Risk Reminders for Trading Operation in Schools

Suggested learning time: approximately 1 hour

This section provides highlights of the thematic seminars organised previously for school managers, so as to facilitate their acquisition of knowledge, from the speakers’ legal explanation and case sharing in the video clips, related to school financial resources and risk management.

Disclaimer

Views in the videos are purely shared by the speaker in his/her capacity. They are for reference only and should not be construed as legal advice or recommendation, which schools should obtain in each particular case if necessary.

Before watching the videos, please think about the following questions:

Questions

Does your school’s current procurement procedure fully comply with the relevant legislation, as well as the requirements stipulated in the circulars and guidelines issued by the Education Bureau from time to time?
When compiling quotation or tender documents, does the school consult professionals (such as legal advisors) to mitigate the potential risks involved?

Video 1

Procurement Handling
(Speaker: Mr. Albert SO, Solicitor and Mr. NG Yau-keung, Benjamin, former principal)

[Video length: about 8 minutes]

Questions in Video

1. Under what circumstances may a school initiate a single quotation or tendering procedure? What important points should a school take note of when procuring goods and services from its School Sponsoring Body?

Please refer to the video from 00:00 to 01:32.

2. When procuring school equipment, how should a school prepare competitive and clear tender documents or invitations for quotations?

Please refer to the video from 01:32 to 04:25.

3. After completing the quotation or tendering process and signing a contract with a contractor, may a school request variations to the project requirements? What preparatory work should a school undertake before launching a quotation or tendering exercise to avoid differences between expected outcomes and actual results?

Please refer to the video from 04:25 to 08:12.

Video 2

Financial Control
(Speaker: Mr. Albert SO, Solicitor and Mr. NG Yau-keung, Benjamin, former principal)

[Video length: about 4 minutes]

Question in Video

1. What measures can the School Supervisor or authorised managers adopt to avoid signing cheques before goods are fully received or services are completely rendered?

Please refer to the video from 00:00 to 01:41.

2. If authorised managers sign a cheque to pay a supplier before goods are fully received or services are completely rendered, and the supplier subsequently fails to refund the amount, does the school have any safeguard mechanisms or protective measures in place?

Please refer to the video from 01:46 to 03:43.

Video 3

Trading Operation in Schools
(Speaker: Mr. Albert SO, Solicitor and Mr. NG Yau-keung, Benjamin, former principal)

[Video length: about 3 minutes]

Questions in Video

1. How should the school handle a request from a supplier for a price increase during the contract period?

Please refer to the video from 00:00 to 01:17.

2. What specific clauses should be incorporated into the quotation or tender documents if the school wishes to avoid any price adjustments during the contract period?

Please refer to the video from 01:18 to 03:12.

Additional Reference Materials

Back
to Top