Roles and Responsibilities
3.2.1 Country Director.
a) He is the overall in
charge of all the schools in the Country.
b) He is the custodian of
all the schools finances in the Country.
c) He is the link between
the school and the AMA Head office in Kuwait.
d) He approves the schools
budget in consultation with EDO.
e) Consults with the
director of Education Development Office on matters of school development.
f) Attend all Board of
Management Meetings of the school.
3.2.2 Education Development Office
·
Advice the
Country Director on the government policies on education standards and
requirements.
·
Implement policies of the organization.
·
Plan, organize and coordinate academic
programs in the schools.
·
Carry out
needs assessment for the schools and ensure that all the needs are availed in
time by communicating to the director.
·
Submit
reports to the country director and EDO (Kuwait).
·
Create
and maintain a data base for all staff and students.
·
Together
with the Principals, Draw independent budgets for each school and oversee the
implementation.
·
Work
closely with the principals of the schools and ensure that the curriculum is
implemented and a proper evaluation system is in place for the students.
·
Organize training and in-service programs for
the staff and principals.
·
Carry out
appraisal for the Principals and other staff.
NOTE: To achieve the above EDO officers will visit
each school for a week every alternating months and do assessment and submit a
report to the Country Director, EDO office (at headquarters), school Board, and
Principal .
3.2.3 Board of Management.
Ø
Direct aid shall entrust the management of its schools to a Board of
Management.
Ø
Education Development
Office shall draw members of this BOM .
Ø
The Members shall be
constituted according to the laid down requirements of the Education basic Act
No.14 of 2013.
Ø
The BOM shall meet once a
term.
Ø
The BOM may be paid some
allowance to facilitate their travel.
Ø
The following shall by
virtue of their office attend all meetings; The Country Director, EDO
officials.
The responsibilities of
the Board of Management shall be;
·
To manage the schools on behalf of Direct Aid
·
Promote school culture of dialogue and participatory good governance.
·
Promote the spirit of cohesion, integration of peace, tolerance,
inclusion, elimination of hate speech and elimination of negative ethnicity at
the institution.
·
Allow a reasonable use of facilities of institution for community social
and other lawful purposes, subject to such reasonable and equitable conditions
as it may determine including charging fees.
·
Encourage the learning institution to promote voluntary work such as
Islamic propagation, community services, farming etc
·
Administer and manage the resources of the institutions.
·
Receive, collect and account for any funds accruing to the institution.
·
Recruit, employ, terminate and remunerate staff as may be required.
·
Perform any other functions as may be provided in law for a school BOM.
·
Advice Direct Aid on development of the school.
·
Provide for welfare and observe human rights and ensure safety and
security of workers.
·
Handle discipline cases of both staff and students.
·
Promote the image of the school.
·
Enhance a culture of transparency and accountability
3.2.4 Role
of Principal.
As a Principal
he/she will be required to perform various duties which are of three kinds:
administrative, pedagogical and socio- cultural.
§
Administrative:
v Setting
up committees,
v Attending
and chairing meetings,
v Attending
to files and mail,
v Organizing
work,
v Preparing
administrative, academic
and financial reports monthly ,
v Supervising
staff and administration of personnel matters,
v Administration
of student matters,
v Organization
of examinations and enforcement of its Rules and Regulations as required by
KNEC,
v Management
of human, financial, material and infrastructural resources, etc.
§
Pedagogical:
v
Controlling the implementation of
the curriculum,
v
Planning, organizing and
monitoring of teaching and learning and other educational activities in and out
of the class.
v
Managing learning resources to
ensure the quality of education is imparted in school.
v
Complete the rubrics for
assessment of academic programmes.
v
Approve the schemes to be used by
signing on it.
§
Socio-cultural:
v Promoting
health and safety standards,
v Provide
conducive learning environment,
v Promoting
culture and social values at school,
v Developing
partnership with the community.
Among the numerous responsibilities, the
following need to be underlined:
·
S/He is the first quality
assurance person in the school.
·
To ensure that the main activity of
teaching and learning takes place effectively in the class and school through
attending/observing lessons of teachers in class.
·
He/she MUST teach at least 8
lessons per week.
·
To ensure the rule of discipline
within the school,
·
To plan and implement strategies
for school improvement
·
To ensure the security and safety
of all staff and students at both school and externally organized school
activities.
·
To ensure the maintenance and
upkeep of the school building and premises
·
To ensure the security and safety
of all assets and equipment at school
·
To manage and supervise the staff
working under him, ensuring that they are aware of and abide by official
instructions
·
To make optimal use of all
resources allocated to the school
(Note ) 1. The head
should always consult with EDO.
2. Learners
being central to the schools mission, the principal, as often as required shall
consult them and enlist their participation for effective running of the
school.
3.2.5 Role
of Deputy Principal.
The duty of the deputy principal shall include the
following:
·
Deputize the Principal and act in his/her absence
·
Chair the disciplinary committee and enforce
discipline
·
Shall record
and keep all discipline cases in the Discipline Book.
·
Shall be in charge of the Students council
·
To be the link between the staff and the Principal
·
To give individual attention to students needs
·
To help in organizing academic and non academic
activities
·
To assist in preparing out term reports
·
To teach a minimum of 14 lessons per week.
·
Shall be the secretary to staff meetings.
·
Prepare the school routine and supervise its
implementation.
·
Shall be the
custodian of the Discipline Book, Occurrence book.(O.B) and Minutes of the
Students council meetings
3.2.6 Role of Director of Studies
·
Shall prepare the teaching and examination
timetable.
·
Shall ensure that all teachers have prepared
schemes, lesson plans, and subject record of work book and progress record of
the students through the HODs.
·
Shall approve
the schemes of work used by the subject teacher before the term begins.
·
Shall help in the organization and conducting of
internal examinations.
·
Shall make arrangements for replacement of absent
teachers.
·
Together with HODs shall ensure that teachers have
the right subject load combinations.
·
Shall ensure that the time table has all subject
lessons as stipulated by the syllabus.
·
Shall collect
from H.O.Ds the following documents at the end of every Mid and end term
breaks: - Mark books, Records of works and class registers.
3.2.7 School
Heads of Departments and Committees
Ø The School shall have 4
academic HODs and 4 Non Academic HODs
Ø The principal shall
appoint HODs and set up any necessary committees.
3.2.8 Heads
of Department
v Academic HODs
1. Mathematics &
Technical.
2. Languages.
3. Science.
4. Humanities.
v Non Academic HODs
1. Boarding.
2. Co-curricular Activities.
3. Guidance and Counseling
4. Tarbiya
Academic HOD
roles are as follows;
a)
Setting the
weekly teaching load for members of their department.
b)
Ensure that
every teacher in their department has prepared the schemes of work, lesson
notes, and subject Record of work and student’s progress record.
c)
Check and approve
the schemes of work before its used and ensure that every teacher in the
department has a copy.
d)
Ensure that
the syllabus is covered in on time.
e)
Together with
the members set targets in each subject for the term.
f)
Coordinate
with DOS in processing of the exams by their members.
g)
Have
Departmental meeting with minutes written at least twice a term.
h)
Brief the
Principal on the progress of the department in terms of syllabus coverage, and
student’s progress. Every end of the month.
3.2.9 Disciplinary Committee.
Ø This committee shall be
chaired by the Deputy Principal
Ø It shall have 4 members
drawn from the teachers and may co-opt the Tarbiya teacher.
Ø No mass punishment shall
be allowed
Ø Discipline cases shall be
treated at an individual level with fairness.
Ø Corporal punishment shall
NOT be used as form of Punishment.
Ø
No punishment shall be carried out during class time and shall be supervised by a teacher.
Ø
There shall be a
discipline book that shall indicate: name, class, offence committed, date and
warnings given or other actions taken.(see appendix)
The role of disciplinary committee shall
include;
a) It shall listen to,
investigate and give recommendations on any discipline matter regarding the
students.
b) Administer the punishment
as set out by the school.
3.2.10 Guidance
and Counseling.
This committee shall have
at least 3 members and should not be drawn from the disciplinary committee. Its
role shall include;
a) Come up with a calendar
of events/work plan.
b) Help any students in need
of academic, social and emotional assistance.
c) Meet with classroom
teachers to discuss student challenges.
d) Monitor and review
progress of any student referred to the G&C.
e) File all necessary paper
work
f) Guide students on subject
choices and organize Career programs for the students
3.2.11 Role of the Class Teacher
He/ She must
·
Teach that
class.
·
Be a good
role model.
·
Provide a safe environment in accordance with the
safety and security standards policy.
·
Maintain a class Mark book.
·
Monitor, evaluate and report students progress in
key learning areas.
·
Set and Implement strategies to achieve targets
related to students learning outcomes
·
Maintain records of class attendance and students
progress
·
Encourage positive competition among the learners.
·
Marshall students during interclass competition e.g
games in view of boosting their team spirit
·
Know all students by name ,background, their
strength and weaknesses in order to help them improve
·
Continuously guide and counsel the class and individuals.
·
Coordinate class meetings, record and report the
outcomes.
·
Enhance communication with parents/guardians in
order to promote educational standards in the school/class.
·
Monitor the state of the facilities of the
classroom.
3.2.12 Role of the subject Teacher.
The teacher shall be required to;
·
Have the following prepared : schemes of work,
lesson plans, subject record of Work Covered and progress record of students
·
Attend to their lessons diligently
·
Maintain discipline inside the classroom.
·
Keep a record of all students who absent themselves
from his/her class.
·
Use teaching aids when delivering the curriculum.
·
Conduct examination and mark scripts within set
deadlines.
·
Give notes to students and mark their exercise
books.
·
Carry out continuous assessment.
·
Conduct remedial classes.
·
Organize and participate in co- curricular
activities
·
Assist the school administration in attending to
discipline.
·
Ensure the overall development of the
students-intellectual, emotional and moral.
·
Ensure that the desks are arranged in a manner that
facilitates easy and orderly movement of teacher and learners in the classroom.
3.2.13 The Teacher on Duty.(TOD)
·
There shall be two teachers on Duty every week.
·
There Duty begins on Monday and end on Sunday.
·
There shall be a meeting between the outgoing T.O.D
and the incoming T.O.D every Monday morning with the Deputy overseeing the
handing over.
·
The T.O.D shall write a report of the day in the
Occurrence Book (OB) daily.
·
The O.B shall indicate the Day, Date and Name of the
T.O.Ds and the important occurrence of the day.
·
The T.O.D shall have two members of the students
governing council to assist in the day to day running of the school.
·
T.O.Ds shall take all their meals with the students.
·
The T.O.Ds shall ensure that students keep time in
all their activities of the week.
3.2.14 The
Students Governing Council.
·
The School
shall have a students’ council headed by a head boy/girl.
·
The head
boy/girl shall have a deputy.
·
Each House
shall have a House Captain.
The School Electoral Board
ü The School shall have a
School Electoral Board (SEB) comprised:
Patron – Principal
Chairperson – Deputy Principal
Commissioners – Class teachers from each stream.
Observer
– PTA member
— The SEB shall vet the
applicants and publish the names of the successful candidates.
— The list of the nominees
shall be displayed on the school notice board.
— This shall mark the beginning
of campaign period which shall be a maximum of seven days.
— The SEB should come up
with rules and regulations to govern the campaign to ensure a level playing
ground.
— On the seventh day
of the campaign period the SEB shall organize a students’ open debate forum.
The participants will include nominees for the President, deputy president and
the speaker.
— The elections will be
held the day immediately after the debate.
— The election shall be by
secret ballot.
— The Deputy Principal, who
is the chairman of the SEB shall be the Chief Returning Officer and will
announce the results.
— After the election, the
Council shall be trained, mentored and prepared for their roles and given clear
consistent instructions on how to perform their work.
The
role of the Students Governing Council shall be:
— To enhance communication between students, management staff and parents
— To create a stronger relationship between the students and staff.
— To promote an environment conducive to educational and personal
development
— To promote friendship, relations, negotiation and respect among students.
— To support the management and staff in the holistic development of
schools
3.3 The
School Bursar.
His /Her role shall include the following;
a) Report to the principal.
b) Help the principal and
his team drafts the proposed budget.
c) Collect the bank slips
for fee and follow up with unpaid fees.
d) Keep all the financial
records of the school.
e)
Keep a record
of all the assets of the school and assign codes for each.
f) Facilitate repair and
maintenance of the school facilities.
g) Prepare a financial
report end of every month and submit to the principal.
3.3.1 The
Secretary.
Her duty shall include;
a) Receiving and directing
visitors in the school
b) Maintain a good filing
system for the school official documents.
c) Keep and update all
students’ files with the required documents.
d) Type exams and maintain
confidentiality of all the schools communications.
e) Keep the register for the
teaching staff attendance.
3.4 Support Staff:
The support staff plays a
crucial role in the school. If well organized they make the running of the
school program easy. Otherwise they may affect the running of the school programs.
Their contact with students should be closely monitored. They should NOT be
allowed to give students access to their phones. They should be in uniform
while on duty.
These include;
3.4.1
Matron/House Master
Duties;
ü Reports to the Boarding
Master.
ü Assist the boarding
master in the hostels
ü Ensures cleanliness is
maintained in the hostels
ü Maintains discipline in
the dorm.
ü Assesses the needs of the
Hostels and reports any R&M requirements.
ü Keep a record of all
assets available in the hostels.
ü Control waking and
sleeping time.
ü Have a weekly meeting
with members of his house.
3.4.2
Clinical
Staff:
Duties;
ü Report to the deputy;
ü Attend to all sick
students;
ü Advice the Boarding
Master on any referral cases.
ü Prepare medical
requirements
ü Keep a proper data base
and record of all treatments,
ü Keep and maintain a
record of all the assets in the dispensary.
ü Advice the School on the
diet of the school.
The medical staff shall not call parents or allow students to call
parents in case of emergency.
3.4.3
Cooks
Duties;
ü Report to the Bursar
ü Maintain cleanliness in
the kitchen and Dining Hall
ü Prepare meals and serve
on time.
ü Maintain the records of all food stuff going in and out of the store.
3.4.4
Cleaners;
Duties:
ü Report to the School Bursar
ü Maintain cleanliness all
around the school and washrooms.
ü Make requisitions and
keep record of the cleaning materials in his/her custody.
3.4.5
Security personnel:
·
The schools
shall have both night and day security.
·
Any applicant
for security shall be required to produce a certificate of Good Conduct before
employment.
This team shall have a head of security whose duties shall be to:
ü Report to the Bursar
ü Secure the school by
moving around the compound
ü Man the gate of the
school by registering all
persons going in and out of the school.
ü Make requisition and keep
record for the security tools of the school.
ü Maintain a register of
all the support staff attendance.
3.4.6
Farm workers
Duties;
ü Report to the school bursar.
ü Manage the farm.
ü Keep records of all the inputs and outputs of the farm.
3.4.7
Gardeners.
Duties:
ü Report to the school bursar
ü Maintain the Garden
ü Keep record of all the tools in their custody.
4.0 EDUCATIONAL POLICIES
4.1 Curriculum policies
— The
schools shall offer 8.4.4 system of education and uphold any changes in
curriculum as brought forth by the government
— The
compulsory Subjects shall include :English, Kiswahili, Mathematics,
Chemistry, IRE
— The
Elective subjects shall include: Biology, Physics, History, Geography,
Business studies, Computer studies, Arabic, Home science etc.
|
CLUSTER A
|
CODE
|
CLUSTER B
|
CODE
|
CLUSTER C
|
CODE
|
|
English
|
101
|
English
|
101
|
English
|
101
|
|
Kiswahili
|
102
|
Kiswahili
|
102
|
Kiswahili
|
102
|
|
Maths
|
121
|
Maths
|
121
|
Maths
|
121
|
|
Chemistry
|
233
|
Chemistry
|
233
|
Chemistry
|
233
|
|
IRE
|
314
|
IRE
|
314
|
IRE
|
314
|
|
BIOLOGY
|
231
|
BIOLOGY
|
231
|
PHYSICS
|
232
|
|
GEOGRAPHY/HISTORY
|
312/311
|
PHYSICS
|
232
|
GEOGRAPHY/HISTORY
|
312/311
|
|
ARABIC/BUSINESS
STUDIES/COMPUTER STUDIES/HOMESCIENCE
|
503,445,565,
441
|
ARABIC/BUSINESS
STUDIES/COMPUTER STUDIES/HOMESCIENCE
|
503,445,
565
,441
|
ARABIC/BUSINESS
STUDIES/COMPUTER STUDIES/HOMESCIENCE
|
503,445,565,
441
|
— Subjects’
selection shall be done at the end of year of form two classes according to the
Ministry of Education guidelines
— Students
shall choose subjects based on the under stated clusters
— The
school shall involve parents in subject selection process by getting their
consent after guiding their children on the subjects’ selection form based on
cluster provided.
4.2 Syllabus and Coverage
1. The
school shall avail all the four volumes of secondary syllabus as prepared by
KICD (Kenya Institute Of Curriculum Development)
2. Subject
teachers shall use the syllabus as a guide to prepare their schemes of work
which shall inform the content, objectives and teaching methodology of the
lesson plan
3. Subject
teachers shall ensure that there is no backlog in syllabus coverage by the end
of the year.
4.3 Time –Table and Lesson Allocation
1. The
school shall have a master-timetable in
place at all given times
2. The
timetable shall be prepared by a committee that includes:
a) Deputy Principal -
Chairman
b)
Dean of studies - Member
c) Heads of departments - Members;
Who will enforce guidelines stipulated
by Ministry of Education on the same.
3. The
subject allocations as per the Ministry of Education guidelines are as follows
|
SUBJECT
|
NO.OF LESSONS PER WEEK F1 AND 2
|
NO.OF LESSONS PER WEEK F1 AND 4
|
|
ENGLISH
|
6
|
8
|
|
KISWAHILI
|
5
|
6
|
|
MATHS
|
6
|
7
|
|
CHEMISTRY
|
4
|
5
|
|
BIOLOGY
|
4
|
5
|
|
PHYSICS
|
4
|
5
|
|
GEOGRAPHY
|
3
|
4
|
|
HISTORY
|
3
|
4
|
|
IRE
|
3
|
4
|
|
BUSINESS STUDIES
|
3
|
4
|
|
COMPUTER STUDIES
|
3
|
4
|
|
ARABIC
|
3
|
4
|
|
TOTAL
|
47
|
60
|
Subject teachers shall have a number of
lessons according to the Curriculum Based Establishment (C.B.E)
All subject teachers shall punctually
attend to all lessons allocated to them and in the event of absence make up for
the lessons.
4.4 Teaching Process
All subject teachers shall be required
to:
·
Have a lesson
plan, lesson notes and learning resources when going to class.
·
To have a record
of attendance of students for the lesson.
·
To vary their
teaching methods and incline towards learner-centered approaches to enhance
learning.
·
To give follow
up activities to give feedback to the learning process; checking, marking,
correcting and guide learners appropriately.
·
To undertake
lesson study to enhance delivery of the content through sharing.
4.5 Learning Support Programme
·
The school shall
prepare and plan to take students for academic symposium, contests, debates,
science and engineering fair, bench marking and academic trip periodically.
·
The school shall set up a budget for these support
programs.
·
As part of
the Learning Support Programs ,the following events shall take place in the
school every year
1.
Academic
Clinics for each class where parents come and meet with teachers to review
their children’s progress
·
Parents/Guardians
for each shall be invited for this event.
·
All teachers
teaching that class shall attend this event.
·
Progress
record of the learners shall be prepared in advance for discussion with
parents.
·
This event
shall conclude with a meeting between parents, students and teachers.
·
Resolutions
between parents, teachers and students shall be documented and filed.
2.
Prize giving
events which should take place in April. All classes should be awarded.
3.
Quran
Competition.
4.
Islamic
Rallies.
5.
Orientation
for All form ones.
6.
Form two
subject choices.
7.
Career day
·
Shall be
organized by the Guidance and Counseling Department
·
Speakers from
different professions shall be invited to talk.
·
Learners
shall be guided on the academic requirements for each profession.
·
Leaflets
shall be distributed to students stipulating the careers available in the
market.
4.6 Teaching and Learning Resources
·
The school shall
provide the required teaching and learning resources promptly.
·
The school shall
ensure quality of teaching and learning resources which include furniture,
chemicals and apparatus
·
The school shall
provide course-book, reference materials and class readers approved by Kenya
Institute of Curriculum Development and enlisted in the Orange book.
·
Subject teachers
shall use and maintain teaching and learning resources.
4.7 Evaluation
Ø Subject
teachers shall set exams based on specific objectives provided for in the
syllabus
The following process shall be adapted
with regards to assessment
a) Pool setting
of exams based on Bloom’s taxonomy
b) Moderation of
the exams
c) Pool marking/conveyor
belt of student’s scripts
d) Reporting
Ø Pooling
setting shall entail subject teachers to agree on scope of exams, marks
allocation, levels of testing and development of a marking scheme.
Ø Moderation
of exams and marking scheme shall entail cross checking the quality and
standard of exams with regards to the set criteria.
Ø Pool
marking/conveyor belt marking shall entail co-ordination of the marking scheme
and marking of learners scripts by a team of subject teachers. No student
scripts shall be entirely marked by single teacher.
Ø Subject
teachers shall be required to adhere/ respect set deadline with regards to
exams setting, marking, submission and entry of marks in school information
management system (SIMS)
Ø Subject
teachers shall undertake to administer formative assessment including CATS as
stipulated.(see appendix for exam policy)
Ø Any
form of exams irregularities on the part of students shall be dealt with as
provided for in the school rules and regulation and disciplinary action shall
be taken on any teacher who engages in the same.
Ø All
subject teachers and students shall work towards attaining their set targets.
Ø The
school shall organize for annual academic clinics for every class to provide an
opportunity for teachers, students and parents to deliberate on academic issues
and general welfare of the student
Ø The
school shall have an appraisal mechanism aimed to strengthen accountability and
enhance good practice and performance.
4.8 Quality and Standards Assurance
1. The
following activities shall encompass internal quality and standard assurance
a)
Approval of
schemes of work for the whole year
b)
Lesson
observation by DOS , Deputy and Principal
c)
Checking records
of work covered weekly by HOD, Deputy
and fortnightly by principal
d)
Checking of
progress records
e)
Checking of
class attendance register on a weekly basis by Deputy Principal.
f)
Students Note
Books inspection by DOS and Deputy fortnightly
and termly by principal
g)
Checking of
lesson attendance sheet daily by DOS and Deputy Principal.
h)
The Principal
shall deal with missed lessons and compensation of the same.
2. The
quality and standard assurance team shall keep records on the affirmation and
present to Education Development Office.
3. The
school shall make initiatives to invite the directorate of quality assurance in
liaison with Sub County or county education office annually for assessment
aimed at continuous improvement.
4.8.1 Schemes:
1.
All schemes shall be ready before any term begins.
2.
All schemes shall be approved by the Administration
before being used
3.
All teachers shall have a copy of his/her subject scheme.
4.
The scheme of work must have the following columns;
a)
Week……………….…….Indicate the week.
b)
Lesson…………….……...Indicate the lesson(s).
c)
Topic……………………..Should be written as in the syllabus.
d)
Sub Topic………………...Indicate the subtopics as in the
syllabus.
e)
Objectives………………..Each subtopic must have an objective as
in the syllabus.
f)
Learning Activities……....how learning took place.
g)
Learning Resources. …….Resources used by the teacher.
h)
Reference… ……………..Text books used and page where content
was retrieved.
i)
Remarks…………………..How the learning took place.
5.
All the above shall be filled. Remark column MUST be
filled after the lesson is covered. It should not have the words “DONE” or
“COVERED”.
6.
Any content NOT COVERED in the previous class shall be
included in the scheme for the next class.
7.
After every TOPIC a CAT should be done and indicated in
the scheme.
4.8.2 Record of work.
This
is an important document. It shows the content covered in each subject by each
class through the four year course. It’s extracted from the scheme of work.
RECORD
OF WORK shall have the following content/columns;
a) WEEK
b) Lesson/Date
c) Topic and Sub-Topic
d) Signature
1.
All classes shall have one record of work book from form
1 to form 4 for each subject.
2.
Teacher shall record the content taught as indicated in
the syllabus.
3.
Teachers teaching the same stream must record work
covered in the same page to monitor content covered.
4.8.3 Students notes;
1.
Teachers shall give NOTES to the students.
2.
Teachers shall mark the notes of the students for each
topic taught.
3.
The tick shall be in the MARGIN of the exercise book.
4.
Shall be Signed and date indicated.
5.
Students work shall have ;
Ø Each Topic in a new page.
Ø Topic and subtopic shall be underlined.
Ø Each lesson shall have a date.
4.9 Co- Curriculum Policies
Ø The
school shall provide facilities such as extra rooms, sports fields,
agricultural land, and resources for the co-curricular activities to run
smoothly.
Ø Patrons
shall make plans for their activities at least a fortnight before to allow easy
facilitation of the same.
Ø Heads
of the co-curricular department shall make a termly plan at the end of the
previous term in liaison with the patrons of the clubs/societies and teams. Co-
curricular activities shall be monitored closely to ensure that Islamic morals
are upheld and education objectives achieved apart from being recreational
opportunities for the learners.
Ø The
school shall participate in the county co-curricular activities apart from
those that inhibit the upholding of the religious values in the learners.
Ø The
Trainer and the trainee (learner) shall be of the same sex.
Ø The
school shall facilitate the presence of the following clubs and societies:
4.9.1 Games/Clubs
Ø Games
activities shall include: Football, athletics, volleyball, netball, handball and
others.
Ø Societies
shall include: Islamic,charity/voluntary services and Red Cross.
Ø Clubs
shall include: environmental, wildlife, SCADA, Art, cooking, junior achievers,
chess, debate, Drama, science, math and peer counseling
Ø Teachers
shall be allocated an area of their interest to give guidance and mentorship in
one or more co-curricular activities
Ø All
learners shall subscribe to at least one club and a certain sport of their
liking
Ø The
school daily routine shall have enough time allocated for the clubs and the
sports for the learners’ development in the same.
Ø Games
attire shall be worn during PE lessons, games time and sports day as arranged
by the school.
Ø The
schools shall make arrangement to have interschool tournaments to ensure the
learners are well exposed in that area.
4.9.2 Rallies
The school shall have conduct one
Islamic rally every year where other Muslim schools are invited,
4.9.3 Quran Competitions
Arrangement should be made for external
contests in other co- curricular activities such as debates, Quran memorization
competition, and Islamic rallies among others.
4.9.4 Drama
The schools shall participate in Drama
activities that are not in conflict with our Islamic values.
4.9.5 Scouts
Scouts shall be trained accordingly and
given opportunities to showcase their prowess during school functions and
parades.
4.9.6 Talent
The schools shall have a day for
students to exhibit their talents in acceptable activities.
4.9.7 Journalism club
Journalism club shall be facilitated by
the school to produce bulletins and read news in school functions to develop
their public speaking.
4.9.8 Tree Planting
Annual tree planting shall be planned
for by the patron of environmental club to improve the ambience of the school.
4.9.9 Community Social Responsibility
(CSR)
Social responsibility shall be planned
for at least once on annual basis for the learners to volunteer for special
activities within the community around them.
4.10 Motivation
4.10.1 Staff Motivation
A well motivated staff can go an extra mile in
achieving the goals of the organization. Some of the motivational activities
of staff
may include;
v A good pay that is higher
than the competitors.
v Annual increment of 2,500
for teachers and 1000 for support staff.
v A welfare scheme which
will be managed as follows;
STAFF BENEFIT SCHEME POLICY.
v The School will contribute
5% of the salary of the employee every month.
v The Employee will also
contribute 5% of his salary to the scheme.
v A separate savings account
will be opened and the signatories will be the Director, the Office accountant,
the Chairman of the Board and the Principal.
v On completion of 4(four)
years with the school; a staff, is
entitled to both contributions.
v Any staff leaving the
school for any reasons before the four years, then the staff will only be
entitled to his/her contribution.
v A staff may request for a
soft loan after six months of contribution.
v The Loan will not exceed
three times of the employees contribution.
v For one to qualify for the
loan, he/she must get 2 members from the staff who will act as guarantors.
v No member may guarantee for
more than his contribution.
v A committee composed of the
principal, Deputy and two members of staff will manage the account.
v Incentives after the
results of form four are announced. The incentives will be as outlined below;
REWARD
AND RETENTION OF STAFF PLAN
In
order for our schools to excel in the national examination, the teaching staff
have to work extra hard.
It
is proposed that their terms of service need to be improved to motivate them. A
flexible reward system which takes into account their relative performance in
the national exams is suggested here under:
1-
RESULT BASED ANNUAL INCREMENT
a)
An
improvement in the mean of the subject by 0.1 earns the teacher a salary
increment of Ksh. 100.
For
example, if in English, the mean improves from 5.0 – 6.0, the teacher earns a
salary increment of Ksh. 1000.
b)
If a teacher maintains a mean grade of B+ and above
in his subject, he will get an increment as follows: B+ 500, A- 1,000 and A
1,500. If he gets below C+, no increment.
2-
INSTANT CASH REWARD
A
subject teacher will be rewarded with cash prize as follows:
For
every A (plain) in the subject – Ksh 1000
For
every A (minus) – Ksh700
For
every B+ (plus) – Ksh 500
E.g.
if the Kiswahili teacher gets 2A, 3A- and 5 B+, he gets a cash reward of:
2*1000 = 2,000
3* 700 = 2,100
5* 500 = 2,500
6,600
The other teachers in the subject get cash
reward equal to 50% of the amount received by the subject teacher, e.g. Ksh.
3,300 for the example above.
3-
RESPONSIBILITY
ALLOWANCE
a-
The boarding master shall get responsibility
allowance of Ksh. 5,000, equal to that of a senior teacher.
b-
Heads of departments shall get responsibility
allowance of Ksh. 2,500
4-
The Principal, the deputy principal and the senior
teacher shall receive only instant cash reward based on the mean grades as
follows:
For
every A (plain) – 2500
For
every A (minus) 1500
For every B + (plus)
– 1,000
For example, if the school gets 1A and 5B+, the
administration members, each gets 2,500 + 5(1,000) = 7,500
Improving
the MEAN by ONE grade earns the Administrators 20,000/= to be shared by All.
Achieving
a mean grade of B+ earns the administrators a special reward to be decided by
the Board and AMA office.
4.10.2 Student Motivation
The Schools shall award the students according to the following
categories every term;
v Cleanest student
v Most improved student
v Most disciplined
v Prefect of the Term.
v Best in each subject.
v Award students based on
Grade and NOT positions. A,A-, and B+
v Educational Trips:
When organizing
educational trips, the following should be considered;
1. The trip shall be
educational.
2. The teacher concerned
shall do a report to the principal on the following;
a) Importance of the trip in relation to the curriculum
b) Cost implication of the
trip.
c) Safety of the students in
the course of the trip.
d) How discipline will be
maintained in the course of the trip.
3. The head shall pick
responsible teachers to accompany the students.
5.0 SCHOOL ADMINISTRATION POLICIES
5.1 Regulatory requirements
The principal shall have the following
regulatory/legal documents in the school and avail them on demand.
a)
The Constitution
of Kenya.
b)
The Kenya
National Examinations Council Act.
c)
The
Basic Education Act of 2013.
d)
Children’s’
Act
e)
Public
Health Act. 2010.
f)
T.S.C
Act
g)
T.S.C
code of regulations,
h)
T.S.C ethics and conduct.
i)
KICD
Act.
j)
Fire
safety compliance certificate.
k)
Basic
Education Regulations
l)
WARMA
certificate
m)
Labour
Relations act
n)
Employment
Act.
o)
NHIF
Act.
p)
NSSF
Act.
q)
HELB
Act
r)
Registration
Certificate.
s)
The
School Safety Manual
t)
Copies
of Title Deeds.
The Principal should also prepare and keep the
documents below;
i)
Admissions Register (Duly updated.)
ii)
The Log Book.
iii)
Visitors book
iv)
Major Discipline Book
v)
Minutes of BOM, PTA and both Teaching Staff and support staff meeting.
vi)
Performance Record for all Students
vii)
The following files; Handing Over, Staff
Files
viii)
Register of all KCSE certificates received and issued.
ix)
Direct Aid Policy Document.
5.2
Admission and Transfer Policy
5.2.1 Admission:
a)
School shall admit students who
meet the minimum requirements set by BOM ONLY and shall be indicated in the
application form.
b) All admitted students shall be registered in the
admission book.
c) All Students shall a UPI
d) All students shall sign against the rules and
regulations witnessed by the parent/guardians.
Admission register should always be updated and shall show;
·
Name
of the child,
·
Date
of birth,
·
Name
of parents/ guardian,
·
Class
admitted,
·
Address
of Parent/Kin
·
Indicate
completion and transfer date.
·
UPI
All
registered students must have files with the following documents;
·
Application
form
·
Admission
letter including admission check list.
·
Copy
of Birth Certificate
·
2
passport photos of child
·
Certificate
of Primary School.
·
Leaving
Certificate of Primary School
·
Medical
Report and other special needs of the student.
·
Copy
of ID/Passport of either parent.
·
Termly academic Reports.
·
Academic Commitment.
·
Signed Rules and Regulations.
·
Transfer letter for any transferee
·
Discipline Form (if any).
·
Credit Form (if any).
5.2.2
Transfer in and out of school:
·
These procedures shall abide by the Ministry of Education Procedures as
stated in their Transfer Form.
·
Will be done at the beginning of first term and term two ONLY.
·
No admission in form THREE and FOUR
·
Require progress record (report cards and previous class notes) and an
entry exam.
·
Transfer out of school can only be requested by the parent/guardian.
·
Transfer letter is issued ONLY after clearance.
5.3 School Opening and closing
Procedures
5.3.1 Opening in each term.
·
Shall be
preceded by a staff meeting
·
Teachers shall be
assigned duties to receive the learners.
·
All school
facilities shall be ready for use by the time the learners arrive.
·
All learners shall
be frisked and registered as they arrive.
·
All learners
shall report by 5pm.
·
The school shall
establish rules and regulations that shall minimize late reporting and
eventually face it out.
·
Lessons shall
start the following day by 8am.( No opening Exams).
5.3.2 Closing
·
Shall be
preceded by a meeting.
·
Ensure that all
classes, Hostels, and DH, are cleaned and desks and tables well arranged.
·
All class and
hostels shall have their doors closed.
·
Teachers shall
supervise the cleaning and closing.
·
Each teacher
shall sign against a rubric form during closing for the assigned duties.
·
There shall be a closing assembly.
·
Newsletters shall be issued to students.
·
All teachers
shall present during closing and will ONLY be allowed to leave after students
have left and all assignments submitted.
·
Stock taking of
all resources shall be done before the staff leaves.
5.4 School Rules and Regulations (Appendix)
5.5 Students Support Mechanism
ü The
school shall have the following programmes as part of the student support
mechanism
ü Tarbiya
programmes aimed at giving learners spiritual nourishment and character
building shall be made available.
ü Guidance
and counseling offered by a team of teachers who shall be trained to help
learners deal with some of the obstacles they face while in school, choose
careers wisely and fully exploit their potential
ü Motivational
speakers shall be invited occasionally and all the speakers shall be vetted
first before being allowed to speak to students. Topics of discussion may be
selected by the counseling department in liaison with the Principal
6.0 DISCIPLINE POLICY.
Direct Aid schools shall be governed by common rules and regulations.
The rules and regulations must not contravene the provisions of the
Constitution of Kenya, the Children’s Act and Islamic code of behavior. (See
appendix for detailed rules and regulations.)
6.1 Offences & Procedures
A learner shall have breached school rules and regulations if involved
in;
·
Physical fighting, bullying others, stealing, becomes a truant, cheating
in examinations, failing to attend classes, doing assignments or examinations,
is defiant or insubordinates seniors, engaging in drug trafficking or abusing
substance and committing an offence of a penal nature.
·
Learners are deemed to have participated in a strike if they take part
in; Demonstration; boycotting classes or meals, destroy school/public/private
property and invade other institutions,
·
In case of Mass
indiscipline, the principal through the BOM may declare the school closed. A
report shall be submitted to the County director of Education within two days.
6.2 Corrective and Punitive Measures (Kind
of Punishments)
·
All corrective
measures must be exhausted before a punishment is meted out on students.
6.3 Suspension
The following procedures
shall be followed when suspending a child from the school.
a)
The disciplinary
committee shall have recommended for suspension.
b)
The child’s stay shall
affect the school system.
c)
The head shall consult
with the EDO and chairman of the BOM
d)
The parent shall be
informed and advised to pick the child.
e)
A written suspension
signed by the principal shall be issued.
f)
The suspension shall be
for a maximum of two weeks.
g)
The letter shall indicate
the offence and when the parent shall report with the child.
h)
If damage was caused then
the parent shall be informed either to repair the damage or pay an equivalent
amount of money.
i)
The case shall be heard
by the executive BOM.
6.4 Exclusion
Exclusion of learners from school shall
be subject to the law and Ministry of Education
7.10 Working
Requirements
The working hours shall be set by the School Board of Management and may
vary due to particular circumstances of work or place. All employees shall
comply with the working conditions requirements and the School shall not be
liable for an act of negligence by a staff member.
Apparel
a) Protective Apparel
The apparel
which include clothing, gum boots, helmets etc
i)
Must be worn by the specified employees whilst performing their duties
and at all times.
ii)
Shall remain the property of the School
iii)
Shall be renewed by the School whenever they are worn-out or torn.
b) Uniforms
i)
These include overalls and clothing of specified colours.
ii)
These shall depend upon the type of work and will be issued in two sets.
iii)
The uniform must be worn at all times.
iv)
Employees shall maintain the uniform in a clean and decent condition.
v)
Employees shall surrender the uniform to the School when he/she ceases
to be an employee of the School.
vi)
Uniforms shall remain the property of the School at all times.
7.10.1 Drivers
(a)
All drivers must have valid driving licenses.
(b)
Every driver shall always carry their driving license while in the
course of their duties.
(c)
A driver must always drive the particular/authorized vehicle to a given
destination and back and or to any designated destination.
(d)
For drivers carrying students and/or public service vehicle, must have
valid PSV licenses.
7.10.2 Vehicles
(a)
All School vehicles shall be parked at the School compound unless
otherwise stated in the transport policy.
(b)
The keys of the vehicles shall be kept as directed by the School
management.
7.10.3 Use
of vehicles
(a)
Drivers shall always drive vehicles assigned to them and any driver
found driving a vehicle not assigned to him without authority shall be subject
to disciplinary action.
(b)
Any driver who fails to produce a written authority and /or valid
driving license at any given time shall be subjected to disciplinary action.
(c)
Except for vehicles assigned to senior management staff, no vehicle
shall travel without valid signed work ticket.
7.10.4 Reporting
Accidents
(i)
Any accident involving a School vehicle must be reported in accordance
with the Traffic Act Cap 403 Laws of Kenya.
(ii)
Any accident at place of work however slight, must be reported to the
Principal in writing.
(iii)
The Principal shall investigate
and submit a report to the Board of Management who shall sit and deliberate on
the matter.
7.10.5 Transport for Employees
(a)
Except for senior management staff and or as shall be specified or
approved, the School shall NOT provide staff with transport from home to work
and back.
(b)
Transport for official use may be made on request subject to
availability of vehicles
7.10.6 Injury compensation/payment
An employee injured/harmed while working for the School shall be
compensated and/ or paid in accordance with the provisions of the Labour Laws
of Kenya.
7.10.7 Other Conditions of Service
(a)
Conflict of Interest
No fulltime employee of the School shall engage in activities where
there is conflict of interest with his/her employment.
(b)
Financial Embarrassment
All employees shall avoid putting themselves into
financial embarrassment. An employee will be considered to be financially
embarrassed when he/she is not able to meet his/her own financial obligations.
In such situations, the Principal may deal with such cases in such a manner as
he/she may determine but within the
confines of law.
(c)
Public Statements
No staff member is authorized to issue Public
statements on behalf of the School unless with express authority from the
Principal.
(d)
Confidentiality
Staff members are prohibited from disclosing any
confidential information or document concerning the affairs of the School,
members of staff or students. Any
disclosure of confidential material of the School, members of staff or students
shall only be with the express authority of the Principal.
The employee shall not disclose any confidential
information even when information has since leaked.
7.10.8 Leaving School Employment
A member of staff may cease or
leave School Employment through;
(a) Termination of contract of service
This shall apply in accordance with provisions on
termination as contained in these terms of service and in the letter of
appointment but subject to the labour laws of Kenya.
(b) Redundancy or layout of employees
Layout of
workers/employees due to redundancy in the School shall be carried out in
accordance with the provision of the labour laws in Kenya or the policy of the
government in the force for the time being. Any employee declared redundant
shall be paid his dues in accordance with the provisions of Employment Act,
2007 as amended from time to time.
(c) Retirement
i)
Retirement age at the School for all staff shall be sixty (60) years.
ii) An employee shall be called upon to retire from the
service of the School on reaching the retirement age, unless he/she is
contracted to work at the discretion of the School.
iii)
Pre-mature retirement
§ An employee may retire on basis of doctors medical
report or.
§ By the employer on the ground of ill health or
otherwise.
iv) An employee whose contract is not renewed for various
reasons may be paid his/her retirement contract as stipulated in RBA
guidelines.
v) Where a dispute arises on early retirement due to
ill-health, the School shall appoint a medical Doctor to give a medical opinion
on the matter.
vi) Where there is a disagreement on the medical
opinion of the doctor appointed by the School, the matter shall be referred to
the labour commissioner, who may appoint a medical board/officer to provide a
report, whose outcome shall be final.
vii) Retiring
staff members shall be paid his or her terminal benefits depending on the terms
of service as stipulated in the letter of appointment and terms of service
described elsewhere in this document.
7.10.8 Surrendering
Property of the School on Leaving Service
(a)
All staff members on leaving the service of the School shall surrender
all School property in their custody and or entrusted to them. A staff member leaving School service will
not be paid any dues unless they return to the School all property of the
School given to them in their course of service.
(b)
A staff clearance form must be completed by all staff leaving employment
with the School on or before the last day of employment.
(c)
An employee leaving service shall pay for any of property/items damaged
or lost failure to which the same shall be deducted from his/her terminal dues
excluding funds prohibited under the provisions of Retirement Benefits
Authority (RBA).
(d)
An employee leaving the service of the School shall only be paid his/her
dues on discharge from employment if he/she has the clearance certificate duly
signed as prescribed.
7.10.9 Clearance
Certificate and Long Service Awards
(a) A staff member leaving School service shall be
issued with a clearance Certificate duly signed in accordance with the laid
down procedures.
(b)
The School shall give service awards for long
service and exemplary performance.
(c) Eligibility
i)
It shall be served when a member of staff who has served the School for
a long time leaves.
ii)
Long service shall imply anyone who has completed at least one contract
of service or retired after serving the School.
(d) Awarding ceremony
An award giving ceremony shall be arranged by the School through a
formed committee coordinated by the Principal for purposes of giving the award
stated above.
7.10.10 Certificate
of Service
A staff member who has served the School for a period of more than four
consecutive weeks shall be issued with a certificate of service upon
termination of service.
7.10.11 Testimonial
and/or Confidential Reference
A testimonial or confidential reference may be issued by the School on
request of the employee in writing or request by a prospective employer.
7.10.12 identifying the needs for career
development
The needs for career development shall be identified for career
development plans derived from staff performance appraisals.
7.10.13 Staff
seminars and workshops
The workshops and/or seminars will be either internal or external type
of staff development. They shall be planned and coordinated by the office of the
Principal
7.10.14 Long
term staffing training programs
(a) Training- the long term staff training programs
shall involve:
Training staff in areas where skills and
expertise in the labour market is scarce.
(b) Staffing attainability and sustainability
(i.)
Staff training attainability for long term programs may require the
School to source scholarships, studentships and fellowships to support them.
(ii.)
In order to sustain the level of staffing, the School shall institute
the bonding systems for its staff that go for training and exchange programs
where applicable.
7.11 Staff
Bereavement/Benevolent Association- Funeral Assistance
(a)
The School shall extend its support in the event of the death of its
employee and his/her parent, child or spouse.
7.12 Regulations Governing Discipline of Staff
All School staff shall promote and uphold
i)
Good working relations and team-work
ii) Code of ethics and professionalism
iii) High sense of duty and excellence
iv) Honest dealings between and among members of staff
v) Innovativeness and creativity
vi) Appropriate utilization of School resources
7.12.1 Performance Evaluation and Monitoring
(a.)
Performance evaluations and control of staff shall be done by the
respective HODs in liaison with quality control assurance by the Principal in
the School.
(b.)
Develop appropriate instruments for the evaluation, monitoring and
appraisal of staff performance.
7.12.2 Offences
by Staff which Necessitates Disciplinary Action.
The following shall, among others, constitute offences subject to
disciplinary action:
i)
Absenteeism from designated place of work.
ii)
Late coming to places required.
iii)
Maintaining poor work performance
and performing below standards
iv)
Persistent disregard to safety precautions
v)
Obstructing work of other employee.
vi)
Sexual harassment of staff or students.
vii)
Committing acts of dishonesty at work such as soliciting for bribes and
corruption
viii) Using abusive or insulting language to his/her
fellow employee or boss.
ix)
Being sentenced and imprisonment lawfully or otherwise for more than
fourteen days.
x)
Failing to comply with instructions, regulations, without sufficient
reason (s).
xi)
Incapacitating one for duty by indulging in any stimulant, such as
alcohol, smoking, intoxicating drugs (Heroin, Cocaine, khat (miraa), shisha
etc.
xii)
Disclosing or misappropriating of funds of the School or any other
property.
xiii) False work records resulting into corruption.
xiv) Stealing and/or theft of School property.
xv)
Loss of School property.
xvi) Incitement of staff or students
xvii) Disclosure of School’s, member of staff and
students confidential information under the control and custody of the school
7.12.3 Disciplinary
Processes
Disciplinary action for the above offences shall be taken in accordance
with the laid down procedures in respect of the staff involved. As a cardinal
rule, before meting out any disciplinary action against any member of staff by
written warning, suspension and/or interdiction, due process must followed by
giving the employee a chance to respond to any allegations in writing and oral
hearing where appropriate.
In case of termination of any staff on grounds of misconduct, poor
performance, physical incapacity or any other justifiable legal reason
including but not limited to summary dismissal, the School shall hear and
consider any representations by the employee on the complaints in the presence
of a representative of the employee or another employee of his/her choice
present during the explanation if he/she so desires consistent with section 41
of the Employment Act 2017 and any amendments thereto.
7.12.4 Staff Disciplinary
Committees
(a) Senior staff disciplinary committee
This committee shall deal with offences committed by senior staff from
the ranks to be determined by the School Board of Management. The committee
shall comprise :
(i)
Executive BoM members
(ii)
School’s Board of Management members
7.12.5 Penalties for Disciplinary
Offences
(a) Warning
(i)
First Offence: A verbal warning -to be noted in the staff’s personal
file.
(ii)
Second warning and Third and final warning for subsequent offence shall
be in writing
(iii)
Copies of the written warnings to be put in the employee personal file.
(iv)
Any member of staff shall be liable for dismissal after the appropriate
disciplinary warnings but in conformity with the labour laws of Kenya..
(v)
An employee who after prior warnings completes more than one calendar
year without any further warning may have his/her warnings cancelled.
(vi)
An employee who has been given a written warning has a right to appeal
in writing to the Principal within 48 hours.
(vii)
The employee may further appeal to the Board of Management with seven
(7) days of the first appeal to the Principal
(viii)
Any offending employee shall be given an opportunity to be heard by the
relevant disciplinary committee/organ.
(b)
Suspension
Where an employee has been found guilty of an act of commission or
commission incompatible with his/her duties, he or she shall be suspended.
During suspension; such employee shall be investigated and shall be entitled to
half pay:
(i)
If found not guilty, he/she shall be:
-
reinstated
-
Entitled to receive full pay for all the period of suspension.
(ii)
If found guilty shall be:
-
dismissed
-
lose all the other pay entitled
during suspension
(c)
Interdiction
(i) The PRINCIPAL in consultation with the Executive
BoM and the Board of Management and on recommendation by HOD may interdict an
employee.
(ii) Any interdiction of an employee may lead to dismissal
or prosecution in court of law.
(iii) If not dismissed, his/her salary shall be restored
(iv) If any punishment other than dismissal is incurred,
the employee may be refunded his/her part of salary or as the management may
decide.
(d)
Summary dismissal
(i)
Summary dismissal shall take place when the management terminates the
employment of an employee without notice or with less notice than that to which
the employee is entitled under the labour laws.
(ii)
The School may dismiss an employee summarily when they have by their
conductindicated that they have fundamentally breached their obligations
arising under the contract of service.
(iii)
Any of the following matters may amount to gross misconduct so as to
justify the summary dismissal of an employee for lawful cause:-
a) If without leave or other lawful cause, an employee
absents himself/herself from the place properly appointed for the performance
of his/her work;
b) If during working hours, by becoming or being
intoxicated, an employee renders himself/herself unwilling or incapable to
perform his/her/ work properly.
c) If an employee willfully neglects to perform any
work which it was his/her duty to
perform, or if he/she carelessly and improperly performs any work which
from its nature was his/her duty, under his/her contract, to have performed
carefully and properly;
d) If an employee uses abusive or insulting language,
or behaves in a manner insulting, to his/her employer or to a person placed in
authority over him/her by his/her employer;
e) If an employee knowingly fails, or refuses, to obey
lawful and proper instructions, which it was within the scope of their duty to
obey, issued by their employer or a person placed in authority over them by the
employer.
f) If in the lawful exercise of any power of arrest
given by or under any written law, an employee is arrested for a cognizable
offence punishable by imprisonment and is not within fourteen days either
released on bail or on bond or otherwise lawfully set at liberty; or
g) If an employee commits, or on reasonable and
sufficient grounds is suspected of having committed a criminal offence against
or to the substantial detriment to the School or the School’s property.
h) Improperly discloses any information regarding the
affairs of the School to any unauthorized person.
i)
If an employee directly or indirectly during their employment with the
School engages or is involved in any other employment or business in conflict
with the interest of the School.
j) Fails to disclose any personal interest in any
business transaction of the School with which he/she is concerned.
k) Exerts undue influence on a member of management or
any other person outside the School with a view to winning favours, advancement
in the service of the School or for intervention on their behalf on any matter
affecting their employment.
7.12.6 Surcharge
(a) An
employee shall be liable for
surcharge if she/he is personally responsible for;
(i)
Any improper payment of School’s funds
(ii)
Shortage or misappropriation or loss of funds
(iii)
Negligence or improper performance of duty
(iv)
Misuse of School property or services such as vehicles, stores,
equipment, provided for official purposes and thereby occasioning a loss
(v)
Damage to or destruction or loss of School property.
(b) The amount of surcharge shall be recovered from the
employee’s salary if it does not exceed one third of his/her one month basic
salary.
(c) Surcharge must be authorized by the Principal
(d) An aggrieved employee may appeal against the
offence.
7.12.7 Regulations Governing Staff
Conduct
(a) Performance contracts; standards and /or targets:
The School shall be a performance/result oriented institution of higher
learning and all employees shall be expected to strive towards achieving set
targets and standards.
i)
To understand their role in its
success and its programs
ii)
To know and understand what is
expected of them and to what level of standard
iii)
To enhance and assure quality in its operations and outputs.
(b) Performance review
(i)
Performance target/standards shall be reviewed from time to time
(ii)
Employee shall be expected to comply with the set standards and/or
target at all times.
(iii)
Failure to meet the targets/standards shall be regarded as employee’s
inability to render the School service satisfactorily.
7.12.8 School Operating Principles
(a)
Generally, these Operational School Principles
include:
(i)
Aspects of code of conduct
(ii)
Fundamental statements underlying the operations of the School such as
Vision, Mission, Philosophy, Creed and Identity
(b)
Fundamentals in work culture
i)
working smart
ii)
team-work
iii)
supporting each other
iv)
non-discrimination
v)
result-oriented performance
vi)
personal integrity
(c)
Ethical Standards
i)
recognition of moral standards
ii)
respect of one another and the society at large
iii)
observing of professional and technical working standards
(d)
Governance virtues
i)
equality in service delivery
ii)
transparency embracement
iii)
Co-operative spirit
iv)
zero tolerance to corruption
v)
good governance and visionary leadership
vi)
collective recognition of human rights
(e)
Core Values
i)
Commitment to excellence
ii)
Highest standard of integrity
iii)
Professionalism
iv)
Customer focused
v)
Team work
vi)
Creativity and innovation
vii)
Service to mankind
viii)
upholding School’s social/economic responsibility
7.12.9 Staff misconduct
(a) The act of misconduct
i)
The School may determine/improper behavior on the part of an employee to
be an act of misconduct deserving disciplinary action
ii)
Such an employee who may also have committed an act of criminal
misconduct; he/she may face criminal proceedings in a court of law of the land.
(b) Disciplinary Process
The School
may:
i)
Carry out independent investigation into the circumstances of the
misconduct
ii)
Obtain a written statement from the employee
iii)
Consider all other reports and the employees records of service, take
appropriate disciplinary action
(c) Appropriate disciplinary
action
Where the
investigation reveals sufficient grounds to warrant dismissal;
i)
The above employee will face the relevant staff disciplinary committee
to determine his/her fate, however, the process shall comply with legal
requirements under the labour laws.
ii) The decision may be an immediate dismissal of the employee
as an appropriate disciplinary action.
7.12.10 Resolving Grievances of
Misconduct
Any employee who has been aggrieved by a decision affecting his/her
terms and conditions of service , may follow the following procedure to
reprieve:
(i.)
Initially, the employee may discuss his/her grievances with the
immediate superior who may endeavor/ try to settle the matter
(ii.)
if not satisfied, the employee may complain in writing to his/her HOD
who, if necessary, will consult with management and take the necessary action
(iii.)
if still not satisfied, he/she may report the matter to the Principal
depending on the nature of the grievance
.
7.12.11 Appeal
(a) Any staff member aggrieved by any decision in
respect of his or her employment, has a right to appeal against any penalty or
decision imposed upon him/her by presenting his or her appeal in writing to the
Principal.
(b) On receipt of a written appeal, the Principal shall
resolve the matter by:
(i)
Constituting a special staff disciplinary appeal committee within 14
days to deal with the matter.
(ii)
Resolving the matter together with his management team.
(iii)
Setting up an ad-hoc committee
to deal with the appeal.
(iv)
Referring the matter to School Board of Management for final decision.
7.13 Acceptance of Terms of Service
An offer of appointment under these terms shall be
made by a Letter of appointment in two copies, accompanied by two copies of
these terms to be signed by the School. Acceptance of the offer of appointment
shall be deemed to include acceptance of these terms of service and code of
conduct and ethics of the School. Such
acceptance shall be signified by the signature of the member of staff. One copy of the terms and one copy of the
letter of appointment documents constitute the contract between the member of
staff and the School.
8.0 INFRASTRUCTURE AND MAINTENANCE (Ambience)
POLICY
8.1
Basic Facilities.
All Direct Aid educational institutions shall have provisions for the
following:
8.2 Administration Block
This is the face of the school and shall have sufficient and suitable
offices which shall include the following:
1.
Principal’s office,
2.
Deputy principal,
3.
DOS office.
4.
Board room.
5.
Staffroom,
6.
Guidance and Counseling room.
7.
Secretary,
8.
Accounts office
9.
Adequate Washroom for
both male and female staff
10.
HODs offices
11.
store
12. Examination Room.(optional)
Ø Provision should be made to acquire fire-proof
cabinets for the storage of essential office materials and documents.
Ø All visitors to the school must sign the visitors
register and record their IDs at the gate. The gate keeper must verify that the
IDs are valid and keep them safely. The Ids are to be returned on signing out
on completion of the visit.
Ø The school should post a sign” VISITORS REPORT TO
PRINCIPAL’S OFFICE” at the main gate.
Ø The school should erect sign boards to show
directions to various facilities such as the administration offices, staff
offices, classrooms, toilets, dining hall, dormitories and staff houses.
8.2.1 Tuition Block
This shall include the following;
Adequate Classrooms which shall:
·
Measure 9mx 7m.
·
Have Doors open from outside.
·
Have Doors with half top glass.(especially for girls
school).
·
Have enough windows for ventilation and should open
from outside.
·
Have a clean painted black/green board.
·
Have a Mathematical grid.
·
Have soft white boards at the back for displaying
charts.
·
Not have Charts stuck on the walls.
·
Have a teacher table.
·
Have a maximum of 40 students.
8.2.2 Laboratories,
Laboratories shall:
·
Have Minimum
measurements of 9m x 7m
·
Have two doors and both should open from outside.
·
Be well equipped.
·
Be cleaned thoroughly.
·
Have enough storage in terms of shelves and
cabinets.
·
Have a fume chamber.
·
The Lab technician shall keep proper record of the
stock
·
S/He shall keep record of the practical done for
each subject and class.
·
Acids and
dangerous items shall be stored in a proper place so as not to harm any
learner.
8.2.3 Library,
The Library shall have
·
Minimum measurement of 9m x 7m
·
Doors open from outside.
·
Enough ventilation.
·
Enough shelves.
·
Books arranged by subject in all shelves.
·
Proper record of all books.
·
A register of all borrowed books.
·
Books should be loaned to students on termly basis.
·
Arrangements with the librarian to have the library
open after classes and during weekends shall be made.
·
All other library procedures not mentioned above
shall be followed.
8.2.4 Washrooms.
All the above should have adequate facilities for proper cleaning to take
place and should be well maintained.
8.3 Boarding: Each dorm shall have:
·
Doors
and windows opening outside.
·
No
grills on the windows.
·
Space
between beds at least 1.2m
·
Cupboards
for each student.
·
Members
balanced in terms of class and region.
·
A
leader/prefect.
·
A duty
roster of cleaners.
·
A
teacher/matron.
·
Fire
extinguishers strategically placed.
·
Emergency
exits.
·
First
aid kits
·
A
ratio of 1:20 Washrooms.
Ø
Regular
spot checks by the teachers and administration shall be undertaken before
learners retire to bed.
Ø
An
accurate roll call should be taken every day and records well maintained.
Ø
There
shall be regular patrols by the school security personnel.
Ø
No
visitor shall be allowed in the dormitory.
Ø
There
shall be inspection of hygiene standards of the dormitories and the learners on
alternate days of the week.
Ø Dormitory
doors shall be locked at all times when learners are in class. The keys to the
doors shall be kept by the Matron/House Master.
8.4 Dining
Hall.
·
Each of our schools should have a Dining hall and kitchen.
·
Should have enough exit doors which should open from outside.
·
Should have enough Ventilation.
·
All tables to be numbered
·
Each table should have between 8 to 10 students as per dorm.
·
Each Table should have a group leader who will be picking/returning the
food/plates for the group.
·
Roll call should be made by the Teacher on Duty of all absentees in a
particular table.
·
Teacher(s) On duty MUST be in the D/H when students take their meals.
·
At all times, the D/H must be thoroughly cleaned.
·
Arrangements should be made to have enough storage facilities for food
and utensils.
8.5 Stores
·
All schools shall have adequate storage
facilities.
·
The store shall have well
ventilated.
·
Shall have adequate shelves.
·
A ledger of all items in the
store shall be maintained.
8.6 A mosque
·
All students must pray in the mosque as programmed.
·
The mosque will be managed by the Tarbiya Department.
8.7 Social
Hall
A school shall have a multipurpose hall.
8.8 School Clinic.
·
Supervised by the Deputy
·
Should be registered.
·
Have qualified personnel.
·
Well stocked.
·
Proper records of all medicine,
assets, staff and patients must be kept.
8.9 Sports Facilities
·
The schools
should have the following sports
facilities
·
Football, basket Ball, volleyball, lone tennis, table
tennis, and net ball.
8.10 Motor Vehicles
·
The school shall have adequate number of Buses.
·
The school shall have cars for local errands.
·
All MV shall be installed with tracking devices
·
All Drivers & MV should be complaint with all government regulatory
and road safety standards
·
School bus will be fully
and comprehensively insured for students and staff before travelling.
·
School shall take
reasonable measures for safety of students and staff during travelling.
·
School shall ensure
vehicle(s) used for travel is in good condition before releasing it.
·
Drivers ferrying students
shall have a valid PSV license, a certificate of good conduct.
·
The driver shall not be above sixty years.
·
School trips covering
long distances shall have two drivers.
·
Schools are not allowed
night travels.
·
Drivers shall be
facilitated to undertake refresher courses on defensive driving, first aid,
fire fighting and basic mechanic.
·
Driver is required to
ensure vehicle is not overloaded, carry unauthorized passengers, ply on
unauthorized route and time
·
Driver shall ensure
vehicle is not driven beyond speed limit.
·
The driver shall ensure
that the work ticket is duly signed before travelling.
·
The School MV shall not
be hired to any institution or person unless authorized by the Director.
8.11
Maintenance schedule
The Budget shall cater for the regular maintenance of all the school
facilities.
8.12 Disposal policy
Before disposing any item in school, the
BOM shall assess and give guidelines.
9.0 COMMUNICATION POLICY
It is essential for the management,
administrators, teachers, parents, staff, and students to have a clear line of
communication.
All communication at the school shall:
·
Keep pupils,
parents, staff, administrators, management and other stake holders well
informed.
·
Be open,
courteous, honest, ethical and professional.
·
Be acted upon
within a reasonable time.
·
Use method of
communication most effective and appropriate to the context, message and
recipient.
·
Ensure all the
staff is fully informed of all school activities to enable them to be effective
in their roles.
·
Take into
account relevant school policies, vision, Mission and philosophy
·
Written communication with parents and other
external contacts must comply with agreed practice.
·
All letters or
notes to parents shall pass through the principal.
·
A copy of all
letters/notes to parents shall be put in the students files.
·
Copies of all
electronic communication shall be printed and filed.
·
Whenever an
official phone call is made, a phone log should be kept indicating the date,
time and reason for the call.
·
Communication
during meetings shall have well organized agenda ready.
·
All
communication shall be kept confidential.
·
The school shall
have an official school phone which shall be under the control of
administration.
·
No staff shall give the learners his/her
mobile phone for use..
9.1 To students
All
Communication with students shall be fair, respectful, trusting and to their
benefit
The
school shall have:
·
A School Baraza
with all students once a month and all discussions shall be
Documented,
filed and acted upon and feedback communicated to the students.
·
A suggestion box
managed by the principal and students sensitized on its use.
·
Two morning assemblies in a week(Monday and Friday),
where all teachers MUST attend, flag raised, news announcements and speech
coordinated by the deputy so as not to take up lesson time.
·
Any information
from students to staff shall be passed on to the principal.
9.2 To parents.
·
The school shall
develop an effective communication mechanism with the parents.
·
Communication to
parents shall be via newsletters, text messages, circulars e-mail ,whatsup and
calls.
·
Any
communication to parents shall be through the principal.
·
Parents shall be
informed of their child’s holistic progress
·
Parents shall
also be informed of all school rules and regulations, and activities outside
the school involving their children.
·
The school shall
organize meetings with parents: an academic clinic for each form and an Annual
AGM.
·
Parents shall be
informed immediately if their child is to be released out of school.
·
A proper mechanism for addressing the concern
of the parents shall be put in place.
9.3 Teachers.
·
Teachers shall
be informed of all activities in the school.
·
Communication
between the administration and teachers shall be in writing.
·
The
Administration shall have an open door policy with the staff.
·
Communication
between staff and external stake holders shall be approved by the principal.
·
Any crucial
information received by teachers from students shall be passed on to the
principal.
9.4 BOM:
·
Communication
with the Board of Management shall be via phone and email.
·
The Principal
shall keep the BOM aware of activities taking place in school.
·
Communication
from the BOM shall be through the principal.
·
Communication to
either the BOM or school shall be through the principal
9.5 Other Stakeholders
All communication to
and from the stake holders shall be through the principal.
9.6 Public Relations .
·
The principal
shall act as the public relation officer of the institution.
·
Any
communication made to the Ministry of Education, Board of Management, parents,
police, media, suppliers and the community at large shall be made by the principal
of the school.
·
The principal
shall ensure contacts of the authorities {i.e OCPD, OCS, DCC, area MCA, village
elders, CHIEF etc.}Within the proximity of the institution are within the
institution for smooth running of the school and help during emergency cases.
·
Relationship
between the authorities in the area shall be upheld by the principal.
·
Aid coming
through the school to the community shall prioritize the neighbouring community
for friendly co-existence.
·
Learners shall
be guided to respect the neighboring community to uphold the reputation of the
institution
·
In case of a
problem/disaster in the school environs, the principal shall help if he/she is
in a position to.
·
Visitors coming
to the school, shall be welcomed with kindness by the principal, the secretary
and the security personnel.
·
Students shall
be trained and guided to be good ambassadors of the institutions while on
activities outside the school.
·
The school
vehicles especially those branded shall be cleaned periodically.
·
The visitors
shall be guided to sign the visitors’ book by the principal upon their settling
in the office.
·
Invitation to
school activities shall be made to the neighboring institutions and officials
for peaceful and friendly co-existence.
10
FINANCIAL
MANAGEMENT POLICY
10.1
Fees Policy
·
Fee shall be set by the Board
·
Fees shall be deposited into the schools fees
account
·
The Bank deposit slip shall be presented to the
school bursar and a receipt issued to the same.
·
A fee refund shall ONLY be effected if a student
stays for a week in school with a retention of 5% of fee by the school.
·
Any overpaid fees may be refunded or carried forward
as per the wish of the parent or guardian.
10.2
Budgeting.
The Budget plays a crucial role in the running
of the school activities. Thus proper procedures have to be followed in working
out the yearly budget.
The following process shall
be followed;
·
The budgetary committee shall include; the
Principal, The deputy principal, the Academic teacher and the school
accountant.
·
Teachers through the HODs shall present the
estimated financial school needs for the year to the Budget committee.
·
The committee shall prepare the yearly budget broken
down into three terms and monthly budget.
·
This budget shall be presented for approval to the
country director who in consultation with the EDO shall verify and approve it
for use.
·
On approval the principal, and school accountant
shall implement it as it is.
·
Any financial expenditure outside the budget shall
seek the authority and approval of the country director.
·
At the end of every month, the school accountant
shall prepare a financial report to the principal who shall forward it to the
country director and EDO.
·
The Accountant shall present all receipts to the
country accountant at the date requested at the end of the month.
·
The Budget
shall have a vote head on contingencies ranging between 3-5 %.
10.3Procurement
·
The school
shall have a procurement committee of three members chaired by the deputy and
any other two teachers.
·
All
procurements of the school within the budget shall be overseen and approved by
the committee.
·
All
expenditure shall be from the Expenditure account.
·
Whenever
expenditure is done; the Committee shall ensure that;
a)
Three
quotations have been presented
b)
It falls
within the budget
c)
Its fully
justified
d)
The best and
not the cheapest is selected.
e)
All necessary
steps and procedures have been followed
f)
H/She shall
verify the correctness of the amount payable.
g)
Outsourced
services do not need three quotations.
10.4Auditing
Auditing shall be done after every end of financial year by qualified
auditors approved by the board.
10.5Income Generating Projects.
·
The school may have some Income generating Projects.
·
An account shall
be opened for the Projects.
·
All income and
expenditure for these projects shall be through this account.
·
Signatories to
this account shall be The Director, Head office accountant, and the principal.
11.0 SAFETY AND SECURITY STANDARDS
Life is sacred and precious while property is important and expensive.
It is essential that safety and security in our schools is given paramount
attention. To uphold safety and security, our schools shall strictly adhere to
the following measures;
·
Each block shall be fitted with serviced fire extinguishers.
·
Compound fenced with a secure gate and beautified by planting flowers
and trees.
·
All security personnel shall have certificate of good conduct
·
24hour guards at the gate and other strategic locations
·
All visitors shall identify themselves at the gate.
·
Environment is maintained clean.
·
Children conversant with road safety and other survival skills
·
Regular Security Drills
·
Functional Alarms Systems
·
Staffs handling food attend regular health checks.
·
Regular tests on safety equipment and routine inspection of cleanliness
of the school.
·
Staff in boarding schools shall have basic training on response to
emergencies.
·
The School is free from drugs/harmful weapons.
·
All electrical wires are covered well.
·
First Aid Facilities shall be made available at strategic location.
12.0 SPECIAL NEEDS EDUCATION
Our Schools shall ensure that provisions are made for people with
special needs.eg.
i.
Physical and social environment are conducive to learning and working
ii. Learners with special needs are assessed and their
disabilities documented.
iii. Assistive facilities provided for those with
disabilities.
iv. Integrative programs promoted
v. Staff sensitized on disabilities.
vi. The School Shall be child friendly
13.0 EMERGING ISSUES.
Emerging issues shall be (handled) by the
school.
