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Chang GedaphuThimphu, Bhutan
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Attendance Policy and Procedure

Regular school attendance is a key factor in academic success. To encourage consistent attendance, the Certificate of Excellence will be awarded annually to students who achieve 100% attendance during the academic year.
A recent analysis of Grade X and XII board examination performance (2023 & 2024) revealed that attendance plays a crucial role in academic achievement. Over 70% of students declared PCNA (Promoted but Cannot Advance) failed to meet the required attendance criteria. Recognizing this, the school has strengthened attendance monitoring to enhance student performance.

I. Excused Absences
Students may be granted leave for the following reasons:

  1. Personal illness.
  2. Serious illness or death in the immediate family.
  3. Special religious festivals or pujas observed by the student’s faith.
  4. Representing the school or the country in official activities.

II.  Attendance Procedures

    1. Reporting Absences
      1.1 Parents/guardians must inform the class teacher via phone call on the first day of a student’s absence.
      1.2 If a student must leave school during the day, parents must notify the class teacher in advance, specifying the time and reason.
            1.2.1 Class teachers are authorized to grant leave and must maintain proper records.
            1.2.2 Deputy Principal/Principal must be informed of any leave granted.
    2. Extended Leave (More than 3 Days)
      2.1 Parents must apply for leave in advance if the absence exceeds three days.
      2.2 Leave applications will be reviewed by the Deputy Principal/Principal for approval.
      2.3 Class teachers will maintain leave approval records for reference.
    3. Late Drop-off & Pick-up
      3.1 Punctuality is essential. Late arrivals disrupt the morning routine and daily instructions.
      3.2 Parents must inform the class teacher in case of unforeseen delays.
      3.3 If late pick-ups occur due to emergencies and accordingly inform school about it, school shall make arrangement to engage the child.
    4. Morning Report & Late Arrivals
      4.1 The school will maintain records of students arriving late.
      4.2 After three late arrivals, the student will be called for an explanation.
      4.3 The student must submit a written statement, and parents will be informed.
      4.4 If tardiness persists, parents will be invited for a discussion to address punctuality concerns.

III. Subject-Wise Attendance Policy

To ensure active participation and holistic learning, subject-wise attendance will be strictly monitored for Middle & Senior Schools. It has been observed that some students deliberately skip certain subjects while being marked present for the day, leading to gaps in learning and poor academic performance.

  1. Policy Implementation:
       1.1 Students must maintain a minimum of 90% attendance per subject per term unless absences are justified by valid reasons or medical conditions.
       1.2 Failure to meet this requirement will result in the student being barred from sitting for the examination in that subject.
  2. Responsibilities of Subject Teachers:
       2.1 Maintain daily subject-wise attendance records for all students.
       2.2 If a student is absent without a valid reason, the subject teacher must hold a conference with the student to understand the issue and emphasize the importance of attendance.
       2.3 If a student misses two or more classes without justification, the case must be reported to the Deputy Principal, who will counsel the student and document a statement.
       2.4 If the student’s attendance does not improve, parents will be invited for a meeting to discuss the issue and explore necessary support from the school.

This policy fosters accountability, discipline, and a commitment to learning, ensuring that students remain engaged and achieve academic success.

Druk School – Subject-Wise Attendance Sheet

Month: _______________ Year: __________

Class: __________ Subject: ______________ Teacher: _______________

Sl No

Name

Date

Date

Date

Tot Present

Tot Absent

Tot late

Attendance %

1

        

2

        

3

        

Attendance Codes: P = Present, A = Absent, L = Late, E = Excused

Notes:

  • Teachers must update attendance daily.
  • If a student is absent for two or more classes without justification, report to the Deputy Principal.
  • At the end of the month, calculate and record the attendance percentage.
  • Share the attendance report with parents if their child at risk of is not meeting the required attendance.
STUDENT LEAVE FORM (UP TO 3 DAYS)
STUDENT LEAVE FORM (MORE THAN 3 DAYS)

Dzongkha Speaking Policy

Enhancing Dzongkha Speaking Skills: Guidelines and Implementation
As Bhutanese youth are the future leaders of our country, it is crucial to provide them with quality education in our national language. Following our Principal’s advice and guidance, the Dzongkha Lopens held a meeting and established the following rules to strengthen Dzongkha speaking skills:

As Bhutanese youth are the future leaders of our country, it is crucial to provide them with quality education in our national language. Following our Principal’s advice and guidance, the Dzongkha Lopens held a meeting and established the following rules to strengthen Dzongkha speaking skills:

  1. Tuesdays and Thursdays are designated as Dzongkha Speaking Days.
  2. On these days, all programs must be conducted in Dzongkha.
  3. TODs supported by other teachers must monitor strictly during Dzongkha speaking days
  4. TODs of Tuesdays and Thursdays must remind students to speak in Dzongkha from morning itself
  5. Each class must have one Dzongkha Captain.
  6. students who actively engage in speaking Dzongkha will be awarded Appreciation through certificates
  7. Teachers who promote Dzongkha speaking will be acknowledged.
  8. Dzongkha Captains must submit a class report at the end of each week.
  9. In addition to Dzongkha Lopens, other teachers proficient in Dzongkha should guide and support students in speaking the language.
  10. Teachers struggling with speaking Dzongkha should avoid speaking English or other languages in front of students, especially during Dzongkha speaking days
  11. During Dzo reading period, Dzongkha teachers should encourage and make students practice to read school morning and evening prayers.
  12. Classes 4–6 must use Lop Jamphel’s Dzongkha Reading Method Book as a guide.

We kindly request all teachers to follow and support these rules to enhance Dzongkha speaking skills among students.

Druk School Gadget Policy

Introduction
In today’s digital world, gadgets have become an integral part of our daily lives, from entertainment to education. While they offer numerous benefits, excessive or unregulated use can negatively impact cognitive development, attention span, memory retention, and emotional well-being. Jim Kwik, in his book Limitless, highlights four major digital threats:

  1. Digital Deluge – Overconsumption of information leading to mental fatigue, poor memory, and reduced sleep quality.
  2. Digital Distraction – Constant interruptions from digital notifications affecting focus and productivity.
  3. Digital Dementia – Over-reliance on technology diminishing cognitive functions, such as memory and problem-solving skills.
  4. Digital Depression – Excessive screen time and social media use contributing to anxiety, low self-esteem, and emotional distress.

Recognizing these risks, Druk School has implemented a strict but balanced gadget policy to regulate the use of smart devices within the school premises.

Policy Guidelines

  1. Parental Approval for Gadget Use
    • Students requiring a mobile phone must obtain prior approval from the school by having their parents fill out the School Gadget Use Form. This form must state a valid reason for the necessity of a phone during transit between home and school.
  2. Safe Custody of Phones
    • Approved students must submit their phones to the school office upon arrival and collect them at the end of the school day.
    • The school has observed that many students misuse phones for gaming and other distractions after school hours and on the way home, which is an unhealthy practice.
  3. Emergency Communication
    • If a student needs to contact their parents in an emergency, they may use the school office phone or request assistance from their class/subject teachers.
    • This practice has been in place and will continue to ensure students can communicate when necessary without bringing personal devices.
  4. Alternative Arrangements for Tuition Pickups
    • Some parents cite the need for their children to have a phone to coordinate pickup after private tuition.
    • Instead of allowing students to carry phones, tuition centers should directly communicate with parents regarding drop-off and pickup times.
  5. Gadget Use for Learning Purposes
    • If a teacher requires students to use a gadget for educational activities, they must inform parents in advance through the class group.
    • Teachers must collect and safely store the gadgets when not in use and ensure they are used only under supervision.
    • The concerned teacher is fully responsible for any misuse or issues arising from gadget use on that day.
  6. Payments for Meals and Snacks
    • Some parents request their children to carry gadgets to make payments for food.
    • The school strongly encourages healthy eating habits and suggests parents pack lunch for their children instead.
    • In case of an emergency, parents may send money through class/subject teachers, who will coordinate with the school office for necessary arrangements.

Additional Gadget Policy

For important school events held on weekends or public holidays—such as DPL games, mega event preparations, concerts, Children’s Day, Teachers’ Day, Graduation Day, and similar occasions—the school will issue a general approval for students to bring gadgets. Notification regarding this approval will be communicated to both students and parents in advance.

However, students must use their gadgets sensibly and responsibly to ensure they do not cause harm to themselves or others.

In case of loss or misplacement of a gadget during such events, the school will not be held responsible. The accountability lies solely with the individual student.

Sanctions for Policy Violations

To ensure responsible gadget use and protect students’ mental well-being, the following consequences will apply:

  1. First Violation:
    • If a student brings a gadget without prior approval, they must submit a written statement promising not to repeat the violation.
    • A copy of the statement will be shared with parents via the class teacher.
  2. Second Violation:
    • The gadget will be confiscated and stored in the school office.
    • It will only be returned to the parent or guardian, who must sign a letter of undertaking.
  3. Third Violation:
    • The gadget will be confiscated until the end of the term (returned only after the mid-term or final examination).
    • If parents request an early release of the phone, they must pay a fine of Nu. 3,000/-.
    • After paying the fine, the student will not be allowed to bring a phone for the rest of the term.
    • If the student violates the rule again after paying the fine, the gadget will be confiscated until the end of the academic year and returned only after the final examination.

Conclusion
This policy aims to strike a balance between the benefits of technology and the need for student well-being. By regulating gadget use, we ensure that students stay focused, develop healthy digital habits, and maintain a conducive learning environment. Parents and teachers are encouraged to support this initiative for the holistic development of our students.

Student Gadget Use Approval Form
Letter of Undertaking

School Policy on Birthday Celebrations and Similar Events

  1. Birthday Celebrations

The school recognizes birthdays as special occasions and wishes to celebrate them in a meaningful way. Birthday celebrations at school are intended to foster joy, strengthen bonds among classmates and teachers, and promote a sense of belonging within the school community.

However, in recent years, birthday celebrations have become increasingly competitive, leading to concerns such as:

  • Classrooms turning into banquet halls, generating excessive waste due to large food orders from hotels.
  • Significant disruption to lessons, affecting the timely completion of the curriculum.
  • An unhealthy culture of competition among students and parents, shifting the focus from togetherness to material display.

Policy Guidelines for Birthday Celebrations

To ensure a balanced and responsible approach, the school has set the following guidelines:

  1. Prior Notification: Parents wishing to celebrate their child’s birthday in school must inform the class teacher at least three days in advance. Class teachers will then notify the respective Deputy Principal or Principal. No further approval from the school administration is required.
  2. Simple Celebrations: Birthday celebrations in class must be limited to cake-cutting and distribution of goody bags. Grand celebrations involving lunch feasts or large-scale food orders should be held at home.
  3. Goody Bags: The contents of goody bags should include only fruit juice, water, chocolates (No Candies), and bakery items. Fizzy drinks are strictly prohibited.
  4. Timing: To minimize disruption, birthday celebrations should take place during recess or lunch breaks. Class teachers are responsible for scheduling celebrations accordingly.
  5. Waste Management: The class teacher must coordinate to manage waste after the program. Teachers should engage school cleaners if necessary.
  6. Birthday Gift to the School: The school encourages children to donate a library book as a birthday gift. This initiative supports the school’s reading culture and enriches the library’s collection.
    • A picture of all books donated in a month, along with the birthday children, will be posted on the school’s website and Facebook page.
    • The library in-charge will maintain a record of donated books and coordinate with the school media focal person for updates.
    • In 2023, the school received 891 books as birthday donations, but this number dropped to 250. To sustain this valuable initiative, the school encourages active participation.
  1. Other Celebrations (Farewells, Tea Parties, and Similar Events)

Towards the end of the year, farewell parties and tea gatherings have become common. While such events can foster camaraderie, they also disrupt lessons, especially when teachers are rushing to complete the syllabus and prepare for examinations.

Policy Guidelines for Other Celebrations

  1. Approval Requirement: Class teacher/program conducting teachers must submit a written request (using the official approval form) to the Deputy Principal or Principal at least three days in advance after consulting with students.
  2. Healthy Food Choices: Teachers must ensure that only healthy food or snacks are served. Fizzy drinks are strictly prohibited.
  3. Encouraging Home-Cooked Food: Wherever possible, students should bring home-cooked food instead of pooling money to buy food from hotels or restaurants. The school aims to instill healthy eating habits in students.
  4. Minimizing Disruptions: Celebrations should be scheduled during lunch breaks or other designated time slots as determined by the school administration.
  5. Waste Management: Teachers in charge of the event must ensure proper waste management to maintain cleanliness on the school premises.

The school administration will allocate a specific window for farewell and tea parties, ensuring minimal disruption to academic activities.

These policies aim to preserve the essence of celebrations while maintaining discipline, academic focus, and environmental responsibility within the school community. The cooperation of parents, students, and teachers is essential to uphold these values.

Tea Party / Farewell Party Approval Form

Student Grooming Policy

Introduction: The Importance of Grooming in Schools
Schools are integral in shaping students’ character, discipline, and sense of responsibility. By upholding both academic excellence and cultural values, schools help students grow into well-rounded individuals. In Bhutan, all schools—whether public, private, or international—are expected to adhere to norms that reflect the nation’s identity and traditions. Student grooming is a critical aspect of this, as it fosters uniformity, respect, and hygiene. By implementing a grooming policy, schools encourage self-discipline, minimize distractions, and ensure a conducive learning environment.

Druk School strives to balance personal expression with the need for discipline, hygiene, and cultural alignment. The school’s grooming policy offers flexibility while ensuring students conform to Bhutanese cultural norms.

Rationale for the Grooming Policy
Druk School believes that grooming contributes to:

  • Enhancing Focus: Proper grooming reduces distractions related to appearance, helping students concentrate on their academics.
  • Promoting Hygiene: Well-maintained grooming reduces the risks of health concerns, such as lice or scalp infections.
  • Encouraging Discipline: Grooming standards promote self-discipline, which reflects in better time management and academic performance.
  • Preserving Bhutanese Cultural Identity: The policy aligns with Bhutanese values of simplicity and respect, while being flexible to modern trends.
  1. Hair Discipline Guidelines

For Boys

  • Short and neatly groomed hair is encouraged, reflecting Bhutanese cultural norms.
  • Students who wish to keep longer hair must ensure it is tidy and well-maintained.
  • Extremely long, messy, or unkempt hairstyles are strictly prohibited.
  • Sideburns are not allowed as part of school grooming regulations.
  • Unnatural hair colors (bleached, dyed, or highlighted) are not permitted.

For Girls

  • Hair must remain in its natural color; dyeing, bleaching, or highlights are not allowed.
  • Long hair must be neatly tied (e.g., ponytail, braid, or bun) at all times and it must be tied with simple black hairband.
  • Short hairstyles must be clean and well-kept.
  • Extreme hairstyles (e.g., shaved patterns, spiked hair, or overly styled looks) are not allowed.
  1. Monitoring & Compliance
  • Class teachers will review hair length once a month and remind students if needed.
  • If a student’s hair does not meet the grooming standards, they will be given the weekend to make adjustments.
  • Continued non-compliance will result in the case being forwarded to Deputy Principals for further action.
  • Parents will be notified and asked to help the student adhere to the policy.
  • If non-compliance persists, the school will arrange for a professional barber to trim the student’s hair in consultation with parents.
  • If both parents and students refuse to comply without valid justification, the school will recommend transferring the student to another institution that permits such practices.
  1. School Uniform Policy
  • A full set of Gho and Kira must be worn on all school days, except on Health and Physical Education (HPE) days when students are allowed to wear the School Tracksuit.
  • To encourage independence, especially in middle and senior school, students must wear the Gho and Kira every day, allowing them to become accustomed to dressing themselves.
  • The full school dress includes leather shoes and black socks for girls and black stockings for boys.
  1. Cleanliness and Neatness
  • Parents must provide two sets of school uniforms to maintain cleanliness, as students wear the school dress at least four times a week.
  • If a dress is unavailable due to washing or drying issues, tracksuits may be worn only in emergencies and will be recorded. Frequent requests to wear a tracksuit will prompt the school to recommend purchasing a second set of school uniforms.
  1. Tracksuit Use
  • Tracksuits are permitted on HPE class days according to the class timetable.
  • Tracksuits may also be worn on days with scheduled DPL (Druk Premier League) games or on Saturdays unless otherwise specified by the school.
  1. Winter Wear
  • During winter, students are allowed to wear neutral-colored jackets over their school uniform for warmth.
  • Jackets are not to be worn in place of the Tego for girls.
  1. Nail Care
  • Students must keep their nails short for safety and hygiene reasons.
  1. Tattoos are strictly prohibited. Any existing tattoos must be fully covered at all times.

 Grooming Strategy: Jewellery and Valuable Items

    • To maintain a focused and disciplined learning environment, students are discouraged from wearing jewellery or bringing valuable items to school. Such items can be a distraction, pose a risk of loss, and may not align with the school’s emphasis on simplicity and uniformity.

Guidelines:

  1. Students should refrain from wearing jewellery, including rings, bracelets, necklaces, or earrings (except for small, simple studs for girls).
  2. Expensive or sentimental items, such as watches, electronic gadgets, or personal accessories, should not be brought to school.
  3. The school will not be responsible for the loss, theft, or damage of any valuable items brought by students.
  4. Parents are encouraged to ensure their children adhere to this policy to prevent unnecessary disputes and distractions in the school environment.
  1. Respect for Elders and Teachers
  • Students must show respect to teachers and elders by listening attentively, addressing them appropriately, and following instructions promptly.
  • A respectful and responsible attitude should be maintained towards everyone in the school community.
  1. Care and Warmth for Younger Students
  • Older students are encouraged to offer guidance, assistance, and kindness to younger children, creating a nurturing and supportive environment.
  1. Manner of Talk
  • Students are expected to speak softly and gently with everyone in the school. A calm and respectful tone contributes to a positive and harmonious school atmosphere.

By adhering to these grooming and behavioral guidelines, Druk School aims to cultivate a disciplined, respectful, and supportive learning environment for all students.

Staff Leave Policy

The Staff Leave Policy ensures a structured approach to leave management while balancing employee welfare and institutional efficiency. Employees are encouraged to plan their leave responsibly to minimize disruption to school operations.

  1. Casual Leave (CL)

Casual leave allows employees flexibility for personal matters while ensuring continuity in school operations. Each employee is entitled to 10 working days of casual leave per academic year. However, leave is not an automatic right, except in cases of maternity leave, paternity leave, bereavement leave, and unforeseen emergencies.

  • Employees on casual leave remain responsible for their duties and may be recalled if required due to service exigencies.
  • Prior approval is mandatory, except in cases of sudden illness or emergencies.
  • Leave planning should be done in consultation with controlling officers to ensure minimal disruption.
  • Leave form must be submitted either before taking leave or after the leave has been taken.

Note: To encourage commitment, employees maintaining 100% attendance will receive a certificate and monetary compensation for unused leave days.

Procedure for Availing Casual Leave
To ensure smooth academic functioning:

  • Planned Leave: Employees must submit a leave application in advance for approval.
  • Emergency Leave: Employees must notify the office before 8:00 AM via phone or text message to facilitate substitute arrangements.
  • Late Reporting: Failure to notify on time will be considered an offense, leading to administrative action unless justified by emergencies.
  1. Short Leave (Less Than Half-Day)

Short leave provides flexibility for brief absences and must be approved by the Deputy Principal (DP). To maintain efficiency:

  • The DP will track short leave usage/record.
  • Necessary class substitutions will be arranged.
  • Weekly short leave reports will be submitted.
  • Leave will be logged in hours and converted into half/full-day equivalents.
  • Up to a day’s calculation (8 hours) of short leave may be excused for 100% attendance recognition.
  1. Maternity Leave

Recognizing the importance of maternity care, female employees are entitled to three months of paid maternity leave upon submission of a medical certificate. To maintain fairness and operational continuity:

  • Maternity leave is limited to three confinements during an employee’s service.
  • The employee shall be entitled to gross salary for one month and basic salary for two remaining months as per service rule.
  • In case of miscarriage, employees may avail up to 10 days of leave upon medical certification.
  1. Paternity Leave

Acknowledging the role of fathers in child-rearing, male employees are granted 10 days of paternity leave for each of the three confinements of their spouse.

  1. Medical/Sick Leave

Employees facing health issues can avail medical leave under exceptional circumstances, ensuring financial security while maintaining school operations:

  • Maximum duration: Three months, with a valid medical certificate from a recognized Bhutanese medical practitioner.
  • Salary structure:
    • 1 month with full salary
    • 2 months with basic salary only
  1. Extraordinary Leave (EOL)

EOL is granted when no other leave options are available, ensuring support for employees during extended personal needs while safeguarding school operations.

  • Maximum duration: One year during the entire tenure, granted at management discretion.
  • Approval process: Written request must be submitted 15 days in advance to the controlling officer or CEO.
  • Impact on benefits: EOL is excluded from total service years when calculating retirement benefits.
  • Authority: Only the CEO has the authority to grant EOL.
  1. Bereavement Leave

Understanding the emotional and logistical challenges of losing a loved one, employees are entitled to 14 days of bereavement leave per occasion upon the death of an immediate family member.

This policy aims to maintain a balance between employee well-being and institutional responsibilities, ensuring fair and efficient leave management.

Slide 2: Introduction

  • Purpose of the Staff Leave Policy
    • Structured leave management.
    • Balance between employee well-being & school operations.
    • Encouragement for responsible leave planning.

Slide 3: Casual Leave (CL)

  • Entitlement: 10 working days per academic year.
  • Guidelines:
    • Not an automatic right (except for maternity, paternity, bereavement, emergencies).
    • Employees remain responsible for their duties.
    • Prior approval required, except in emergencies.
    • Leave must be planned with the controlling officer.
  • Recognition: Employees with 100% attendance receive a certificate & monetary compensation for unused leave.

Slide 4: Procedure for Availing Casual Leave

  • Planned Leave: Application must be submitted in advance.
  • Emergency Leave: Must notify the office before 8:00 AM.
  • Late Reporting: Failure to notify on time may result in administrative action unless justified.

 Slide 5: Short Leave (Less Than Half-Day)

  • Approval: Must be approved by the Deputy Principal (DP).
  • Management:
    • DP tracks short leave usage.
    • Necessary class substitutions arranged.
    • Daily short leave reports submitted.
  • Calculation: Logged in hours & converted into half/full-day equivalents.
  • Recognition: Up to 8 hours may be excused for 100% attendance recognition.

Slide 6: Maternity Leave

  • Entitlement: 3 months of paid leave upon medical certification.
  • Conditions:
    • Limited to three confinements.
    • Salary structure:
      • 1 month with full salary.
      • 2 months with basic salary.
    • In case of miscarriage, up to 10 days leave with medical certification.

Slide 7: Paternity Leave

  • Entitlement: 10 days per confinement (up to 3 confinements).
  • Purpose: Supports fathers in child-rearing.

Slide 8: Medical/Sick Leave

  • Entitlement: Up to 3 months with a valid medical certificate.
  • Salary Structure:
    • 1 month with full salary.
    • 2 months with basic salary.

Slide 9: Extraordinary Leave (EOL)

  • Entitlement: Maximum of 1 year during entire tenure.
  • Approval:
    • Requires written request 15 days in advance.
    • Granted at management’s discretion.
  • Impact: Excluded from service years for retirement benefits.
  • Authority: Only CEO can grant EOL.

Slide 10: Bereavement Leave

  • Entitlement: 14 days per occasion upon the death of an immediate family member.
  • Purpose: Supports employees during emotional and logistical challenges.

Slide 11: Summary

  • Balanced Leave System: Supports both employees and institutional efficiency.
  • Encourages Responsible Leave Planning: Minimizing disruption to school operations.
  • Recognition for Commitment: Incentives for 100% attendance.