CHAPTER VI: ADMISSION, TRANSFER AND REMOVAL OF PUPILS

January 20, 2025

1. Admission

(1) No pupil shall be admitted in a school except on an application in form 3 signed by his parent/Guardian. The application shall be accompanied by a certified extract from the Register of Births showing the date of birth of the pupil, but in case where it is satisfactory explained to the Headmaster why the said extract cannot be produced, a declaration from the parent/guardian or in the case of an orphan a certificate from a registered medical practitioner regarding the date of birth of the pupil shall be accepted. All such applications shall be filed separately in the records of the schools.

Note:-

(1) In cases where such declarations are given and accepted by the Headmaster, the parent/guardian shall declare that no change in the date of birth will be claimed at any future date.

(2) Admission will include re-admission also under these Rules.

(3) No record to prove date of birth is required when a transfer certificate is produced.

(2) No application for admission signed by a person other than a parent of the pupil, shall be deemed to be valid, unless it is accompanied by a written declaration authorising him to be the guardian or the local guardian and signed by the father of the pupil if at the time the application is presented, the father is alive and is capable of executing such declaration or by the mother of the pupil in case at the time the father is dead or is not capable of executing it and the mother is alive and is capable of executing it, with a statement as to the school or s schools in which the child read or was reading up to and on the date of such declaration.
Note:-

(1) If both the parents are not alive, declaration by the applicant to that effect and that he is the guardian may be accepted. If the Headmaster hasany doubt about the bonafides of the guardianship, he may ask the guardian to provide satisfactory evidence or certificate.

2. Admission Register:-

(1) Every School shall maintain an Admission Register in Form 4.

(2) When a pupil is admitted to a school, his name, date of birth, religion, community and other particulars as given in the application for admission shall be entered in the Admission Register and attested by the Headmaster.

(3) The date of birth of the pupil shall be entered in words as well as figures and the entry shall not bear any marks of erasure or overwriting.

3. Alternation of Date of Birth etc.

(1) The name of a pupil, his religion and his date of birth once entered in the Admission Register shall not be altered except with the sanction of the authority specified by Government in this behalf by notification in the Gazette. Applications for such alterations and corrections should be submitted by the parent or guardian, if the pupil is still on the rolls of any school and by the pupil himself if he is not on the rolls of any school. All such applications shall be forwarded through the Headmaster with satisfactory evidence. Court fee stamps to the value of One Rupee shall be affixed on such application.

(1A) A time limit of fifteen years form the date of leaving the school or the date of appearing for the S.S.L.C Examination for the last time whichever is earlier is fixed for entertaining requests for correction of date of birth in school records by the Commissioner of Government Examinations

Note:-

The Government shall consider requests for condonation of delay in making application for correction of date of birth in school records, in deserving cases, on merits, provided that the applicant is within 50 years of age as per the original entry in the school records.

(2) If the authority referred to in sub-rule (1) is satisfied after necessary enquiries that the change applied for could be granted, he will issue an order to make the alternation. The alteration shall then be made in the Admission Register and the other connected records of the schools previously attended by the pupil as well as in the school in which he was studying at the time.

(3) An appeal shall lie to Government against the orders of the authority referred to in sub-rule (1) within one month of the receipt of the order appealed against: Provided that the appellate authority may entertain the appeal after the expiry of the said period, if he is satisfied that the appellant had sufficient cause for not submitting the appeal in time.

(4) If any change of name is sanctioned after the issue of a Public Examination Certificate, the candidate concerned shall notify the change in name in the Gazette and the notification shall be attached to his certificate.

4. Admissions

(1) Admission of pupils shall be made during the summer vacation and shall be completed before the re-opening of schools subject to sub rules (2), (3) and (4)].

(2) Notwithstanding the above restriction, admission of pupils to Standard 1may be continued till the close of the fifth working day after the re-opening and the pupils may also be admitted to standard 1 during the first five working days after the Vijayadasami day.

(3) The Headmaster is competent to admit any pupil during the periods of admission specified in sub-rules (1) and (2) but admissions of pupils at any other time shall also be made by the Headmaster for sufficient reason

(4) The Headmaster is competent to admit at any time pupil applying with transfer certificate issued under sub-rule (5) of Rule 18 (transfer of Government servants etc.).

(5) The first instalment of fees together with fees as prescribed in Rule shall be paid at the time of admission and the fees so paid shall not be refunded under any circumstances.

5. Age limits for Admission

(1) No child who has not completed five years of age as the 1st June of the year if admission shall be admitted to any school except pre-primary schools.

(2) Persons who have completed twenty years of age shall not be admitted to any school without the sanction of such authority as may be specified by Government by notification in the Gazette*. But pupils who complete twenty years of age while still on the rolls of a school may be allowed to continue their studies in that school or any other school until they are removed from the rolls on any ground.
[* The District Educational Officers are authorized by notification No. Ed. (Spl) 21564/59/EHD dated 8-6-1959 published in Gazette dated 9-6-1959.]

Note.:
(1) Pupils belonging to Scheduled Tribes who have failed in the S.S.L.C Examination in their first appearance and who are above 20 years of age may be re-admitted to the Standard.
(2) The age limit for re-admission to Standard X in the case of pupils belonging to Scheduled Castes who have failed in the S.S.L.C Examination in their first appearance will be 22 years.

6. Admission of pupils with Transfer Certificates –

(1) When the application for admission of a pupil is accompanied by a transfer certificate duly issued from any school, the pupil shall be admitted to the Standard to which he is found eligible according to the transfer certificate, provided not more than two months have elapsed since the issue of the transfer certificate. After the lapse of two months sanction of the Educational Officer is required for admission.

(2) No pupil shall be admitted to any Standard other than Standard 1 without the production of a transfer certificate from a school except as a private study pupil under Rule 7.

Note:-

The Director (DDE)may grant exemption in suitable cases taking into consideration the merits thereof.*

[* The Power conferred on the Director is delegated to the Deputy Directors of Education by Notification published in Gazette dated 24-6-1980.]
(3) No pupil who has previously attended any school shall be admitted to another school without the production of a transfer certificate from the school last attended by him.

(4) Nothing in this rule shall apply to pupils migrating from other States with T.C. who have completed S.S.L.C or equivalent course or appeared for S.S.L.C or equivalent Examination.

7. Admission of Private Study pupils

Exemption from age rules for admission of pupils in Standard. I to X will be delegated to the District Educational Officers and admission of pupils in Standard. I to IV will be delegated to the Asst Educational Officers. Period of exemption that can be granted by the Educational Officer will be limited to three months. However, age exemption need be granted to pupils only if the guardian produces the birth certificate of the pupil issued by the competent authority(G.O.(MS) 14/94/G.Edn. dated 3-2-94 and G.O. (MS) 198/2009/G.Edn. Dt. 5-10-2009.]

(1) A pupil who has not attended any school may be admitted as a private study pupil in accordance with rule 8.

(2) A pupil who has attended a school and left off and has been away from such school for at least one year may also be admitted as a private study pupil. But he will be permitted to sit for an examination as contemplated in Rule 8, only of a class one lower than the one which he would have been eligible to take had he continued on the rolls without interruption].

(3) No private study pupil shall be admitted to any Standard higher than Standard V.

8. (1) Private study pupils seeking admission to a particular Standard in any school shall be required to sit for the annual examination in that school for the standard immediately below during the previous year along with other pupils; and those who pass in the examination according to the basis of promotion adopted in the school may be admitted as private study pupils to the concerned standard on the reopening day. Private study pupils intending to sit for the annual examination for a particular Standard may be allowed, without payment of any tuition fee but on payment of the special examination fee prescribed in sub-rule (3), to join that Standard one month prior to the annual examination; but such pupils shall not be deemed to be on the rolls of the school.

(2) Private study pupils seeking admission to Standard V in a school which does not contain standard IV, shall be allowed to sit for the annual examination for Standard IV in any school and may be admitted on production of a certificate from the Headmaster of the latter school.

(3) Every private study pupil who intends to sit for the annual examination of Standards IV shall remit into the Treasury a special examination fee of Rs. 10 and produce the chalan receipt before he is allowed to join the Standard IV, as the case may be- vide sub rule (1). [Provided that the pupils belonging to any scheduled Tribes studying in the schools under the Department of Tribal Welfare shall be allowed to sit for the annual examination of Standards IV, without payment of any Special Examination fee.

(4) The Question papers, answer papers, and other records relating to the examination of private study pupils shall be preserved in separate bundles till the next annual inspection.

(5) A candidate who has completed 17 years of age may be permitted to sit for the annual examination of Standard VII in any High School along with the other pupils on remitting a fee of Rs. 50 into Government Treasury. Along with the Treasury Receipt he should submit a declaration duly attested by the Headmaster of that school to the effect that the candidate is aware that he will not be admitted to the higher class in any school even if he comes out successful in the examination. A successful private candidate may be issued a certificate in the form given below by the Headmaster of the school, after the promotion is got approved by the Controlling Officers.

CERTIFICATE

        This is to certify that (name of candidate in block letter, full address and father’s name) born on ————————————————————————— has been examined in the annual examination Standard VII in March —————— in this school and that he/she came out successful in the above examination. Under the provisions of rule 8 (5) of Chapter VI of Kerala Education Rules he/she is not eligible for admission to higher class.
        Headmaster
        Signature of candidate
        Countersigned
        District Educational Officer

9. Age limits for admission of private Study pupils

No private study pupil who has not completed the minimum age for any Standard as given in the schedule below shall be admitted to that standard.

10. Admission of pupils migrating from other States –

SCHEDULE

Standards	II	III	IV	V
Age as on 1st June of the year of admission	6	7	8	9

Pupils migrating from schools in other States of India or outside India with transfer certificate or other equivalent document countersigned by the Inspecting Officer may be admitted to the Standard corresponding to the one to which they are eligible according to the transfer certificate or equivalent certificate provided:-

(1) those schools are institutions recognised by the respective Governments;
(2) that not more than two months have elapsed since the issue of the transfer certificate or equivalent document;
Note:- Such admission after the lapse of two months require the sanction of the Educational Officer.

(3) x x x x x x]

(4) that the pupils are tested and found fit for admission to that Standard.

(5) that the pupils have completed the minimum age as prescribed in rule 5 or 9.

10A. Notwithstanding anything contained in rules 9 and 10 the Director or the Joint Director may for valid and sufficient reasons to be recorded in writing grant exemption form minimum age in the matter of admission to children of employees of Central Government working in the State of Kerala, or to the children of the Central Government Employees who have retired from the service of the Central Government and settled in the State of Kerala, provided their children had their studies previously in schools outside the State of Kerala].

10B. A pupil admitted to any Standard, if subsequently found to be under aged for admission to that standard, he/she shall not be promoted from the standard in which he/she is studying at the time of detection of the irregular admission till he/she attains the age prescribed for the standard to which he/she is to be promoted and the promotions shall be effected only along with the other pupils provided he/she is otherwise eligible for promotion]. 30[Provided that noting in this rule shall apply to pupils admitted to any Standard:- (i) before the school year 1973-74, or(ii) in relaxation of the minimum age rule granted by competent authority].

11. Conditions of admission –

(1) No pupil shall be refused admission to any school on the ground of caste, community, or religion unless any such condition has been accepted as a condition for the recognition of the School.

(2) No pupil who has been dismissed from any school shall be admitted to any school without the sanction of the Director. No pupil who has been convicted by a Court of Law for more than 2 months imprisonment for an offence involving moral turpitude shall be admitted to any school or allowed to continue in any school without the sanction of the Government.

Note:-

Juvenile offenders released from the certified schools do not come under the above and a transfer Certificate issued by the Superintendents of the Certified schools shall be deemed to be a transfer certificate issued from a recognised school.

(3) No pupils shall be admitted or allowed to continue in any school, if (a) he is not protected from small- pox or (b) he is suffering from any contagious or communicable disease.

12. Admission of Boys into Girls’ Schools:-

(1) All Primary Schools (Lower and Upper) shall be deemed to be mixed schools and admission thereto shall be open to boys and girls alike. But under Special circumstances the Director*/DDEmay exempt particular institutions from this rule so that admission there to might be restricted to boys or girls and in the absence of such special circumstances the Director* may withdraw such exemption.
[* Powers delegated to Deputy Directors Edn. by G.O. (P) 52/80/G. Edn. dt. 7-5-80in Gazette dt. 24-6-1980.]

(ii) Admission to Secondary Schools which are specifically recognised as Girls Schools shall be restricted to girls only; but the Director may issue a general permission to boys below the age of twelve to be admitted to classes not higher than standard VII in particular Girls Schools Provided there are no Boys schools in the locality. But such boys on completing the age of twelve shall not be allowed to continue in such schools beyond the school year in which they complete the age of twelve.

(iii) Girls may be admitted into Secondary Schools for boys in areas and in towns where there are no Girls’ Schools and in such cases adequate arrangements should be made for the necessary convenience. The admission will be subject to general permission of the Director* in particular Boys’ Schools which will be specified by him.

[* Powers delegated to Deputy Directors Edn. by G.O. (P) 52/80/G. Edn. dt. 7-5-80in Gazette dt. 24-6-1980.]

13. Cases not covered by the Rules to be referred to the Director

All cases of admission of pupils not covered by or requiring exemption from any of the Rules, shall be referred to the Director or any other officer authorised by Government for decision.

14. Admission of pupils pending production of Transfer Certificate-

(1) No pupil shall be allowed to attend school pending formal admission or enrollment except as provided for in Rule 8 and no pupil shall be admitted or enrolled pending the production of a transfer certificate.

Note:- Pupils coming from school outside the state may be admitted pending production of transfer certificate, such certificates being produced not later than 10 days after the date of reopening of the school previously attended.

(2) The Headmaster of the school in which a pupil seeks admission shall not apply for a transfer certificate to the Headmaster of the school which the pupils is leaving, but shall leave it to the parent or guardian of the pupil to apply for and produce such certificates.

(3) Nothing in this rule shall apply to pupils migrating from other state who have completed S.S.L.C or equivalent Course or appeared for S.S.L.C. or equivalent examination

15. Removal of pupils from the Rolls:

A pupil shall be removed from the rolls, if

(i) he has passed the highest class in the school, or

ii) his transfer certificate has been issued; or

(iii) he has been absent without leave for fifteen working days consecutively; or [has been continuously absent for 5 working days from the re-opening day; or

(iv) he has defaulted payment of any instalment of fees and on that account has been absent with or without leave for fifteen working days continuously; or

(v) he has been suspended from the school for more than fifteen working days; or

(vi) he has been dismissed from the school; or

(vii) he has been convicted by a Court of Law for more than two months imprisonment for an offence involving moral turpitude or

(viii) he has been once presented for a public examination.
Note:- The Headmaster may grant on satisfactory grounds leave of absence to any pupil who is not a defaulter in payment of fees and may retain such pupil on the rolls even after continuous absence for fifteen working days.

(ix) he has on re-admission to standard X, secured the minimum attendance required to make up the deficiency in attendance for admission to the public Examination, provided that this shall not apply to the candidates belonging to scheduled Tribes who are re-admitted to Standard X.

16. Re- admission of removed pupils

Subject to the provision in sub-rule (2) of Rule 11, a pupil who has been removed from the rolls but whose transfer certificate has not been issued, may on application presented by the guardian in the form of application for admission, be re-admitted to the class in which he was studying at the time of his removal, provided that all dues to the school are paid and the re-admission takes place during the same school year or the next school year. But the previous sanction of the Educational Officer shall be obtained for re-admission after the next school year.

Pupils re-admitted will not be counted at the time of strength verification under Chapter XXIII of Kerala Education Rules.
Provided that nothing in this rule will apply to pupils who completed S.S.L.C course.

16A. Notwithstanding anything contained in these rules, a pupil has completed the S.S.L.C. course or failed in the S.S.L.C Examination may be re-admitted in Standard X if he has participated in the National School Games and Sports Meet and won first or second or third place in any event in school year immediately proceeding the year of readmission. But no such pupil shall be given readmission to Standard X for more than two consecutive school years.

17. Issue of transfer certificate:-

(1) Transfer certificate in form 5 may be issued by the Headmaster on any day during the summer vacation and for sufficient reasons at other times. But Transfer certificates may be issued by the Headmaster at any time to pupils who have appeared for a public examination;

(2) No transfer certificate shall be issued to a pupil from whom there are any dues to the school.

Note:- If a pupil is transferred from one school to another, on or after the due date for payment of fees for a month, the instalment for that month is due to the former school and if the transfer takes place before the due dates the instalment is due to the latter school.

(3) If a pupil who has been removed from the rolls of a school is over 20 years of age, no transfer certificate shall be issued to him from that school for admission to any other school unless previous sanction under sub-rule (2) of Rule 5 has been obtained. But a leaving certificate in form 5A may be issued, if required.

18. Transfer certificates of removed pupils etc.

(1) The transfer certificates of pupils removed under sub-rule (i) of Rule 15 may be issued by the Headmaster at any time on the application of the pupil or his guardian.

(2) Subject to the provisions in Rule 17 the transfer certificate of pupils removed under sub-rules (iii) and (iv) of Rule 15 may be issued on the application of the guardian and on payment of all dues to the school.

(3) The transfer certificates of pupils removed under sub-rule (v) of Rule 15 shall not be issued during the period of suspension.

(4) The transfer certificate of pupils removed under sub rule (vi) and (vii) of Rule 15 shall not be issued without sanction of competent authority.

(5) The transfer certificate of pupils whose guardian are obliged to change their place of residence may be issued by the Headmaster at any time of the year on application of the guardian provided he is satisfied about the bonafides of the case.

19. Admission of pupils with transfer certificates issued with sanction of competent authority:-

(1) When a transfer certificate has been issued to a pupil with the sanction of the competent authority, no separate sanction shall be required for the admission of the pupil in any other school, provided admission is sought within two months from the date of issue of the transfer certificate; but separate sanction for admission shall be required if admission is sought after two months.

2) When a transfer certificate is issued with the sanction of the Educational Officer or the Director, the number and date of the sanction shall be entered in the transfer certificate over the signature of the Headmaster.

20. Delay of refusal to issue transfer certificates-

In the event of a Headmaster’s refusing or delaying to give a transfer certificate the parent or guardian shall have the right of appeal to the Educational Officer. The decision of the Educational Officer shall be final unless he (the Educational Officer) thinks it necessary to refer to the higher authorities.

21. Grouping of schools for the purpose of issue of transfer certificates:-

In order to check the frequent and unnecessary transfers of pupils between neighboring schools the Director may declare that schools within a particular area shall constitute a group. In such cases no transfer certificate shall be issued from any school in one group for admission to another school of the same type in the same group except with the sanction of the Educational Officer.

22. Issue of duplicate transfer certificate-

In cases of loss or irremediable damage to transfer certificates, duplicate may be issued by the Headmaster on payment of a fee of Rupee one. No application for a duplicate transfer certificate shall be entertained unless it is accompanied by a chalan for Rupee one and a certificate from a Gazetted Officer or the President of a local authority or a member of Legislative Assembly or a member of Parliament to the effect that the original is irrecoverably lost or damaged. Duplicate certificate issued should be clearly marked ‘Duplicate’.

22A. Issue of Certificate of School Education

A Certificate in the form given below may be issued by the Headmaster of the school to any pupil who left/leave the school before appearing for the S.S.L.C Examination. The Certificate shall be issued only on application and on remittance of a fee of rupees ten into Government treasury and production of the chalan receipt thereof.

Provided that the daughters of widows need not pay the prescribed fee for the certificate, if it is to be produced along with the application or financial assistance for their marriage. The Headmaster shall mention in such certificate that the same is issued for the purpose of applying for financial assistance for marriage.

CERTIFICATE OF SCHOOL EDUCATION

This is to certify that *————————— son/daughter of ————————— ————— was pupil of this school from ——————— to ————————— and that he/she left the school on ————— after having passed from Standard ————————(in words) he/she was removed from the rolls on ——————— due to long absence while he/she was studying in standard ——————— (in words) he/she discontinued his/her studies after having failed in standard ——————— (in words). His/Her date of birth is —————— (in words) as per school records.
Station: Headmaster,
Date: seal ————— School
* Here enter the name of the pupil in block capitals with full address

23. The maximum strength of a class division

The maximum strength of a class division shall be 45, but excess admission up to 50 will be allowed. When there are more than 50 students a second division may be opened, when the strength exceeds 95 a third division, and so on.

Provided that the Educational Officer, may, for sufficient reasons allow retention of excess strength over 50 in a class division.