Documents to collect before day one
Send the joining checklist with the offer. Teachers submit ID and address proof, PAN, bank details, the PF UAN from any earlier job, degree and B.Ed certificates, the CTET or TET scorecard where applicable, experience and relieving letters, and photographs. Drivers add the driving licence with the badge for passenger vehicles and a medical fitness certificate. Staff who work around children, including ayahs, attendants and guards, add police verification. Chasing papers after joining rarely works, because the first weeks of term are the busiest of the year.
- ID, address proof, PAN and bank details
- Degree, B.Ed and CTET or TET certificates
- Experience and relieving letters
- Police verification for staff who work around children
- Driving licence, badge and fitness certificate for drivers
An induction week that fits the session
Schools that bring new teachers in three or four days before students arrive get a calmer first term. Day one covers school rules, reporting time, leave and late marks, the staff handbook and a campus walk. Day two covers the child protection policy, the POSH policy and the Internal Committee, which every workplace with 10 or more employees must constitute, and how to report a concern. Day three belongs to the subject department: the syllabus plan, the lesson plan format, the assessment pattern and the new teacher's timetable. Name a mentor from the same subject for the first term.
Probation with class observations
Teachers are commonly on probation for one year, which covers a full session and one result cycle. Plan three observations: in the first month, after the half-yearly exams and before the annual exams, each written up by the coordinator. A month before the end date, the coordinator rates the teacher and recommends confirmation, extension or release. Confirm in writing, because a teacher whose probation quietly lapses is left unsure where they stand. Support staff can be on a shorter probation, such as six months.
How to set it up in ZeniaHR
- Share the company-branded self-onboarding link or QR code with each joiner, in English, Hindi or Gujarati, to fill personal, family, bank, education and experience details.
- Set a document checklist by role: certificates for teachers, licence and fitness for drivers, and police verification for staff who work around children.
- Have HR approve, reject or ask for changes on each submission; approval creates the employee record with department, designation and reporting manager.
- In the work terms policy, set probation months by employment type, reminder days and whether a manager review is required before confirmation.
- Put the induction schedule and staff handbook on the Company Wall with acknowledgement required, then check the who-acknowledged report.
- Use Probation & Confirmation to ask the coordinator for a review rated 1 to 5 with a comment, then confirm with a letter saved to the teacher's documents.
Read more about onboarding in ZeniaHR.
Roles this applies to
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What documents does a school collect from a new teacher?
Identity and address proof, PAN, bank details and PF UAN, the teacher's degree and B.Ed certificates, a TET or CTET scorecard if your board or management asks for one, experience and relieving letters from the previous school, and photographs. Collect them before the joining date, check the originals, and keep copies on the teacher's file for inspections and affiliation visits.
How long is probation for a school teacher?
Many schools keep teachers on probation for one year, so that the review covers a full session with one half-yearly and one annual exam. Support staff often have a shorter period, such as six months. State the period in the appointment letter, review before it ends, and confirm or extend it in writing.
Is police verification needed for school staff?
In practice, yes, for staff who work around children. Most schools ask for police verification of drivers, conductors, bus attendants, ayahs and guards, and many extend it to every employee. Check what your board, state and management expect, start the process before joining, and keep the certificate on file with a renewal date.