In this article, I will discuss CBSE affiliation process required documents. As you know now CBSE has made a lot of changes for affiliation under various categories. So let us begin!

CBSE affiliation process required documents

CBSE has launched a new portal SARAS to apply for any CBSE affiliation-related work. Here are some important circulars.

Affiliation Circulars on SARAS

The board has issued various circulars for various affiliation-related activities. Some important circulars are as follows:

Circular No.Circular DateCircular PDF
01/202214.02.2022Submission of applications for fresh Affiliation under various categories
02/202222.02.2022Updating of Online Affiliated School Information System (OASIS) data
03/202222.02.2022Online submission of UDISE data
04/202219.05.2022Submission of applications under various categories for session 2023-24
05/202202.09.2022Revised Timeline for session 2023-24
10/202212.09.2022Display of photographs of teaching staff in schools
11/202204.10.2022Recommendation of infrastructure & facilities in the Lab and Library & Sports
12/202214.10.2022Suggestive formats of essential documents
13/202214.10.2022Submission of applications under categories for the session 2023-24 in SARAS

Timeline for Various Catagories under affiliation

Now in the consideration of the above the online affiliation applications windows will open as per the following timeline:

Approval for Middle School Syllabus
Fresh Affiliation Up to Secondary Level
Fresh Affiliation up to Senior Secondary Level
Switch Over upto Secondary Level from other boards
Switch Over upto Senior Secondary Level from other boards
Up-gradation to Secondary Level
Up-gradation to Senior Secondary Level
Permission of site shifting
Restoration of affiliation
Permission of two Shifts
18th October 2022 to 31st December 2022
Extension of Affiliation – (with additional fees)
Section increase
Introduction of Additional Subject (Science for Sr Sec level)
Permission of name change of school / Society / trust
Transfer of school from one society / trust to another
In continuation to earlier issued circular no. 09/2022 dated 02-09-2022, the timeline as prescribed in the said circular has been extended from 30th November 2022 to 31st December, 2022

Categories through various inspections

The following categories of application for affiliation and its modalities are as under:

Group A Categories through Physical Inspections

  1. Approval for Middle School Syllabus
  2. Fresh Affiliation Up to Secondary Level
  3. Fresh Affiliation up to Senior Secondary Level
  4. Switch Over upto Secondary Level from other boards
  5. Switch Over upto Senior Secondary Level from other boards
  6. Up-gradation to Senior Secondary Level
  7. Permission of site shifting
  8. Restoration of affiliation
  9. Permission of two Shifts

Group – B Categories – Through Virtual Inspection

  1. Up-gradation to Secondary Level – Inspection of 3% of total applications received
  2. Introduction of additional subjects in the science stream i.e. Physics, Chemistry & Biology for Senior Secondary classes (in case, the school is already affiliated up to Senior Secondary Level without science subjects). – 100% applications
  3. 3% applications of Extension of Affiliation
  4. 5% applications of section increase

Group – C Categories – Through Automated Mode

  1. Introduction of Additional Subject (schools seeking approval for non-science subjects should update the data in OASIS Portal and offer the subject as per norms of the Board.)
  2. Permission of Name change of school/society
  3. Transfer of school from one society to another

Conditions as per prescribed in the CBSE Affiliation Bye-Laws

The schools applying under various categories of affiliation must ensure that they fulfil the following conditions as per the requirements as prescribed in the CBSE Affiliation Bye-Laws before applying for Affiliation. These conditions are classified into the following categories:

  • Essential Documents
  • Physical Infrastructure
  • Academic management and Teaching Learning practices of the school
  • Constitution of various committees as per Affiliation Bye-Laws & other statutory requirements
  • The complete Inspection report submitted by the Inspection Committee
  • Suggestive SOP for preparation of videography
  • Review Procedure with respect to rejected inspection cases (Through different Modes)

Essential documents

The schools intending to apply for fresh affiliation with the Board must ensure to obtain the
following 07 essential certificates issued by the concerned authorities as per the suggestive format of the
Board and upload all essential documents along with online application in PART A on the SARAS portal.

The schools already affiliated with CBSE intend for extension, upgradation and other various
relevant categories of affiliation are required to possess all 07 essential certificates and to submit
along with their online application as required.

S.NoName of DocumentWord Doc
1Land Certificate issued by DM/ ADM/ SDM/ Tehsildar/ Naib Tehsildar/ Registrar/ Sub-Registrar/ Equivalent Land AuthorityDownload
2Building Safety Certificate issued by Assistant Engineer and above rank officer of Govt. DepartmentDownload
3Fire Safety Certificate issued by the concerned Fire DepartmentDownload
4Facility of potable water & Sanitation certificate issued by the Competent Govt. AuthorityDownload
5No Objection Certificate from the concerned State/UT GovtDownload
6Recognition Certificate from Competent Govt. Educational AuthorityDownload
7Society / Trust / Company registrationDownload

Important Points to be remembered

  1. All the above 07 essential documents are to be uploaded online in English/Hindi language only.
  2. These all files should be scanned and in PDF format with a maximum size of 2 MB.
  3. In case of, any certificate in vernacular medium, the translated notarized version in the English language along with the original in the vernacular medium is to be uploaded.
  4. In case of non-submission of these essential certificates as per the suggestive format, the application shall be rejected summarily.

Physical Infrastructure

This is part B of the online application for affiliation on the SARAS portal. The infrastructural details need to be submitted by the school during the online application. These details are verified by the inspection committee at the time of inspection.

These details are as follows:

  1. The name of the school is prominently painted/displayed on the façade / entrance gate.
  2. Flex boards or other temporary posters displaying the name of the school will not be acceptable.
  3. Concrete/Pucca boundary wall of not less than 6 ft in height, enclosing the school campus/site.
  4. Composite boundary walls which are partly concrete and partly grill/mesh/barbed wire will not be acceptable.
  5. Ramps at the entrance(s) of the school.
  6. Ramps/lifts for CWSN to access the upper floors of the school( in case of a multistoried school)
  7. Appropriate laboratory infrastructure for composite science lab, Physics, Chemistry, Biology, Mathematics and Computer lab
  8. Composite Science Lab in Secondary & Senior Secondary both Schools
  9. Well-stocked library with adequate reading area
  10. Well-developed indoor and outdoor sports facilities
  11. Toilet facilities are available in the school for boys and girls and urinal stations in school toilets with proper partitions.
  12. Separate toilets for CWSN, boys and girls. These should be provided on every floor (in the case of multistoried schools)
  13. Aerial view of school covering school campus, playground, Pucca boundary wall not less than 6 feet all around the school campus/site.
  14. Verification that no public road, canal or thorough-fare, HT line etc. is passing through the land in which the school is located
  15. No other school/institution should be existing on the same premises.

Note: Recommendations issued by CBSE, vide circular no. 11/2022 dated 04.10.2022 may be referred to for guidance.

Academic management and Teaching Learning practices of the school

Part C of the online affiliation application is the Academic management and Teaching Learning practices of the school.

The school should appoint a well-qualified and trained :

  • Principal
  • Physical Education Teacher
  • Librarian

This part also contains details for relevant records viz appointment of teachers, Counselors or Wellness Teachers and Special Educators, their qualification and other testimonials during the inspection for verification.

These learning practices and management of the school are assessed by the inspection committee. Schools have to prepare the following documents accordingly:

  • School Governance leadership and Management
  • Curriculum Design, Planning and Review
  • School Life- Teaching, Learning –Assessment
  • Process of teaching-learning in a few classes.
  • School life- Safety and Hygiene
  • School Life- Inclusion
  • Teacher development
  • Enabling Resources
  • Overall ambience, neat, clean and green environment

Constitution of various committees & other statutory requirements

The school must constitute the following committees, in compliance with the existing guidelines. The notification of all these committees must reflect the proper name of the Chairman and its Committee Members. The details of the constitution of the committee will be verified by the inspection committee during the inspection of the school:

a) Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act- 2013
b) Protection of Children from Sexual Offences Act- 2012 (POCSO Act),
c) School Management Committee as per clause 8.1 of Affiliation Bye-Laws 2018 of the Board.

The complete Inspection report submitted by the Inspection Committee

The complete Inspection report submitted by the Inspection Committee would be visible to the school within 24 hours of submission of the online feedback form.

The school is expected to acquaint itself with the CBSE Affiliation/Examination Bye-Laws including subsequent amendments therein/guidelines/directions /User Manual etc. of the Board issued from time to time before applying for the affiliation and subsequently after the grant also.

The school is not eligible to start classes IX, X, XI or XII (as the case may be) without a grant of affiliation by the Board.

Salient points to be followed by the schools before submission of application for Affiliation

  1. In case of extension and upgradation cases, the latest grant letter received from the Board (fresh/extension/upgradation) is to be uploaded
  2. Appointment of Special Educator as per rule position 2.4.11 of affiliation by-laws 2018
  3. Wellness Teacher/counsellor as per rule position 2.4.12 of affiliation bye-laws 2018
  4. The optimum number of students should be as per rule 4.8 of Affiliation Bye-Laws 2018
  5. Sufficient qualified teachers as per rule position 5.1 of affiliation bye-laws 2018
  6. Teacher-pupil ratio as per norms as per rule position 5.4 of affiliation bye-laws 2018

Infrastructural Requirements

The schools may ensure that the following condition with regard to infrastructure are met before applying for Affiliation –

S.NoInfrastructureMinimum Size (in sq.ft.)Minimum Size (in sq.mtrs)Aff. RuleManual Link
1Class Rooms5008 m x 6 m 4.1N.A
2Science Lab (VI – X)6009 m x 6 m4.2View
3Physics Lab (XI-XII)6009 m x 6 m4.2Physics
4Chemistry Lab (XI-XII)6009 m x 6 m4.2Chemistry
5Biology Lab600 9 m x 6 m4.2Biology
6Computer Lab6009 m x 6 m4.4Computer
7Maths Lab5008 m x 6 m4.5Maths
8Library120014 m x 8 m4.3Library
9CCA RoomsSeparate room for Music,
Dance, Arts & Sports etc.
M.P. Hall for all activities
10Drinking water, toiletAdequate facilities for potable
drinking water on each floor
Shall provide clean and hygienic toilets
Total no. of toilets (Boys)- Toilets, Urinals with partition, Toilets for CWSN
Total no. of toilets (Girls) – Toilets, Urinals with partition, Toilets for CWSN

Provisions for CWSN

As per affiliation rule 4.7.3 – The School shall provide proper facilities like ramps in toilets and at entry/exit points for wheelchair users and auditory signals in elevators/lifts in accordance with the provisions laid down in RPWD Act-2016. In case the school is running on a multi-storied building, access to the upper floor through a ramp/lift and separate toilet for CWSN, boys and girls on each floor.

Playground and sports facilities

  • Playground with 200 meters athletics track.
  • At least 2 outdoor & 3 indoor sports facilities as per the prescribed list

View the document for SOP related to Playground and Sports facilities: Click here

Important points

  • The school shall apply online and upload all the essential documents mentioned above in part ‘A’ with an initial payment of Rs. 10,000/-.
  • The documents will be scrutinized by the Board.
  • In case of incorrect/invalid documents are uploaded, the observation of the Board shall be reflected in the progress panel.
  • Thereafter, as a single chance, the school shall get an opportunity to upload the correct document (s) within the stipulated time and in case of failure to upload the documents, the application shall be rejected summarily and fees paid will be forfeited.
  • No separate representation will be entertained.
  • Thereafter, the school may apply afresh for affiliation.

Suggestive SOP for preparation of videography during the inspection

S.NoLocation/Activity to be CoveredTime Duration in Minutes
1The name of the school is prominently painted/displayed on the façade / entrance gate
The boundary wall of the school is on all sides with an aerial view
Parking and another open area including the assembly area
5 minutes
2Playground with outdoor sports facilitiesUp to 3 Minutes Wide angle coverage of video
3All Laboratories (Science subjects, Computer, Maths etc.) including stock register and practical files if any,Up to 5 Minutes for all labs
4LibraryUp to 2 Minutes
5Toilets/ Differently abled toilets/ RampsUp to 3 Minutes boys and girls
6Drinking water ArrangementUp to 2 Minutes
7Fire Safety EquipmentUp to 2 Minutes
8Class Rooms: Occupied and VacantUp to 3 Minutes in total for each standard primary, Middle, Secondary & Sr. secondary)
9Other Rooms such as indoor games facilities, auditorium, activity rooms wellness rooms etc.Up to 02 Minutes
10Faculty interaction / classrooms interactionUp to 3 minutes
11Document VerificationUp to 5 Minutes

Note –No assembly, welcome ceremony, lighting of the lamp, or felicitation to be organized
The videography should include a group photograph of the IC with the school staff.

Review Procedure with respect to rejected inspection cases (Through Virtual Mode)

  • In case after scrutiny of the inspection report, the Board finds the school is not eligible for a grant of affiliation on specific deficiencies, the same will be conveyed to the schools on its progress panel. The school is given an opportunity to represent its stand before the review committee. The school shall apply for a review within 30 days of communication of rejection.
  • The review committee constituted by the Board will meet at the earliest possible time and the meeting will be conducted in virtual mode or as decided by the Board.
  • Two representatives of the applicant school (Chairman/Secretary of the Trust/Principal/Director/Manager) shall represent their case with valid photo ID.
  • The school will keep ready all the supporting documents in respect of which deficiencies had been pointed out.
  • The complete inspection of the review committee will be recorded on Microsoft Teams.
  • After receiving the review committee report, the final decision of the Board will be communicated to the progress panel.
  • The Virtual inspection should be covered through professional videography and videography through mobile/tab is not allowed.
  • The schools are advised to follow the steps of the review process as per the SOP by filling up the login ID credentials in the progress panel.

Follow this link for some other important links for CBSE affiliation.

CBSE Public mandatory disclosure on website

If you have queries or doubts or if any other help is required feel free to ask in the comment section.

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