Instruction for field officer

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MANUAL SCRUTINY OF FORMS

In a large-scale survey, like the present one, which covers every habitation and all types of schools in the country, information furnished by some respondents is likely to be incomplete or inconsistent due to various reasons. Since most of the information is to be supplied in the form of codes, the possibility of committing an error is quite high. It is, therefore, imperative for the officers responsible for data collection and scrutiny, to take the utmost care that the information collected is complete and consistent in all respects. The following procedure for scrutiny of filled-in forms is to be adhered to :
(i) Education Officers at the C.D. Block/Town/City are required to scrutinize all the filled-in forms in their respective jurisdiction.
(ii) In class I cities, Headmaster/Principal in-charge of the ward, will ensure that
(a) UIF Form for each ward is filled
(b) The filled-in forms of all the recognised schools have been received as per the list of schools and also tally with the respective number of category-wise schools given in item 2 of UIF,
(c) Proper location codes on the cover page of the forms have been written and copied on the detachable Flash Statistics sheets of VIF, SIF-1A, SIF-2A and CIF correctly.
(d) All the filled-in forms are handed over to the City Level Education Officer.
(iii) The District Survey Officer will make sure that the registers for distribution of forms are maintained properly and all the filled-in forms are properly scrutinised at the Block/Town level. To ensure this, 10% of the filled-in forms from each block/town will be scrutinised at the district level. The discrepancies noticed in the forms will be got removed. In case, common type of discrepancies are observed in most of the forms scrutinised at the district level, the Block/Town Level Officer should be asked to remove the discrepancies in all the forms. A report of the scrutiny is to be sent to the State Survey Officer.
(iv) The State Survey Officer will ensure that scrutiny of all the filled-in forms by the Block/Town Level Officers and 10% of the forms by the District Level Officers has been undertaken. He is required to scrutinise a sample of 1% filled-in forms of each district with the help of Assistant State Survey Officer(s) and Statistical Assistant(s). In case the filled-in forms are not scrutinised properly, the same may be got re-scrutinised and the discrepancies, if any, be removed.

Basic Principles of Scrutiny

The procedure of scrutiny is based on the following principles.
- Receipt of all the filled-in forms from all villages/towns/schools.
- Location codes (State, District, etc.) are correctly and properly written in the boxes given on the cover page of the forms and Flash Statistics sheet. No box is left blank.
- All codes and numerical data are in international numerals only.
- Applicable response of an item and its code should be written in the box.
- Logical relationship should hold well within an item, between the two or more items of a form and also between items of two or more forms.
- Over-writing is strictly not permissible.
- Corrections are to be made in a neat and clean manner by using red ink.

Scrutiny Instructions

Scrutiny instructions are classified into general instructions and schedule-specific instructions.
(i) All the filled-in forms are to be checked from the Register for distribution of forms so that their receipt is ensured. In case the number of filled-in forms received is less, the non-responding institutions are to be pursued.
(ii) There may be some new villages/towns/schools which existed on September 30, 2009, but are not included in the updated list prepared before data collection. Please check that these villages/towns/schools are included at the end of the list given in the Register for distribution of forms and appropriate location codes have been assigned to them. Also ensure that names of such villages/towns/schools along with location codes have been informed to the District Survey Officer for updation of list at the district, state and national levels.
(iii) Location codes written on the cover page of the filled-in forms should be verified with help of master code list.
(iv) In the filled-in forms all codes and numerical figures should be written in international numerals. In case >b>any other numerals are used, change them into international numerals, without over-writing.
(v) Check that each item has been responded to as per instructions given in the form. In case an item or a part thereof is not applicable, it should be left blank.
(vi) Wherever the totals are asked for, these must be checked for correctness by adding the individual entries.
(vii) Wherever Information to items in the schedules is to be given in codes, Please check that appropriate codes are given.
(viii) To ensure complete coverage, receipts of all the filled-in VIF/UIF are to be checked against the updated list of villages/towns.
(ix) Please ensure complete coverage of schools in each block/town/Ward (in class I cities). For this purpose receipt of filled-in SIF-1A / SIF-1B / SIF-2A / SIF-2B / CIF is to be checked against the updated list of recognized schools and Degree Colleges having classes XI and XII.
(x) The number of filled-in SIF-1A / SIF-1B for primary and upper primary schools pertaining to a village/town/Ward (in class I cities) should be equal to the respective number of primary and upper primary schools written in item 2 of VIF/UIF of that village/town/Ward (in class I cities). Similarly the number of filled-in SIF-2A / SIF-2B for secondary and higher secondary schools pertaining to a village/town/ward (in class I cities) should be equal to the respective number of secondary and higher secondary schools or its equivalent shown in item 2 of VIF/UIF of that village/town/Ward (in class I cities). The same check will also be applied for the filled-in CIF.

Schedule-Specific Instructions

Scrutiny checks for each schedule are given separately. Care is to be taken to see that the data are consistent within as well as between schedules.

Scrutiny Checks for VIF

Item 1 (a): Please check that the population of the village is provided as on 30th September 2009. If actual figure of population is not available, write estimated population.

Item 3(b): (i) The total number of habitations listed in Col.2 of item 3 (b) should be equal to number of habitations given in item 3(a).
(ii) Check that the total population of all the habitations in Col. 3 of item 3(b) is the same as shown in item 1 (a).
(iii) Category-wise number of schools given in Col.7 of item 3(b) should be equal to that of item 2.
(iv) For each habitation, check that if the schooling facility for a particular stage is available within the habitation, then write ‘11’ under name of the habitation and ‘0.0’ is be written in the corresponding distance column. When there is no schooling facility available for a particular stage within the habitation the distance in km up to one decimal place should be given for that stage only. Non-availability of a particular stage can be ascertained from columns 5, 6 and 7 where number of schools with classes is given.
(v) Check that either code 1 or 2 or 3 is written under column 4 against each habitation.
(vi) Check that either code 1 or 2 or 3 or 4 is written under column 16 against each habitation.

Item 4(b): Check that the number of unrecognized schools listed in Col. 2 of item 4(b) is equal to the number given in item 4(a).

Item 5(b): (i) Check that if code 1 or 3 is written in Col. 16 of item 3 (b), information about Alternative Schools (AS) is given in item 5 (b).
(ii) Check that the number of Alternative Schools listed in Col. 2 of item 5(b) is equal to the number given in item 5(a).
(iii) Enrolment shown in cols. 3 to 12 should be as per state pattern.

Item 6(b): (i) Check that if code 2 or 3 is written in Col. 16 of item 3 (b), then information about AIE Centre is given in item 6(b).
(ii) Check that the information is given separately for as many AIE centres as shown in item 6(a).

Item 7(b): (i) Check that the information is given separately for as many Sanskrit Pathshalas/Maktabs/Madrasas as shown in item 7(a).
(ii) Check that either code 1 or 2 or 3 is given in Col. 3 against each Maktab/Madrasa/Sanskrit Pathshala.
(iii) Check that either code 1 or 2 or 3 or 4 or 5 is written in Col. 4 against each Maktab/Madrasa/Sanskrit Pathshala.
(iv) Enrolment shown in Col. 7 to 14 are as per state pattern. Check that the corresponding classes pertaining to that stage are written in Col. 5 and 6.

Item 8(b): (i) Check that the information is given separately for as many Maktabs/Madrasas as shown in item 8(a).
(ii) Check that either code 1 or 2 is written in Col. 3 against each Maktab/ Madrasa.

Item 9(b): If 'yes' to item 9(a), check that item 9(b) is not left blank. In case no meeting is held, the response to this item should be as '0'.

Item 10(b): (i) Check that the information is given separately for as many institutions as shown in item 10(a).
(ii) Check that either code 1 or 2 or 3 or 4 or 5 is given in Col. 3 against each institution.

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