EDUCATION ADMINISTRATION

BASIC ADMINISTRATIVE PROCEDURES

Basic administrative procedures refer to the routine duties performed for smooth running
of the school and effective implementation of the curriculum. They are programmes
reflecting the distribution of work and responsibilities to members of staff. Some of these
procedures are discussed below.

Duty Roster
A duty roster is a schedule which assigns tasks or duties to teachers in a school on a
rotational basis. A duty roster is important in a school for the following reasons:
 I t gives the teachers an opportunity to exploit and develop their leadership abilities.
 It enables the teachers to coordinate school activities.
 It informs the learners of the teacher on duty. This enables them to know who they
can contact in case they need any assistance.

Factors to consider when drawing up a duty roster include:

 The age and gender of the teacher.
 The health of the teacher.
 The availability of the teacher.
 The interests, qualifications and experience of the teacher.
 The personality of the teacher.
 The nature of the activities.

A School Time Table

It is of allocating sufficient time to each subject in the curriculum while coordinating
students, teachers, rooms and time slots (also called periods).
Functions;
 Helps in facilitating the process of division of labour.
Each teacher becomes aware of what he/she is expected to teach, to which class and
what time.
 Helps in the coordination of teachers’ efforts towards the achievement of school goals
without friction, collision or duplication.
 It facilitates the supervision of the teachers work.
 It allocates sufficient time for each subject in the curriculum.

Factors to Consider When Developing a Good Timetable

(a) Setting the length of periods in accordance with the age of the pupils. Younger pupils
have a shorter attention span hence need shorter periods than for older pupils.
(b) Allocate teaching periods for each subject as directed by the authorities/ syllabus.

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(c) Distribute the teaching time allocated to each subject in a manner that suits its needs
e.g. Language and Mathematics lessons should be distributed to each day at the week
to enhance practice.
(d) Subjects requiring concentration need to be put partly in the day, though not
necessarily the first period of the day when students are relaxed and attentive before
they become fatigued e.g. English
(e) Practical lessons require physical activities must be alternated as far as possible with
the mentally demanding or less active ones.
(f) P.E. be held at a time when the sun is not too hot to cause profuse sweating, when
st6udents are not too tired from long walks to school.
(g) Allow adequate number of short breaks. Young children require almost every hour.
Children love playing and learn through it.
(h) Arrange for teaching to be conducted in the most suitable place. Try to match needs
with resources e.g. P.E. in the field, Home science in the H/Sc room etc.
(i) Allocate as far as possible the best teachers for each kind of specialization e.g. Music,
Art & Craft etc.
School timetables include;
 The master timetable,
 The class timetables and
 The teacher’s personal timetable
The last two are derived from the master timetable. A school timetable is used to
coordinate learners, teachers, rooms and time slots or periods.
The master timetable shows everything taught and all the co-curricular activities in the
school in all classes throughout the school. It is the responsibility of the deputy head
teacher who often delegates to the senior teacher to coordinate the making of the
timetable.
The following are the factors to consider when preparing a master timetable.
 The subjects and classes every teacher teaches.
 The number of lessons per day and per week, and the lesson duration.
 The time the classes begin every morning and end every evening.

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 The duration of the morning assembly, break(s), and co-curricular activities.

 The subjects that require double lessons such as Creative Arts, Science and
Agriculture. Double lessons should be followed by single lessons and vice versa.
 Note that some subjects such as Mathematics are best taught in the morning when the
learners’ minds are fresh and attention is high. Practical subjects such as Creative
Arts, which involve the physical participation of learners, can be taught in the
afternoon.
 The special rooms such as science laboratories used during the lessons.
 The required number of periods per subject per week.

Once the master timetable is completed, class teachers and other teachers can copy their
own and class timetables. Any discrepancies should be reported immediately for
correction.
The class timetable should be copied down from the master timetable by the class teacher
and displayed in the class to help learners know and displayed in the class to help learners
know what they are supposed to do and at what time. It helps learners to prepare for
every lesson in good time.

How One Can Go About the Task of Time Tabling

 Decrease the number of periods per week and lesson duration for each subject and
grade. Information is obtainable from the school syllabuses.
 Select the best time to begin school break for play, lunch and close each day. Plan for
lower and upper primary separately.
 Decide who teaches what subjects and class (Work load).
 Fill in the timetable, first with those lesson periods that cannot be altered from a
specific time (e.g. Radio broadcast lesson) and those requiring sharing of rooms e.g.
Science.
 Enter the block periods (double periods) ensuring fair distribution and that they come
after the single theory lesson e.g. Science.

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 Enter the remaining subjects ensuring you avoid collision or loss of any subject
period.
 Alternate practice-m oriented subjects with subjects requiring high concentration. E.g.
English - P.E., Social studies.
 Enter the subjects requiring the best periods in the day for maximum concentration
E.g. English, CRE & Social studies.
 Check the timetable for total number of periods allocated to each subjects and class.
 Try out the timetable for a week to ensure no mistakes go uncorrected.
 Keep the teachers informed of changes particularly those teachers who may be
affected.

STAFF MEETING
These are meetings attended by all staff members of a particular institution, usually
chaired by the head teacher/ principal while the deputy head or any other staff member
stands- in as the secretary to take minutes.
Staff meetings are usually held to discuss progress and answer any staff questions.
Such meetings should be planned on a regular basis e.g. at the beginning of every term,
end term, before any special occasion in an institution and during emergencies.

Factors to Consider When Planning / Preparing Staff Meetings

1) The head teacher should inform the staff members about the meeting timely with the
specific agenda clearly highlighted.
2) Time management: The meeting should start on time and adjourn early whenever
possible. Staying on schedule during the meeting is important because it helps attain
desired outcomes.
3) Participation: It is important to provide time for teachers to run the meeting. It
eliminates the factory of the ‘talking head’
4) Focus on the positive: Optimism is the pathway to success, in such meetings, positive
ideas, quotes or reflections should be shared.

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5) Feed them: It is advisable to have a cup pf tea or snack for the staff members as a way
to motivate them as well as retain attentiveness during the meeting.

Importance of Staff Meetings

1. Planning the school p0rogramme to include events such as parents’, games and sports
day.
2. Inform the teachers about any official matter. Example, a circular from the ministry
of education.
3. Discussing relevant changes or areas of improvement in the school.
4. Reviewing the schools discipline procedures.
5. Stimulating interest in modern teaching techniques among teachers.
6. Creating opportunities for socialization among teachers.
7. Discussing the timetable with regard to subject allocation and other key issues.
8. Discussing curriculum matters such as syllabus coverage, learning progress, learners’
performance and availability of instructional materials.
9. Planning co-curricular activities.

The School and Office Routine

The school office is the ‘heart’ of the school because this is where information is received
and sent out. It is the ‘professional centre’ since this is where academic matters are
reported, discussed and updated. It is the ‘service centre’ where both the teaching and
non-teaching staff shares their problems, experiences and findings with the head teacher.
The head teacher should, therefore, possess sound knowledge on how to execute all
duties, including handling of personnel and visitors’ matters.
The general layout of the office furniture and other equipment should be neat. While
purchasing such equipment, the following considerations should be made:
 The furniture should be suitable for the work it is intended for.
 The height, size and colour of the furniture and the drawer arrangement and space
should facilitate work to progress effectively.
 The furniture and equipment should be adaptable to varying situations.

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 The furniture should be sufficient for the amount of filing required.

 The furniture should be durable.
 The furniture should reflect the image of the school.
It is important that the head teacher chooses the filing method that is most convenient and
suitable for his or her office. The choice of the filing system is also important.

School Assembly or Parade

School assembly or parade is a very important aspect in school administration. It should
be held in the morning every day. During assembly, official announcements are made to
the entire school community. All teachers should attend the assembly.
Assembly time is used to check the cleanliness of the learners and as a forum to improve
general discipline in the school.
Unity is developed through activities such as praying. Singing and raising the flag.
Depending on the occasion the head teacher on duty should address the assembly.

SCHOOL RECORDS AND FINANCES

School Records
Records are a valuable source of information about the achievements and history of an
institution. School records include books or files containing information that shows
school attendance, what goes on in the school and the property that the school owns.
Good record keeping enables one to find information easily.
Most school records are kept by the head teacher while others are kept by the teachers on
behalf of the head teacher. The head teacher is responsible for managing school
resources, hence, the need to keep updated records.
Generally, school records are kept for the following reasons:
 For information about learners’ scholastic achievements in order to decide who
benefits from a certain scholarship or bursary.
 For parents who may be interested in checking their children’s performance in detail
and knowing their behavior in school.

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 To provide summary information to accompany learners on transfer or promotion to

other schools and levels.
 For auditors who may be interested in checking details of financial transactions.
 For inspectors who may need to go through records of work of a particular teacher
facing disciplinary action or for promotion purposes.
 For the head teacher who may need information about a teacher or learner to back up
a case.
 For monitoring the implementation of planned activities.
 For establishing teacher attendance during meetings and other school activities.
 For providing a record of what transpires during meetings.
 To enable education authorities such as the Ministry of Education (MOE) or School
Management Committees (SMCs) are enabled to monitor the progress of school
activities.
 To make proceedings of activities focused and procedural.
 To facilitate planning and management of various school activities.
The head teacher is able to write an honest report of learner’s performance whenever it
may be demanded by parents, officials in the MOE, or employers or well-wishers if
school records are well kept.

Types and Uses of School Records

There are different types of school records. Some of them have been discussed below.

Records That Show Attendance

Records that show attendance in a school include:
Admission register
The admission register indicates when a learner joins the school for the first time. It
indicates all the particulars of the learner including the details of the parents or guardian.
It is kept in the head teacher’s office. It also indicates when a learner leaves the school.

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Class register
The class register is the responsibility of the class teacher who keeps it on behalf of the
head teacher. It should be submitted to the head teacher once a week for checking.
However, this exercise is delegated to the deputy head teacher. The class teacher remains
accountable for the marking and keeping of this register.
Staff attendance register
The staff attendance register indicates the daily attendance of each teacher. Teachers are
expected to sign this register when they report on duty. They indicate the time of arrival
and also when they depart from school. Failure to sign the register is an indication that
the teacher did not report on duty and hence, is subject to disciplinary action. It is also
used to ensure teachers’ punctuality. It is used to facilitate making of arrangements for
classed whose teachers have not reported for the day. Keeping this record is the
responsibility of the head teacher but is delegated to the deputy head teacher.

Records That Show What Goes On In a School

Records which show school activities include:
The log book
The log book contains all the important events that have taken place in a school. It is
referred to as a book having the history of the school. It is the direct responsibility of the
head teacher or the deputy head teacher to fill in the log book. It is thus, kept in the head
teacher’s office. The head teacher is expected to write in it before leaving the school
compound after school duty. Representative agents of the MOE must write in the log
book when they visit a school, stating what they noted about the school and the reasons
for their visit.
Information entered in the log book includes teachers who are absent, public holiday
events, curriculum taught and equipment purchased.
School tours involving games, sports, music festivals, education tours and school events
such as games days, graduation day, and prize giving day are all recorded in the log book.

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Visitor’s book
The visitor’s book is a record of those interested in the school. All guests to the school
sign the visitors’ book indicating their address and observations noted. It is kept by the
head teacher. The visitor’s book can be used to lobby for guests to grace school
functions. The comments given by visitors can be used.

Examination records
Examination records include records of national examination performance, end of the
year school examination results as well as termly examination results which must be kept
in the head teacher’s office. Examination records may also include copies of school
leaving certificates for future reference in case of loss or damage. Record of each
learner’s performance in the school can be obtained from the examination records. These
records are submitted to the head teacher by class teachers.
Time tables
A timetable coordinates subjects, classed, rooms, teachers, learners, school equipment
and other resources in the best way possible so as to achieve the educational aims of the
school.
School timetables include:
 The master timetable
 The class timetable
 The teachers personal timetable
The class and teacher’s personal timetables are extracted from the master timetable. The
head teacher should have copies of these timetables. The master timetable should be
displayed at a strategic point in the staffroom for all teachers to make use of. The class
teachers should put up class timetables in their respective classrooms.
Timetables provide information on the whereabouts of teachers and classes, and activities
taking place at any particular time.
They facilitate the supervision of the teachers’ work since they indicate what each teacher
is doing at any given time.

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It is also possible to ascertain the facilities the school has from the timetable, for instance
rooms and playgrounds available since the timetable provides information on the
whereabouts of learners and activities being carried out.
Correspondence files
Correspondence files are kept by the head teacher. The head teacher should open a file
for different official correspondences. Common official correspondence may include:
 General circulars from the MOE.
 Staff correspondence.
 School orders, receipts and invoices.
 Circulars from the KNEC.
 Circulars from the TSC and other agencies.
Minute’s files
Minutes files include SMC, PTA and staff meeting minutes files that indicate what was
discussed and resolutions made during each meeting. The SMC and PTA files are kept by
the head teacher who is the secretary. The head teacher also keeps the staff minutes files
as the chairperson. They are a useful source of reference for future action.
Confidential files
Any documents and circulars which are not meant to be made public are kept in
confidential files. Only the head teacher has access to them. They should be made
available to educational officers on request only. They may contain information such as
annual reports on teachers’ performance and letters from the TSC on matters affecting
staff members.
Teachers’ performance files
The head teacher should open a file for every teacher in the school. It is a record of the
teacher’s work and performance. Whenever a teacher applies for promotion, this file is
used by officers assessing the teacher. A correct record of what the teacher has done and
covered in each subjects should be kept. This is useful when the teacher leaves and
another one takes over.
Teacher on duty report book

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The teacher on duty report book contains each day’s observation made by teachers and
prefects on duty.

Records That Show School Property

Books that show the school property are also called stored ledgers. They include;
Permanent stores ledger
The permanent stores ledger is also referred to as the stock book. This is a record of long-
lasting equipment, for example, furniture, sewing machines, computers, typewriters,
radios, televisions, vehicles, farm implements, carpentry tools and science laboratory
equipment.
Expandable stores ledger
The expendable stores ledger is a record of items which are left after use, but have
changed form, lost shape, are worn out or broken. For example, sports equipment or
materials like balls, nets, Home Science equipment, dusters and textbooks.
Consumable stores ledger
The consumable stores ledger is a record containing equipment or materials that get used
up and nothing remains. They are frequently replaced; hence, are their life expectancy is
very short. Example, exercise books, pens or pencils, ink, paper, rubbers chalk and food
items. The items recorded in this ledger, therefore, are in greater demand because they
are constantly being restocked.
Inventories
Inventories are school records that show all items handled by teachers for particular
classes. Each teacher is expected to sign for each item borrowed from the stores and
return it by the due date.
Write-off-certificate
Write-off certificates give authority to, remove items from the ledgers, especially books
and equipment which are worn out, outdated or no longer used. The head teacher, in
consultation with the staff members and SMC identifies such items. The head teacher
then makes a written request to the DEO to be allowed to dispose of such items.

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FINANCIAL RECORDS
School Finances
The following are the sources of money for development and recurrent expenditure for
schools.
(1) Collections made by parents for the needed projects.
(2) Grant aid from the ministry of education.
(3) Donations from charitable organizations and non-governmental organizations.
(4) Sales proceeds from school farm products.

Challenges Faced By School Heads in Collecting Such Funds

1) Some parents fail to contribute the agreed sums of money, i.e. due to poverty or
inability to raise such money in a given season of the year.
2) Payments are often irregular and in parts.
3) Some parents delay payments particularly if there is infighting between the parents
association and the school committee.
4) Some cheques donated may be dishonored by banks.
5) Some schools may experience delays in receiving grants from the ministry.
6) Some school committees are suspected to misusing school funds and thus causing
parents to feel discouraged to pay the required amounts.

Financial Records That The School Is Expected to Keep are;

1) Cash book_ showing the amount of money received and money paid out.
2) Receipts books- Containing carbon copies of receipts issued or receiving from the
payees
3) Bank books- Showing the financial transactions between the school and the bank
when the school has opened the account.
4) Payment vouchers- Indicating money paid for goods ordered or services rendered to
the services.
5) Cheque books- For cheques used in paying for goods and services or bank slash
withdrawal.

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(1) Cash Book

Ref. is a financial record kept by school heads to show the amount of money received by
the school including the debt and source on the left side ( receipt side) and the amount of
money payed out, on the right side ( payment side). The receipt side is known as Debit
side while the right side is Credit side.
The entries in the cash book should be made daily. Analysis columns may be added for
ease of reference, monthly reconciliation should be done so as to reflect the cash in hand
and bank account balance. Excess of income over expenditure should give the total cash
in hand.
Causes of Discrepancies in Total of the Cash Balance
(1) Miscosting in the cash book.
(2) Failing to enter certain details in the cash book.
(3) Failure to issue receipts on receiving money.
(4) Misplacing cash.
Reasons for Keeping a Cash Book
 Show the financial standing of the school accounts.
 Control expenditure by examining how the school funds are used.
 Enable one to account for all the monies received or paid out.
 Facilitate auditing of school accounts.
(2) Receipts and Receipt Book
A receipt is a document that proves that the seller of foods of services have received the
stated sum of money. i.e. when the school buys text books, pieces of chalks, etc. a receipt
is issued which must be filed for the purpose of accounting for money spent.
A carbon copy of the receipt remains in the receipt book, and entry of receipts is made on
the Dr. Side of the school’s cash book.

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Reasons for Keeping Receipts and Receipt Books

 Prove whether the school spent the said amount of money to pay for goods or services
claimed have been received.
 Indicate the source of income and thus help the auditors to detect the anomaly in the
school income compared to the expenditure.
 Assist the school head in assessing the rate of income and that of expenditure so as to
adjust accordingly.
 Act as a proof that a particular parent actually paid the stipulated or claimed amount
of money.
 Ensure that money paid to the school does not end up in an individual’s pocket.
(3) Cheque and Cheque Books
A cheque is a written order by account hold3er such as a school or an individual asking
the bank to pay a given sum of money on its face named person, firm, institution or the
bearer.
Difference between an open and crossed cheque
An open cheque is one that is payable across the counter of the drawee’s bank as soon as
the payee (bearer)n of the cheque presents it and gives prove of identity through the
identity card, etc.
A crossed cheque is on that bears two parallel lines on its face.
Advantages of Paying Services through cheques
 It is convenient when paying large sums of money.
 It is safe to pay through cheques particularly if it is a crossed on because it gives the
school time to detect any anomaly in the payment and may dishonor the cheque if
need arises.
 It acts as a proof that the money has been paid to the payee because the payee has to
produce his/her identity card and sign at the back of the cheque before he/she is paid
by the bank.
 It is easier to carry than bulk bank notes.

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