Process to get approvals to construct schools damaged by the earthquake

As we are getting ready to start constructing schools damaged by the earthquake in Gorkha district, we thought it’d be helpful to share the official process that we went through to secure all the approvals and paperwork. This might come handy to other organizations looking to build school buildings.

Activity Location Detail What to get
1. Site survey, community meetings Schools Survey the location, take stock of the situation, meet with school management, teachers, parents and community members. Check the number of students, and if the total number is low, ask if they are planning to merge with a nearby school.
  1. School, student, community information
  2. Community expectations
2. Preliminary school design & cost estimation Office Prepare a preliminary design that is in agreement with the government’s recommended school design and meets community expectations. and cost estimation that includes the cost of raw materials, transport, skilled and unskilled labor, regular monitoring and supervision
  1. Preliminary building design
  2. Tentative cost of school construction
3. Meeting with community Schools Discuss with the school community regarding the number of rooms needed, locally available construction materials, nearest place where other construction items can be procured, availability of skilled masons and other construction resources. Information to prepare detailed construction plan and accurate cost estimation
4. Secure funds Secure funding required to construct the school(s), if it has not been done already Funding
5. Recommendation from District Education Office (DEO) District Headquarter Once you are ready to build the school, submit a letter of interest to the DEO with the name and location of the school(s). The DEO will check to make sure that the school(s) has not received funds or commitment from other sources to construct the buildings, and also to make sure the school is not in the process of being merged. In such cases, the DEO will recommend other schools, or you can identify alternate schools yourself. Recommendation letter from DEO with names and locations of the schools.
6. Memorandum of Understanding (MOU) with Department of Education (DoE) Kathmandu Submit the following:

  1. Recommendation letter from DEO
  2. Organization’s registration documents
  3. Funding source details with signed agreement
  4. Proposed school design They will review all the documents and sign an MoU with your organization.
  1. MoU with DoE to build the schools
  2. Letter to DEO requesting coordination with your organization for the construction of the schools
7. Letter from DEO to District Development Committee (DDC) District Headquarter Submit DoE’s letter and a copy of the MoU and request a letter to the DDC to provide necessary approvals to construct the school(s). Letter to DDC
8. Recommendation for extension of work area District Headquarter If the district is not in your organization’s work area, you will need to get extension of work area in the district from the District Administration Office (DAO) Letter from DDC to the DAO to extend work area in the district
9. Extension of work area District Headquarter Apply for work area extension at DAO with the following:

  1. Request letter
  2. Organization’s registration and bylaws
  3. DDC’s recommendation letter
Letter from DAO to DDC recommending the extension of work area
10. DDC’s recommendation to Social Welfare Council District Headquarter Submit documents to DDC:

  1. Letter from DEO
  2. MoU with DoE
  3. Organization’s registration and bylaws
  4. Detailed work plan
  5. Request letter for recommendation to Social Welfare Council (SWC)
Recommendation letter from DDC to SWC for the project
11. Approval from SWC Kathmandu Apply for approval from SWC with the following documents:

  1. Detailed work plan
  2. MoU with DoE
  3. Organization’s registration and bylaws
  4. DDC’s recommendation letter
  5. School building design
  6. Funding source detail with signed agreement
  7. Cost estimation certified by an engineering firm
Approval from SWC for the project
12. Finalize school design School locations and office Prepare the following:

  1. Detailed site survey and measurement
  2. Detailed engineering design
  3. List and quantity of building materials
Final design with budget
13. DoE approval of final school design Kathmandu Get approval of building design from DoE as per school building structural design criteria Signed MoU with SMC
14. MoU with School Management Committee (SMC) Schools Sign an agreement with SMC to outlining the roles and responsibilities of various stakeholders


DoE: Department of Education

DEO: District Education Office

DDC: District Development Committee

DAO: District Administration Office

SWC: Social Welfare Council

SMC: School Management Committee



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