities, for example, from 50,000 to 100,000 rubles, and sometimes inspectors multiply the fine by the number of employment contracts.

A standard form of an employment contract has been developed and approved only for heads of state (municipal) institutions and employers, small businesses classified as microentrepreneurs. In other cases, employers independently develop the form of an employment contract.

• surname, name, patronymic of the employee and the name of the employer (surname, name, patronymic of the employer-individual) who entered into an employment contract;
• information about documents proving the identity of the employee and the employer-individual;
• an identification number taxpayer (for employers, except for employers-individuals who are not individual entrepreneurs);
• information about the representative of the employer who signed the employment contract, and the basis by virtue of which he is endowed with the appropriate authority;
• place and date of conclusion of the employment contract.

As a rule, this information is entered in the preamble to the employment contract, or some of the information remains in the preamble, and some is transferred to the last page of the employment contract.

Example:“Interes Limited Liability Company”, (TIN 1234567890) hereinafter referred to as the “Employer”, represented by Deputy General Director P.S. 08/05/2011 No. 12, on the one hand, and a citizen of the Russian Federation Nikolai Sergeevich Veselov (passport series 0477, No. 123456 issued by the Federal Migration Service for the Southern Administrative District of Moscow on 08/20/1997), hereinafter referred to as the "Worker", on the other hand, in accordance with the labor legislation in force on the territory of the Russian Federation have concluded this employment contract on the following: ... "

Recommendation 2 Remember about mandatory conditions employment contract, they are listed in Part 2 of Art. 57 of the Labor Code of the Russian Federation. But not all of them are always required! Some are required under certain conditions:

• the term of the employment contract and the circumstances (reasons) that served as the basis for concluding a fixed-term employment contract in accordance with the Labor Code or other federal law (specify only when concluding a fixed-term employment contract);
• guarantees and compensations for work with harmful and (or) dangerous working conditions, indicating the characteristics of working conditions at the workplace (specify only if you employ an employee with harmful or dangerous working conditions);
• mode of working time and rest time (include in the employment contract only if the mode differs from general rules operating with the employer);
• conditions that determine the nature of the work (travelling, mobile, on the road).

Recommendation 3 Consider Articles Labor Code, establishing the features of regulation of labor relations with separate categories employees or federal laws that govern your line of business. When developing a draft employment contract, do not use sources of dubious origin from Internet resources.

Look at different sources and, having passed them through the “prism” of Article 57 of the Labor Code of the Russian Federation, develop your own form.

The employment contract can include additional, named in Part 4 of Art. 57 of the Labor Code of the Russian Federation, and other conditions. But for their absence, the employer will not be held responsible.

If the activities of employees are related to the service material assets, I recommend that you immediately develop and prepare a template for an agreement on full liability. Then you can sign it at the same time as the labor one.

There is a separate detailed lesson on liability in Kontur.School. In the lesson program:

• Liability of an employee: grounds, terms and procedure for involvement.
• Cases of full liability of the employee.
• Agreement on full individual or collective liability.
• Employer liability for delay wages, vacation pay, other amounts due to the employee.

7 step. Prepare documents for maintaining work books of new employees

To get started, prepare an order for the appointment of a special authorized person responsible for the maintenance, storage, accounting and issuance of work books.

Remember that forced labor is prohibited. If the duties of maintaining, accounting, storing and issuing work books were not prescribed in the employment contract or the job description of the responsible person, it is necessary to supplement the employment contract with these duties by agreement, or to amend the job description. If such responsibility will be assigned to an employee whose function does not include personnel records management, for example, to the chief accountant, I recommend that you first draw up a combination agreement, i.e. on entrusting the employee with additional work with his written consent with an additional payment in accordance with Art. 151 of the Labor Code of the Russian Federation.

At this stage, also check that the organization has purchased and accounted for in the income and expense book for accounting for the forms of the work book and the insert in it, the forms of work books and inserts in it. The employer is obliged to constantly have the required number of work book forms and inserts in it (clause 44 of Decree of the Government of the Russian Federation of April 16, 2003 No. 225 “On work books”, hereinafter - Decree No. 225).

Store forms of work books and inserts in the accounting department as strict reporting forms. The income and expense book is also kept by the accounting department (see clause 41 of Resolution No. 225). At this stage, also issue a book of accounting for the movement of work books and inserts in them. She is being led personnel service.

The income and expense book for accounting for the forms of the work book and the insert in it and the book for accounting for the movement of work books and inserts in them must be numbered, laced, certified by the signature of the head of the organization, and sealed with a wax seal or sealed.

8 step. Prepare HR documents

Registration of personnel procedures begins with the registration of employees for work.

What mandatory documents should be at hand at the personnel officer at the stage of registration of employees for work?

Typical kit (excluding features):

1. A set of local regulations to familiarize employees with them.
2. A draft employment contract with job responsibilities included in it or in the job description.
3. Form of an order for employment (Article 68 of the Labor Code of the Russian Federation). The order can be in a unified form - form T-1 (form T-1a) or in a form approved by the employer.
4. Forms of a personal card in the form T-2 (for state or municipal employees, form T-2 GS (MS)). Please note: the personal card T-2 (T-2GS (MS)) is led to writing, on cardboard.

Records about the employee, about hiring, permanent transfers, dismissals of the employee must be familiarized against signature in the relevant sections of the personal card (clause 12 of Resolution No. 225).

What to consider according to work books on this stage? Write an application to the accounting department with a request to issue a work book form if the employee does not have one, or enter information about the work book he has in the book of accounting for the movement of work books.

Organize a record of working time: the employer is obliged to keep records of the time actually worked by the employee (Article 91 of the Labor Code of the Russian Federation). For these purposes, you can use the unified forms of the time sheet T-12 or T-13, or approve your own form.

How to make changes to the employment contract?

Prepare documents:

1. Agreement on changing the terms of the employment contract / additional agreement to the employment contract (if the change in the terms of the employment contract occurs by agreement of the parties in accordance with Article 72 of the Labor Code of the Russian Federation).
2. Order to change organizational or technological conditions labor, written notices of changes and reasons that served as the basis for changing the terms of the employment contract, written proposals for another vacant job corresponding to the qualifications of the employee, as well as a vacant lower position or lower-paid job (if the change in the terms of the employment contract occurs at the initiative of the employer in accordance with Art. 74 of the Labor Code of the Russian Federation).

The list of documents for processing a translation depends on the type of translation:

• at temporary transfer an additional agreement is concluded to the employment contract on the transfer, an order for the transfer is prepared (as a rule, in the form T-5 or T-5a);
• with a permanent transfer - an additional agreement to the employment contract on the transfer and an order on the transfer. An entry is also made in the work book and in the personal card T-2 (T-2GS (MS)).

List of documents for registration of holidays:

• vacation schedule (approved no later than two weeks before the start of the calendar year). Read the article "";
• written notices to employees about the start time of vacation in accordance with Part 3 of Art. 123 of the Labor Code of the Russian Federation (see the letter of Rostrud dated July 30, 2014 No. 1693-6-1);
• leave order (form T-6, form T-6a).

This list may vary depending on the categories of workers or circumstances. For example, if an employee asks for leave not according to the vacation schedule, but at a convenient time for him on the basis of his written application (for example, such leave is granted to minors, Honorary donors of Russia, etc.). In this case, there will be no vacation notice. The employee will write a statement, and the employer will issue an order.

Labor legislation establishes requirements for the availability and execution of personnel documents in cases where the employer:

• attracts employees to work outside the established working hours;
• attracts to work on weekends and non-working days holidays;
• sends employees on business trips;
• provides guarantees and compensation. This block of questions should be studied separately. We recommend that you familiarize yourself with the professional retraining program "" in the Circuit. School.

How to file an employee layoff

In this case, ground documents are needed, the type of which depends on the grounds for dismissal. For example, for the dismissal of an employee on his initiative, his written statement is required, for dismissal by agreement of the parties - an agreement on termination of the employment contract, etc.

Without fail, prepare an order for dismissal, with which you familiarize the employee against signature. If the employee is absent or refuses to read the order, mark the order accordingly.

Based on the order, make an entry in the work book and in the employee's personal card. After that, the employee puts his signature in the work book, personal card and in the book of accounting for the movement of work books when issuing a work book to the employee.

We looked at the mandatory steps for organizing HR records management from scratch.

1. Develop a staffing table, determine the needs of the employer in labor functions.
2. Check how the documents for the head are drawn up.
3. Prepare a set of required local regulations.
4. Develop employment contract templates for different categories of workers.
5. Prepare the documents required for applying for a job.
6. Prepare draft documents for registration of procedures related to the movement of personnel (holidays, business trips, recruitment to work on weekends, etc.).

IN modern conditions effective management impossible without a well-organized office work. A well-written and executed document is an indicator of managerial culture. Ignoring the accepted rules of office work and the requirements for paperwork reduces the effectiveness of management, leads to managerial and legal errors.

The purpose of this article is to disseminate information about the organization, maintenance and improvement of systems for documenting the activities of schools on the basis of unified organizational and methodological approaches. All presented material is based on the current regulatory legal acts, including GOST R 7.0.97-2016 “System of standards for information, library and publishing. Organizational and administrative documentation. Documentation requirements.

The publication is intended for school directors, their secretaries, office workers, personnel departments, as well as anyone interested in office work.

General provisions

Schools organize and conduct office work on the basis of relevant instructions developed in accordance with the current regulatory legal acts and methodological documents in the field of office work.

Note. Sample instructions for office work in educational organizations can be downloadedfrom the sitehttp: // site (section "Documents", subsection "Management of an educational organization".

The organization of document management at the school is carried out by a special structural unit or a person appointed responsible for office work (in small schools, this is usually the director's secretary), who are entrusted with the functions of documentary support for management (hereinafter referred to as the DOW service).

Responsibility for organizing office work in the structural divisions of the organization rests with their leaders, who independently determine those responsible for maintaining office work in their unit.

When preparing documents, it is recommended to use GOST R 7.0.97-2016 “System of standards for information, librarianship and publishing. Organizational and administrative documentation. Documentation requirements. The standard establishes the composition and procedure for processing the details of documents and requirements for document forms. Although the requirements of GOST R 7.0.97-2016 are not strictly mandatory for application and are advisory in nature, unified approaches to documentation not only simplify the process of preparing documents, but also significantly improve their perception and understanding by employees of the organization and external recipients. This also applies to other recommendations in this publication.

Note. Content GOST R 7.0.97-2016 “System of standards for information, librarianship and publishing. Organizational and administrative documentation. Requirements for the execution of documents" is presented in Sample instructions on office work in educational institutions, which can be downloaded from the site http: // site (section "Documents", subsection "Management of an educational organization".

Features of the preparation and execution of certain types of documents

command, order

In schools, the most common documents are orders and instructions. They are often considered synonyms, although there are certain differences between them.

The command is legal act issued by the head of the organization (management body), acting on the basis of unity of command in order to solve the main and operational tasks facing this organization (management body). The order is issued in order to resolve operational issues and, as a rule, has limited time actions and concerns a narrow circle of officials, employees and citizens. Orders are signed only by the heads of organizations or those who perform their duties, and orders can be signed by their deputies within their competence.

Orders, like orders, are binding.

Thus, orders and instructions formalize managerial decisions of a regulatory nature, as well as decisions on operational, organizational, personnel and other internal issues. In some cases, the order may apply to a wide range of organizations and officials, regardless of subordination. For example, the order of the Ministry of Health and Social Development of Russia dated April 12, 2011 N 302n “On approval of lists of harmful and (or) dangerous production factors and work, during the performance of which mandatory preliminary and periodic medical examinations (examinations) are carried out, and the Procedure for conducting mandatory preliminary and periodic medical examinations(surveys) of workers engaged in heavy work and work with harmful and (or) dangerous working conditions” applies to all organizations, regardless of subordination and ownership.

The procedure for preparing, agreeing and signing orders and orders is almost identical. Their projects are prepared and submitted by the structural divisions of the organization on the basis of instructions from the headmaster, his deputies, or on their own initiative. Draft orders on personnel issues are prepared by the personnel service on the basis of relevant submissions.

Ensuring the high-quality preparation of draft orders (orders) and their coordination with interested parties is entrusted to managers structural divisions who prepare and submit the project.

Draft orders (instructions) and annexes to them are endorsed by the executor and the head of the department that submitted the project, the heads of departments for which the project provides for tasks and instructions, as well as the head of the preschool educational institution and legal service(legal advisor). Objections to the draft order (instruction) that arise upon approval are set out in the certificate that is attached to the draft.

If fundamental changes are made to the draft order during the approval process, it is subject to reprinting and re-approval.

Draft orders (orders) submitted to the head for signature are endorsed by the deputy heads in accordance with the distribution of duties.

Draft orders (orders) are printed on standard forms of the established form and are reported for signature, if necessary, with a certificate that should contain a summary of the essence of the order, justification for its necessity, as well as information on the basis of which the draft was prepared and with whom it was agreed. The date of the order (instruction) is the date of its signing.

Draft orders (orders) prepared jointly with other organizations are printed on standard sheets of paper without a form, indicating their names.

Orders are numbered by serial numbering within the calendar year; orders for core activities, for personnel and orders are numbered separately.

Copies of orders (instructions) or their reproduced copies are certified with the seal of the DOW service and sent to the addressees in accordance with the distribution index, which is compiled and signed by the performer. A copy must also be sent to the contractor and to the DOW service.

The order (instruction) is printed on the form of the established form and has the following details:

Name of company.

The name of the type of document is an order (instruction).

Date and number - the specified details are printed in a centered way.

The date is written digitally or word-to-digital; the number consists of the sign "N" and the serial number of the order, for example: June 15, 2018 N 21; 06/15/2018 No. 21.

The title should briefly and accurately reflect the content of the text of the order. For example: About sending employees of the Department of Education to ...

There is no dot at the end of the heading. A heading consisting of two or more lines is printed in bold with 1 line spacing.

The heading of documents drawn up on forms with a longitudinal arrangement of details is aligned in the center.

Orders, as a rule, do not have a heading.

The text is separated from the title by 2-3 line spacing and printed in font size N 13 1.5 spacing from the left border of the text field and aligned to the left and right borders of the text field. The first line of a paragraph starts 1.25 cm from the left border of the text box.

The text of the order consists of 2 parts: ascertaining (preamble) and administrative.

The ascertaining part briefly outlines the goals and objectives, facts and events that served as the basis for issuing the order. It may begin with the words "In order", "In accordance", "In execution", etc. If the order is issued on the basis of another document, then the name of this document, its date, number and heading are indicated in the ascertaining part.

The preamble in draft orders ends with the word "I order".

The administrative part should contain a listing of the prescribed actions, indicating the performer of each action and the deadlines for execution. The administrative part can be divided into paragraphs and subparagraphs, which are numbered Arabic numerals. Actions of a homogeneous nature can be listed in one paragraph. Structural subdivisions or specific officials are indicated as executors. The last paragraph of the administrative part may contain information about the unit or official who is entrusted with control over the execution of the order.

If the order changes, cancels or supplements a previously issued document or some of its provisions, then one of the paragraphs of the administrative part of the text must contain a reference to the canceled document (document paragraph) indicating its date, number and title. The text of the paragraph should begin with the words "Recognize invalid ...".

The order should not include the item "Order to bring to the notice ...". The subdivisions (officials) to which the order is brought to their attention are indicated in the distribution index, which the contractor prepares along with the draft order.

Visas include the positions of the approvers, personal signatures, transcripts of signatures and date.

The signature consists of the title of the person who signed the document, a personal signature and a transcript of the signature (initials, surname).

Orders (instructions) are signed by the director of the school, and in his absence - by the person replacing him.

Annexes to the order are signed by the head of the structural unit that prepared the project. The signature is placed on the reverse side of the last page of the application.

Joint orders of two or more organizations are printed on standard sheets of A4 paper (210 × 297 mm) without a letterhead.

When issuing a joint order:

names of organizations are located on the same level;

the name of the document type - order - is centered;

the date of the joint order is the same, corresponds to the date of the later signature; located centrally;

the registration number of a document compiled jointly by two or more organizations consists of the registration numbers of the document of each of these organizations, separated by a slash in the order in which authors are indicated in the document;

the signatures of the heads of organizations are located below the text at the same level.

Order template municipal institution "Secondary school N 1" ORDER dated December 15, 2018 N 69 ON THE APPROVAL OF INSTRUCTIONS FOR DOCUMENT WORK In order to improve the organization of office work and in connection with ______ (base), I order: 1. Approve and put into effect from November 1, 2019 Instructions for office work in secondary school N 1 (Appendix N 1 to this order). 2. Recognize as invalid the order __________________________________. 3. To impose control over the execution of this order on ____________. Director (signature) (signature transcript) Visas (back side)

Decrees

When solving the most significant regulatory and legal issues, public authorities within their competence issue resolutions as independent documents. The preparation and execution of the details of the resolution are similar to the execution of orders and instructions. In schools, the adoption of resolutions is practically not found.

Regulations, rules, instructions

Regulations, rules and instructions are signed by the head or approved by order of the head of the school. Accordingly, the approval is issued in the form of a stamp of approval or by issuing an administrative document on their approval. The stamp of approval is placed in the upper right corner of the first page or title page document, for example:

APPROVE

Head teacher

(signature) (signature transcript)

25.01.2018

APPROVED

by order of 01/27/2018 N 12

The procedure for preparing a draft regulation, rules and instructions corresponds to general order preparation of draft normative-legal acts.

The text of the draft regulation (rules, instructions) is printed on the general letterhead of the organization.

The text is written in the third person singular or plural. The text uses the words: "should", "should", "necessary", "prohibited", "not allowed".

The title to the text of the provision (rules, instructions) answers the question "About what?" (for example, "Regulations on internal quality control of educational services", "Instructions on the procedure for filling out reporting documentation”, “Instructions on the organization of work with citizens' appeals”). Header for the instruction containing job requirements and the order of work, answers the question "To whom?" (for example, "Instructions for interviewers on conducting a sociological survey in schools").

The ascertaining part of the provision (rules, instructions) is the section "General Provisions", which indicates the grounds for development, the main purpose of the normative act and its scope, responsibility for violating the established rules and technologies.

The main text of the provision (rules, instructions) can be divided into chapters, paragraphs and subparagraphs. Chapters must have titles.

Chapters are numbered with Roman numerals. The paragraphs and subparagraphs are numbered in Arabic numerals.

Protocol

Minutes - a document containing a consistent record of the discussion of issues and decision-making at meetings, meetings, conferences and meetings of collegial bodies.

The procedure for the preparation and execution of protocols and decisions of collegiate bodies is established by the regulations on these bodies or the regulations for their work.

The protocol is drawn up on the basis of the notes made during the meeting (sessions, collegiums, pedagogical council), submitted abstracts of reports and speeches, certificates, draft decisions, etc. Materials for discussion are submitted by the structural divisions of the organization and third-party organizations that are entrusted with their preparation, not later than 15 days before the date stipulated by the work plan of the collegial body. Certificates are signed by heads of subdivisions-executors.

Records during the meeting, the collection of materials and the preparation of the text are entrusted to the secretary of the collegial body or the service of the preschool educational institution and the employees of the departments that prepared the questions for discussion. The text of the minutes must be prepared no later than 3 days from the date of the meeting. The drafts of the relevant points of the protocol are endorsed by the unit responsible for preparation.

The original documents on the issues considered at the meeting are sent for filing in the case to the executing unit along with an extract from the minutes of the decisions taken.

Copies of the minutes of the meetings, copies of the agendas of the meetings and materials for the meetings are destroyed after the need for them has passed, and copies of the minutes - according to the act.

On the protocol containing information of limited distribution, the mark "For official use" is put down.

The text of the protocol, as a rule, consists of two parts: introductory and main.

The following details are given in the introductory part:

Chairman or Presiding Officer

Secretary

Attended - a list of those present or a link to the attached list of those present

Agenda

Rapporteurs for each agenda item

The main part of the protocol consists of sections corresponding to the agenda items. The text of each section is built according to the scheme:

LISTENED - SPEAKED - DECIDED (DECIDED).

A form of drawing up a protocol is allowed, in which only adopted resolutions (decisions) on relevant issues are recorded.

The protocol shall be signed by the chairman of the meeting and the secretary. The date of the minutes is the date of the meeting.

Protocols are assigned sequential numbers within a calendar year separately for each group of protocols: protocols of board meetings, protocols of pedagogical, technical, scientific and expert advice and others. Minutes of joint meetings have compound numbers, including serial numbers of minutes of organizations participating in the meeting.

The numbers of resolutions (decisions) adopted at the meetings consist of the number of the minutes, the number of the issue under consideration on the agenda and the serial number of the resolution (decision) within the issue.

Copies of the protocols, if necessary, are sent to interested organizations and officials in accordance with the distribution index; the index is compiled and signed by the responsible executor of the unit that prepared the consideration of the issue. Copies of the protocols are certified by the seal of the DOW service.

The decisions made are communicated to the executors in the form of extracts from the protocols, which are drawn up on the appropriate form and certified by the seal of the PEI service.

Protocols are printed on a standard form of the protocol or on the general letterhead of the organization in A4 format.

Protocol template Secondary school No. 8 P O T O C O L MEETINGS OF THE PEDAGOGICAL COUNCIL dated 10.02.2018 N 7 Chairman _____________________________ Secretary ________________________________ Present: 35 people (list attached) AGENDA: 1. On the results of work in the field of labor protection at school in 2017 and tasks for 2018. Report of labor protection specialist A.A. Ivanova. 2. Oh... 1. LISTENED: Ivanova A.A. - the text of the report is attached PERFORMED: Petrov P.P. - a short recording of the speech Sidorov S.S. - a short recording of the speech RESOLVED: 1.1. Work in the field of labor protection at school in 2017 is recognized as satisfactory. 1.2. Approve the draft plan of the main activities in the field of labor protection at school for 2018. 1.3. ... 2. LISTENED: PERFORMED: RESOLVED: Chairperson (signature) (signature) Secretary (signature) (signature transcript)

Service letters

Service letters according to the content and purpose are divided into instructive, guarantee, information, letters of inquiry, letters of notification, letters of attachment, letters of response, etc.

The text of the letter, as a rule, consists of two parts. The first part sets out the reason, basis or justification for compiling the letter, provides links to documents that are the basis for preparing the letter. The second part, starting with a paragraph, contains conclusions, proposals, requests, decisions, etc.

Service letters are being prepared:

As answers on the implementation of instructions from higher authorities;

As the execution of instructions from higher authorities;

Like cover letters;

As responses to inquiries from various organizations and individuals;

Like initiative letters.

The deadlines for preparing response letters are established by the resolution of the head on the basis of the available deadlines for the execution of instructions, requests, or by decision of the author of the resolution.

The texts of the response letters must exactly correspond to the tasks fixed in the resolution of the head. Terms of preparation of initiative letters are determined by the heads of structural divisions.

Service letters are printed on standard forms of A4 or A5 format.

When writing a letter on two or more pages, the second and subsequent pages are numbered in the middle of the top margin of the sheet with Arabic numerals.

The text of a business letter, as a rule, should relate to one issue or several issues if they are interrelated and will be considered in one structural unit of the addressee's organization.

The text of the letter is written in the 3rd person singular.

For example:

"The Ministry of Education of the Russian Federation considers...", " Pension Fund of the Russian Federation considered..."

If the letter is issued on the letterhead of an official, then its text is stated from the 1st person singular: "I ask ...", "I send ...".

The date of the letter is the date it was signed.

The right to sign official letters is established by the relevant provisions, regulations, instructions. These documents should provide for the procedure for signing letters in the absence of senior officials.

Job Descriptions

The job description is the main organizational and legal document that defines the tasks, functions, duties, rights, responsibilities of employees and the qualification requirements. It is drawn up for each full-time position, is impersonal in nature and is announced to the employee against receipt at the conclusion labor contract(contracts), incl. when moving to another position, as well as during the temporary performance of duties on the position.

The job description indicates the name educational organization, a specific position, details of approval and approval.

Job titles of employees in job descriptions must comply with the nomenclature of positions for school employees.

The main regulatory legal document in the development of job descriptions for school employees is the order of the Ministry of Health and Social Development of the Russian Federation dated August 26, 2010 N 761n (as amended on May 31, 2011) "On approval of the Unified qualification handbook positions of managers, specialists and employees, section "Qualification characteristics of positions of education workers".

The job description consists of four main sections:

General provisions;

Responsibilities;

Rights;

Responsibility.

In the section "General provisions" indicate:

The level of education and additional professional training of the employee necessary to fulfill the stipulated official duties;

Requirements for work experience in the specialty;

The main requirements for the employee in relation to special knowledge and professional skills, as well as knowledge legal documents, teaching materials, methods and means used in the performance of official duties;

Fundamental organizational and legal documents on the basis of which the employee performs official activities and exercises his powers;

The list of structural units and (or) individual positions of employees directly subordinate to him in the service (if any);

The procedure for replacing an employee and performing official duties in the event of his temporary absence.

The section may include other requirements and provisions that specify and clarify the status of the employee and the conditions of his activity.

In the section "Responsibilities" indicate the duties of the employee, taking into account the tasks and functions of a particular structural unit of the educational organization with a detailed statement of the main directions of its labor activity. The list of job responsibilities can be supplemented or reduced depending on the external and internal conditions of the educational organization.

In the "Rights" section, a list of the rights of the employee is given. It is allowed to specify certain rights, taking into account the specifics of the duties performed by the employee.

In the "Responsibility" section, indicate the degree of responsibility of the employee for non-compliance job duties. This section also indicates how the materially responsible person bears material responsibility for damage caused to the organization in accordance with the legislation of the Russian Federation. The section may include other items that clarify and specify the responsibility of the employee.

An integral part of the job description is the familiarization sheet. It is allowed to place a mark on the familiarization of the employee with the instructions on the sheet of the job description itself. In this case, the corresponding mark must necessarily include the date and signature of the employee.

The approval stamp of the job description is located in the upper right corner of the document. The job description is approved by the head of the organization or a specially issued document (order or instruction). When approving a document by an official, the stamp of approval of the document must consist of the word I APPROVE (without quotes), the title of the person approving the document, his signature, initials, surname and date of approval.

APPROVE

Principal of school N 1

________________ (signature)

Petrov I.I.

23.01.2018

When approving a job description by order or order, the approval stamp consists of the word APPROVED, the name of the approving document in the instrumental case, its date, and number. For example:

APPROVED

order (name of educational organization)

dated 01/23/2018 N 18

The approved job description is numbered, laced, certified with the seal of the organization and stored in the personnel department in accordance with the established record keeping procedure. For current work a certified copy is taken from the original job description, which is issued to the employee and the head of the relevant structural unit of the organization.

Note. Samples of job descriptions for employees of schools and other educational organizations can be downloaded from the site http: // site (section "Documents", subsection "Job instructions".

Statements

An application is a document addressed to an official containing any request from a citizen (for example, for employment, leave, etc.), as well as a message about violations of laws and other regulatory legal acts, shortcomings in work government agencies, bodies local government and officials.

The application is an official document, therefore, when compiling and processing it, it is recommended to comply with GOST R 7.0.97-2016. However, it should be borne in mind that the requirements of the standard are advisory in nature and, moreover, it is difficult to require applicants (if they are not employees of the organization) to comply with all the rules for filling out an application. They may not know the exact name of the organization, the names of officials, the names of their positions, etc., so an incorrectly executed application is not a reason to refuse to consider it.

Depending on the appointment, the application is written in free form or in the prescribed form and is usually addressed to a specific official.

Application details are:

Destination;

Applicant's address (home address, telephone). If the application is transmitted from an employee of the organization, then instead of the address, his position and the unit in which he works are indicated;

Type of document (application);

Date of;

The text of the statement;

Application (if any);

Applicant's signature.

As a rule, the text of the statement begins with the essence of the issue and the appeal (please translate ..., please check the status ...), then comes the detail of the issue raised. The presentation form is free. Sometimes in the first place there may be a preamble, outlining the history and essence of the case, references to legal acts, etc.

The text of statements on the same type of recurring issues (for example, personnel) can be typical.

The application may have attachments (for example, originals or copies of educational documents, a questionnaire, autobiography, etc.) are attached to the job application.

The application is signed by the author and submitted (sent) for a decision. The management's decision is expressed in a resolution. A statement with a resolution serves as the basis for issuing an order (for example, on personnel matters) or another document (a letter to the author about the decision, a statement on the status of the issue raised by the author, an order for an examination, verification, etc.).

In order to save time, improve the quality of applications and the efficiency of working with them, we use model forms and sample applications. An example is a sample application for admission of a child to a school.

Sample application letter for enrolling a child in a school

Registration number ________	Director of MBOU
	_________________________
	(Full Name)
	from a parent (legal representative)
	(strike out unnecessary)
	residing at: _____________
	Telephone _____________________________
	Passport series ___________ N _________
	Issued (by whom and when) __________________

STATEMENT

Please accept my child (son, daughter) _____________________________________________

__________________________________________________________________________________

(Full Name)

in grade 1 at your school.

Date of birth of the child _________________ Citizenship _______________________________

visited kindergarten(name of preschool educational institution) ____________________________________________

Familiarized with statutory documents schools: charter, educational programs, certificate of accreditation, license for the right to conduct educational activities.

_________________ (signature)

"______" _____________20____

Information about parents (legal representatives):

Mother: FULL NAME. ________________________________________________________________________

Place of work: _____________________________________________________________________

Job title: ________________________________________________________________________

Mobile phone): ______________________________________________________________See Decree of the Government of the Russian Federation of 08.08.2013 N 678 "On approval of the nomenclature of positions of pedagogical workers of organizations engaged in educational activities, positions of heads of educational organizations".