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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

 Values

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.