Rastriya Kitabkhana (Shikshak) - National Record Office (Teacher) - राष्ट्रिय किताबखाना (शिक्षक)

The provision of retirement benefits, gratuities, and other services for retired teachers and educators was established in 2035 BS. Initially, the record-keeping and administration of these services were managed through the Regional Education Directorates. However, with the decision of the Council of Ministers dated 2054 Magh 2, and in accordance with the Sixth Amendment of the Education Regulations 2049, the establishment of a separate entity to manage these tasks led to the creation of the School Teachers’ Record Office.

This office was formally incorporated into the Education Regulations on 2054 Falgun 19. It began its operations from a room within the premises of the Ministry of Education at Keshar Mahal on 2054 Chaitra 26. In Bhadra 2055, the office was relocated to the building of the District Education Office in Tahachal, Kathmandu. Currently, the School Teachers’ Record Office provides its services from its own building located on Museum Marg, Ward No. 13, Chauni, Kathmandu Metropolitan City, since Jestha 2066.

As a departmental office under the Ministry of Education, the School Teachers’ Record Office serves as the central body for maintaining the personal records of permanent teachers of community schools. It supplies policymakers with necessary details and statistics regarding teachers and plays a key role in administering retirement benefits, gratuities, family pensions, educational allowances, offspring scholarships, and sick leave (including temporary leave) to teachers separated from service. The office is committed to efficient and modern management of teachers' records, determining and providing necessary services and facilities to retired or serving permanent teachers as recommended by the District Education Office, as per the Education Regulations 2059 (with amendments).

Tasks and Responsibilities of the School Teachers’ Record Office

(a) Updating Employment Records:

• Keeping the employment records of teachers up to date.

(b) Arranging Retirement Benefits and Gratuities:

• Making necessary arrangements concerning teachers' retirement benefits and gratuities.

(c) Collecting Personal Details for Retirement and Insurance:

• Requesting personal details from the Directorates and District Education Offices for the preparation of retirement benefits, gratuities, medical treatments, and insurance.

(d) Notifying Mandatory Retirement Dates:

• Informing teachers who are to be mandatorily retired due to age at least six months in advance, including the retirement date.

(e) Approving Annual Salary Details:

• Approving and ensuring the annual salary details of teachers.

(f) Managing Retirement Fund Operations:

• Operating the retirement fund.

(g) Disbursing Retirement Benefits and Other Funds:

• Disbursing retirement benefits, gratuities, insurance, medical treatment funds, and other related amounts.

(h) Conducting Necessary Procedures for Retirement Benefits:

• Handling other necessary actions and procedures related to retirement benefits and gratuities.

(i) Calculating Service Period:

• Performing tasks related to the calculation of teachers’ service periods.

(j) Following Ministry Directives:

• Complying with the directives issued by the Ministry.

Objectives

• To securely and systematically update the records of permanent teachers of community schools from their initial appointment to retirement.

• To provide and maintain records of benefits such as retirement gratuities, medical treatment expenses, family pensions, offspring scholarships, and sick leave (including temporary periods) for teachers who have separated from service.

• To supply necessary information and statistics related to the services and benefits of permanent teachers to various government bodies for policy-making purposes.

• To function as an information center for the records of teachers.

• To approve and ensure the annual salary reports of teachers.

Required Documents

A. Retirement Benefits

1. Initial permanent appointment letter.
2. Transfer, promotion, joining, and training-related letters. If leave is not mentioned in the joining letter or there is ambiguity, a letter from the concerned school mentioning the leave, original leave records, and leave details should be included. Do not include corrected letters with erasures, additions, or corrections using tippex.
3. Separate leave forms for temporary and permanent periods.
4. Educational qualifications at the time of joining and currently, and citizenship certificates.
5. Letters from the school clearly stating whether extraordinary, unpaid, or study leave was taken during the service period.
6. Letters from the school clearly stating whether medical treatment expenses were claimed during the service period.
7. Handover letter from the school.
8. Service period certification letter from the District Education Office (DEO).
9. One filled job and personal details form (Sittrol) certified by the school and DEO.
10. Three passport-sized photographs of the concerned teacher and beneficiary.
11. Certified letter from the concerned authority if there is a name discrepancy.
12. Letter from the school stating whether any departmental penalties were received.
13. Retirement/gratuity request form filled with details and certified by the DEO.
14. All documents must be verified by the DEO.

B. Gratuity

• Documents as per point 5(A).

C. Family Pension

1. Certified copy of the death certificate.
2. Certified copy of the relationship verification letter.
3. Certified copy of the citizenship certificates of the teacher and beneficiary.
4. Documents as per point 5(A).

D. Transfer of Retirement Benefits/Pension Receipt

1. Certified copy of the death certificate.
2. Certified copy of the relationship verification letter.
3. Certified copy of the beneficiary's citizenship certificate.
4. Three passport-sized photographs of the concerned/beneficiary.
5. Power of Attorney (for pension receipt).
6. Police report in case of lost pension receipt.
7. Cash receipt of Rs. 200 for the copy.
8. Application letter.

E. Change of Address

1. Certified copy of the initial permanent appointment letter.
2. Certified copies of transfer and joining letters.
3. Certified job and personal details form (Sittrol).
4. Certified copy of the citizenship certificate.
5. Required documents as per point 5(A).
6. Certified copy of the certificate indicating family relocation.
7. Certified copy of the land ownership certificate of the purchased land in the new area.
8. Certified copy of the relocation certificate from the registrar’s office of both locations.
9. Voter list including the family members from the Election Commission.
10. Recommendation letter from the DEO.

F. Annual Salary Report Approval Process

1. Each DEO should prepare and send the salary report as per the salary report form developed by the School Teachers' Record Office by the end of Chaitra each year.
2. The School Teachers' Record Office verifies the received details and confirms the grade and amount for each school.
3. The verified salary report is rechecked and certified.
4. The certified salary report is sent to the DEO by the end of Asar.
5. In case of discrepancies in information and salary grades, the revised salary report with supporting evidence must be sent to the Record Office by the end of Bhadra.
6. The revised salary report is corrected and sent to the DEO.

G. Personal and Job Details (Sittrol) Registration and Certification

1. Certified copy of the initial permanent appointment letter.
2. Certified copies of transfer, promotion, and joining letters.
3. Certified copies of educational qualifications and citizenship certificates.
4. Letters from the DEO clearly stating whether extraordinary, unpaid, or study leave was taken during the service period.
5. Letters from the DEO clearly stating whether medical treatment expenses were claimed during the service period.
6. Certified letter from the concerned authority if there is a name discrepancy.
7. Three filled job and personal details forms (Sittrol) certified by the school principal and DEO as per Schedule 16 of the Education Regulations 2059 (with amendments).
8. The Record Office will verify and enter the Sittrol and documents into the computer system, assign a teacher ID, and certify it. One copy is kept in the records, and two copies are sent to the DEO.
9. The DEO keeps one copy and sends one to the teacher's school.
10. In case of discrepancies in the date of birth in educational qualifications and citizenship, the earlier date will be considered.

H. Temporary Teacher Sick Leave Payment and Confirmation

1. Initial temporary appointment letter.
2. Extended period letters/temporary appointment confirmation/temporary appointment records.
3. Retirement/resignation or temporary job termination letter.
4. Accumulated leave record (in the prescribed format).
5. Recommendation letter from the DEO.
6. Service certification letter indicating service period.
7. Citizenship certificate.
8. Educational qualification certificates.
9. Transfer letters, if applicable.

I. Lifelong Family Pension/Offspring Scholarship and Educational Allowance

1. Required documents as per points 5(A) and 5(C).
2. Decision and recommendation from the Scholarship Recommendation Committee as per Rule 125 of the Education Regulations 2059 (with amendments) stating the teacher's death occurred due to a work-related accident and recommendation letter from the DEO.
3. Certified copies of birth certificates and recommendation letters from schools for offspring studying in school.
4. Letters assigning the concerned teacher to duty.
5. Incident-related documents: nature of the accident report (on-site inspection), post-mortem report, and police report.
6. The concerned individuals must visit the School Teachers' Record Office with three passport-sized photographs each.

J. Service and Facility Payment (Medical Treatment/Gratuity/Accumulated Sick Leave) (Including Temporary Periods)

• After determining the amount of retirement/gratuity for retired teachers, authorization (disbursement) will be sent from the DEO for payment to teachers.

K. Change of Beneficiary

1. Marriage certificate, relationship verification certificate, death certificate, citizenship certificate of the nominated beneficiary, original retirement benefits certificate (pension receipt), three passport-sized photographs, and birth certificate, etc. Change of beneficiary will not be made after the death of the concerned retired teacher.

L. Working Medical Treatment Expenses

1. Documents of admission and discharge from the hospital.
2. Verified bills and expenses for medical treatment by the DEO.
3. Leave letter for the approved leave used during treatment and required documents as per point 5.
4. The requested amount will be sent to the Ministry of Education.

M. Age Verification for 75/85 Years

1. Age verification documents such as pension receipt, citizenship, educational qualification certificate indicating birth date, etc.
2. After verifying the age as 75/85 years, the pension amount will be increased as per the Education Regulations.

N. Calculation of Service Period

1. As per Rule 114 (a) 1 of the Education Regulations 2059 (with amendments), teachers in service by the end of Chaitra 2069 had to have their service period calculated. Newly appointed teachers must have their service period calculated within one year of their appointment. The following documents are required for this purpose:
   • Permanent appointment letter.
   • Transfer, promotion, joining letters.
   • Previous resignation and retirement letters.
   • Letters indicating whether services and facilities were claimed or not.
   • Certified job and personal details form (Sittrol).
   • If not already filled, three Sittrol forms certified by the school and DEO.

Note: For the execution and submission of the above tasks, original documents must be matched. Copies of documents must be verified by the DEO.

Contact Details:

Rastriya Kitabkhana (Shikshak) - National Record Office (Teacher)

Museum Road, Chhauni, Kathmandu, Nepal

Phone: +977-1- 5383023, +977-1- 5670757

Website: www.stro.gov.np

Email: [email protected]