Chapter X: Administrative Organization
The academy and pedagogy of the School, its external projection and its social work, are supported by a very rigorous administrative care. The principles of this work are actually the same: honesty and continuous effort, trust and commitment to knowledge, a human and democratic treatment.
The Procurator’s Office is in charge of the administrative and financial management of the school and it is its task to ensure that the school has the necessary human, economic, material and technological resources to fulfil its purpose. The Office of the Procurator has under its control the areas of Human Resources, Accounting, General Services, Purchasing, Infrastructure Maintenance, Cafeteria Services and Transportation. It is responsible for preparing the foundation’s annual budget for approval by the Superior Council, in order to ensure that it fulfills the mission and vision of the school, and that the school’s finances remain balanced and healthy.
This budget is evaluated by measuring its execution, so as to guarantee adequate control of the money approved for each activity of the foundation. The Procurator acts as the legal representative of the foundation and leads the areas of support for the school’s academic work. As a control tool, the foundation has a fiscal auditor, appointed annually by the Plenary Chamber, that guarantees that the administrative and financial processes and procedures comply with the stipulations of current legal regulations.
The foundation has an organizational chart that reflects the levels of authority and delegation of authority, and establishes an organization based on the processes that take place in the school. On the other hand, it has a Functions Manual in accordance with the processes that appear in the organization chart, which establishes the functions of each position and its responsibilities in relation to the work entrusted.
Every year the Gimnasio Moderno, through the analysis of its income, costs and expenses, establishes a budget that allows the total provision of the educational service it offers. This analysis, in addition to being a parameter to guide the establishment of the annual fee to be charged for the service, is in keeping with the rules issued by the Ministry of Education. Thus, every year, once the internal and external variables have been evaluated, the proposal for educational costs is submitted to the Board of Directors of the School Government for adoption; it is then submitted to the Bogotá Ministry of Education for the regulatory procedures.
The following concepts are defined:
Annual Educational Fee. The total value of the educational service during the school year is composed of tuition and fees.
Tuition Fee: This is the amount paid by the parent at the time of signing the educational contract, which formalizes the student’s link to the educational service. This amount is paid every year when the educational contract is renewed. The value of the registration fee corresponds to 10% of the total Annual Educational Fee.
Pension: It corresponds to the monthly fee paid by the student, which gives him the right to participate in the education process during the year. The value of the pension corresponds to 90% of the annual educational fee and is paid in 10 monthly instalments during the year.
Occasional payments: They correspond to the additional services offered by the school, such as the cafeteria and transportation, services that parents take on voluntarily.
Other occasional payments: These are the sums paid by parents for concepts derived from educational service and their payment is voluntary.
Collection Services: The school offers the collection service through an agreement with Davivienda, which facilitates the collection of educational costs for parents.
Cafeteria Services: The school offers lunch service every day of the school year for those students who voluntarily wish to do so. This service has a monthly cost.
Transportation Services: Through a contract with a specialized company, students are offered daily transportation service, which can be taken voluntarily. In addition to the normal class schedule, service is offered for extracurricular activities. A monthly fee is charged for this service. In order to choose the company providing the service, the school annually reviews different proposals from companies duly authorized by the Secretary of Mobility.
New Students Admissions
Through the admissions process we receive applications from those families who wish to have their children enter the school. The admissions process is led by the Admissions Coordinator. During its development it has the support of the coordinators of the school’s sections, the Department of Psychology and the Communications Office. Through the Admissions Coordinator, informative talks are held to inform those interested about the school’s philosophy and pedagogical model, and to guide them in the process to be followed:
Informative talks. Periodic informative talks are offered to families interested in enrolling their children in school. To attend these, families must register through the school’s website.
Admissions Form. Families interested in starting the admission process must acquire, fill out and return the Admissions Form, providing the information requested therein along with the required documents according to the respective grade, for the formal initiation of the admission process.
Knowledge of the applicant. Invitation to each of the applicants to take an observation or admission test for the application of tests designed to identify strengths, weaknesses and developmental potentials, according to the parameters established by the School.
Family dialogue. Parents will be invited to a meeting with a member of the psychology team and the Admissions Coordinator or the respective section.
Admissions Committee. This is the body that establishes the guidelines for the admission of new students, studies the applications that are presented and defines the admissions.
Response to families. Once the Admissions Committee decides whether the applicant is admitted or not, the response will be sent to the family through a letter by e-mail.
Tuition Contract Process. Once the applicant is admitted by the Admissions Committee, his admission will be formalized through the registration process.
Since they are National Heritage Buildings, the adequate maintenance of the school’s physical plant is a permanent concern. Likewise, the structural reinforcement of all the buildings that make up the campus was carried out in order to comply with the requirements of the law. On the other hand, the modernization of the classrooms and specialized rooms allows to offer the students adequate rooms, both in furniture and in acoustic and technological conditions of vanguard. In order to visualize the school to the future, the Superior Council approved the elaboration of a Master Plan, which will establish the condition of the property in terms of edification and management of green areas and the relationship with the neighbors, to reach the projects that the school has in the next years.
Resources to make sure the IEP is carried out
The Gimnasio Moderno, through the Procurator’s Office manages the administrative and financial area, which has as its main objective to administer the necessary resources to carry out the service it provides under the guidelines established in the IEP. From the administrative direction, a financial model has been designed to ensure that the economic resources received by the school for the provision of educational services, such as tuition and pensions authorized by the Ministry of Education, are properly distributed in the main academic and training areas.
For this purpose, each school year the Office of the Procurator establishes a budget, which is authorized by the Superior Council, in which items are allocated so that the school has the necessary human resources for the adequate provision of the service. It also establishes the resources to provide the materials and technological resources required. For each school period, an amount of investment is approved for aspects such as the purchase of computer equipment, furniture and improvement of the physical plant.
In order to meet not only the requirements of the Law but also to offer specialized classrooms and classrooms according to the best standards of the market, the project of structural reinforcement and integral restoration was advanced, which included all the physical plant of the School. By the end of 2017, the school will have a completely renovated physical plant whose buildings meet the legal requirements of earthquake resistance.
Notwithstanding the above, and with the aim of continuing to offer state-of-the-art facilities, the school is currently structuring the Master Plan which seeks to establish the future growth of the school’s physical spaces, as well as a Development Plan to better dimension and organize resources in accordance with the school’s Strategic Lines.
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