ADVISORY NOTE
To:
Director of Basic Education Division, Ghana Education
Service
From:
Advisory Unit on Decentralised Education Management,
BED, GES
Document number:
AN002-2012
Date:
27 June 2012
Re: Result of Brief Survey on Reporting Process in GES
Result of Brief Survey on Reporting Process in GES
Advisory Unit on Decentralised Education Management
Ghana Education Service
EXECUTIVE SUMMARY
As part of the workplan of the Advisory Unit on Decentralized Education Management (AUDEM), a survey on the reporting process from schools to Education offices in the Ghana Education Service (GES) was conducted from January to March 2012. Its purpose is to verify the effectiveness and efficiency of the current reporting process in the GES and draw recommendations to improve it.
A questionnaire was developed and administered for selected schools, districts and regional
education offices in the country. The questionnaire was administered in three (3) main areas, that is, rural, remote and urban domains. In each of these areas, six (6) public schools (2 Primary, 2 J.H.S, 2 S.H.S), were selected. In addition, eleven (11) districts and four regional education offices were also selected making a sample size of thirty-three (33). The questionnaire was designed to ascertain the kinds of information/reports that are circulated and how they are disseminated within the sector
from i) Schools to Districts, ii) Districts to Regions and iii) Regions to Headquarters. Out of the thirty-two (32) institutions that were visited, twenty-four (24) institutions responded to the
questionnaire making it 75% complete.
Key findings/problems are as below: i) Data gathered indicates that about 66.7% of Basic schools do not write reports. It was striking that
six (6) out of 17 school heads confessed that they never write any report since they assume their posts. It appears as if Basic school heads are not being guided and sanctioned accordingly for refusal to write reports although the GES regulations mandates all school heads to write reports. Basic school heads have burdened Circuit Supervisors with the sole responsibility of writing reports
which is very tiring and time consuming. ii) Also, about 68.3% of reports sent do not receive feedbacks.
iii) Eight (8) Public Relation Officers (P.R.Os) complained about late submission of reports by
scheduled officers for compilation. iv) Some schools and education offices lack adequate computers, printers and stationeries to type
and print their reports.
Recommendations: Through this survey, it has been found that the reporting process in the GES is not functioning well.
Reporting requirements are not properly understood by reporting entities. There are difficulties to enforce reporting requirements. Reports are not fully used for improving the service. There are physical constraints for transporting reports. To improve the status, this study suggests the following solutions:
i) All school heads especially of basic schools should be re-oriented on their reporting duties. It is suggested that at the beginning of the fiscal year, district offices should inform school heads of all reporting requirements fulfilled by them with their time frame and deadlines.
ii) All P.R.Os and scheduled officers as well as Circuit Supervisors and school heads should agree on a date for presentation and evaluation of reports. Queries and sanctions should be meted out to school heads and Units who refuse to write and fail to present their reports on time. Awards should also be given to School heads and Unit(s) who write and present credible and
comprehensive reports on time annually. ii) Circuit Supervisors should be reshuffled at least every two (2) years and there should be a
supervision more effective and efficient. iii) GES should set up a special unit in every district which would be responsible for collection and
evaluation of reports. iv) Schools and education offices should be equipped with adequate quantity of computers, printers
1. PURPOSE OF SURVEY
As part of the workplan of the Advisory Unit on Decentralized Education Management (AUDEM), a survey on the reporting process from schools to central offices in the Ghana Education Service (GES) was conducted. Its purpose is to verify the effectiveness and efficiency of the current reporting process in the GES and draw recommendations to improve it.
2. OUTLINE OF SURVEY
Composition of Questionnaire:
A questionnaire was developed and administered for selected schools, districts and regional education offices in the country. Thequestionnaire was designed to ascertain the kinds of information/reports that are circulated and how they are disseminated within the sector from i) Schools to Districts, ii) Districts to Regions and iii) Regions to Headquarters.
The questionnaire captures information such as;
i. Names of reports ii. Purposes of the reports iii. Who writes the reports iv. Where the reports are sent
v. How the reports are delivered
vi. How many times the reports are written in a year vii. Whether the reports sent receive any feedback viii. If yes how long it took to receive it?
ix. Any problems confronted during reports writing and dissemination x. Any suggestion on how to improve the reporting system.
The format and content of the questionnaire was the same for all schools, district and regional education offices. Attached to this report as Annex 1 is a copy of the questionnaire which was used in conducting the survey.
Visitation of Institutions:
The questionnaire was administered in three (3) main areas, that is, rural, remote and urban domains. In each of these areas, six (6) public schools (2 Primary, 2 Junior High Schools, 2 Senior High Schools), were selected. In addition, eleven (11) districts and four regional education offices were also selected. In all, eighteen (18) public schools (six(6) Primary, six(6) Junior High Schools and six(6) Senior High Schools),
eleven(11) district and four(4) regional education offices (Ashanti,Eastern, Greater Accra, Volta) were selected making a sample size of thirty-three(33). Details are listed in Annex 2.
Urban Rural Remote Total
PS 2 2 2 6
JHS 2 2 2 6
SHS 2 2 2 6
DEO 11
REO 4
Out of the thirty-three (33) institutions, thirty-two (32) were visited which makes the visitation 96.97% complete. The only institution which was not visited is Dawia D/A Primary located at Dawia in the Sekyere Afram Plains District in the Ashanti Region which is quite far and inaccessible by a vehicle.
Answering of Questionnaires:
Out of the thirty-two (32) institutions that were visited, twenty-four (24) institutions responded to the questionnaire making it 75% complete. A chunk of the institutions which did not respond to the questionnaire were schools. Below are tables indicating the statistics of responses to the questionnaire.
Schools
Six (6) out eighteen (18) schools selected did not respond to the questionnaire. Headteachers of Keta R/C J.H.S, Tanyigbe-Atidze R/C Primary and Atonsu M/A Primary school had no reports to show. I got to Drobonsu D/A Primary School late. The headmistress of St. Johns S.H.S was not around at the time of visit and Dawia D/A Primary School was inaccessible by vehicle.
The number and percentage of schools that responded (and those who did not respond) to the questionnaire are shown below.
No. of schools
that responded Percentage
No. of schools that did not
respond
Percentage
REMOTE 4 66.7% 2 33.3%
RURAL 5 83.3% 1 16.7%
URBAN 3 50.0% 3 50.0%
TOTAL 12 66.7% 6 33.3%
Education offices
The number and percentage of district and regional education offices that responded (and those who did not) to the questionnaire are shown below.
No. that
responded Percentage
No. that did not
respond Percentage
DISTRICT 11 100% 0 0%
REGION 3 75.0% 1 (GAR) 25.0%
3. KEY FINDINGS OF SURVEY
Summary of key findings are described as below. Details are attached in Annex 2.
Reports written and disseminated:
Generally, reports written at the district and regional education directorates are more than those written by the schools. Below is a table indicating the kinds of reports written by schools, district and regional education offices.
Name of reports
No. of Institutions reporting
Contents Destination
Reports at upper levels to be contributed Mode of Delivery Schools (12)
Situational report 7
To highlight activities of the term,
Overall report of the school DEO,
School Board, GES-HQ Quarterly report By hand, e-mail, post
Annual report 6
Activities of the school, promotions, exam results, workshops and projects undertaken,
To inform the DEO about various issues affecting the school
D-G, DEO
Annual report By hand
staff Enrolment 2 Information about staff strength DEO Quarterly report
By hand
students
enrolment 3
Information about students, To improve or address challenges in relation to enrolment DEO Quarterly report By hand School performance report
2 Information about performance of
students DEO
ADPR By hand
Observatory
report on teachers 1 Whether teacher was at post
Ada College of education
By hand
Staff minutes 1 Activities of staff and students headteacher Situational report(Dist.)
By hand
Annual financial
report 2 Financial situation REO
Annual report By hand
Trial balance
report 2 Financial situation REO,DEO
Quarterly report
By hand
Audit report to
queries 2 Audited accounts of the school
Headteacher, Board chairperson By hand School Performance Improvement Plan (SPIP)
11 Improvement plan drawn from the
SPAM. DEO, REO
Termly report By hand
Report of School Performance Appraisal Meeting (SPAM)
1
Appraisal meeting with the community and teachers to look at the way forward to improve upon school performances.
DEO, REO
Termly report By hand
Annual School
Census Report 18
Overall information about the
school DEO
It’s a report on its own
By hand
Districts (11)
Quarterly report 11
Highlights and summaries of activities, events and
programmes of the various units indicating challenges,
D-G,REO, DEO, REG. Managers, MCE, DCE
developments and successes chalked
Annual report 11
Focuses on programmes of activities and trends of the directorate within the year and the way forward.
D-G, REO, DEO, REG. Managers, MCE Regional annual report By hand, post Schedule heads report 2
To inform key stakeholders about progress, achievements,
challenges and way forward about activities performed in a particular quarter. RDE-E/R, REG. CO-ORD., ALL MUN./DIST. DIR. Quarterly report By hand11
Monthly report 1
To keep the director informed of activities at stake in the
municipality D/D Supervision (K’dua edu. Off.) By hand.
Situational report 3
To apprise RDE, MCE of events, and happenings in schools. To verify the veracity of an issue as received by the district.
RDE, MCE
Quarterly report
By hand
Administrative
report 1
Promotion of finance and personnel activities REO, Dist. Assemblies Quarterly report By hand Inspectorate
activities 4
Highlights activities undertaken by the unit.
To promote quality education
GES-HQ, REO,REG. CO-ORD Quarterly report By hand Logistics &
supplies 1
To promote stationery and other intervention activities
REO, Dist. Assemblies
It’s a report on its own
By hand
Director's activities 1 Administrative and oversight issues development REO, Dist. Assemblies Quarterly report By hand
ADEOP 11
Guide for activities to be implemented in the year in line with ESP
GES-HQ, REO,REG. CO-ORD, DEO
It’s a report on its own
By hand, post and e-mail
ADEAP 11
Captures activities undertaken in line with ESP,
Spells out activities to be implemented in the year
GES-HQ, REO,REG. CO-ORD., DEO
It’s a report on its own
By hand, post
Annual performance appraisal
1 To report on activities, indicators,
proposed and actual targets. D-G, RDE,MCE
It’s a report on its own
By hand
Schedule Officers Quarterly & Annual reports
1
To report on activities carried out by schedule officers, challenges and way forward.
GES HQ, RDE, MCE Quarterly and annual reports By hand Capitation grant returns 1
To report on disbursement of
school capitation grant D-G, RDE
It’s a report on its own
By hand
District annual
sector review 1 Target setting
REO, Dist. Assemblies
It’s a report on its own
By hand
ADPR 11 Gives detailed information on the district’s performance
GES-HQ, REO, DEO
It’s a report on its own
Budget report 3 To indicate budgetary activities every quarter
REO, MEO, MCE, REG. Managers, DCE
It’s a report on its own
By hand, post
Financial report 2 To show financial position of the
district REO
It’s a report on its own
By hand Regions (4) Quarterly situational report (Budget, Financial, Monitoring, Culture& Music, P.E, IPPD, HRMD) 3
Disseminate information on activities, programmes, events, and challenges of all districts and educational units in the region
GES-HQ, REO,DEOs, GES Council
It’s a report on its own
By hand, EMS
programmes, events, and challenges within the year
HQ,REO,DEOs, GES Council
on its own EMS
Situational report 1 To inform the GSE-HQ of
incidental occurrences. GES-HQ, RDE
It’s a report on its own
By hand
Annual Regional Performance Report
3 Review of ADOEP and evaluation
of targets made for the year MOE, GES-HQ
It’s a report on its own
By hand, e-mail
Destination of Reports and Mode of Delivery: Schools
About 95% of reports written by the schools are delivered to respective district education offices and the remaining 5% to GES-HQ and respective regional education offices, Board of Governors, and P.T.A chairpersons. Over 99% of reports written by schools are delivered by hand and the remaining 1% by post & e-mail.
District Education Offices
Over 75% of the reports written by the districts are sent to the GES-HQ and regional education offices, about 20% to respective district directors of education, and the rest to respective M.C.Es, D.C.Es, regional & unit managers of education, and some benevolent NGOs.
The mode of reports delivery by the district education offices is nothing different from that of the schools.
Regional Education Offices
Reports written at the regional education directorates are sent to the GES-HQ, respective regional education offices and regional managers of education. The delivery of these reports is mostly done by hand.
Feedbacks:
Data gathered indicates that out of 104 reports disseminated by the 24 institutions that responded to the questionnaire, only 33 of these reports received feedbacks. This means only 31.7% of these reports received feedbacks. Below is a table showing the number and percentages of feedbacks received.
TOTAL NO. OF
REPORTS
FEEDBACKS PERCENTAGE
Yes No Yes No
SCHOOLS 38 19 19 50.0% 50.0%
DISTRICTS 59 12 47 20.3% 79.7%
REGIONS 7 2 5 28.6% 71.4%
TOTAL 104 33 71 31.7% 68.3%
The table above indicates that out of 38 reports disseminated by 11 schools, 19 of the reports received feedbacks representing 50%. At the district level, out of 59 reports disseminated by 11 districts, only 12 received feedbacks representing 20.3% of feedbacks received by the district
Typical Problems Schools
i) Out of 17 schools visited, school headteachers of 6 schools confessed that they never write any report. Reports that they are supposed to write have been actually written by their Circuit
Supervisors. In addition, even though they did not write reports, they never receive any sanction/penalty.
Due to the large number of schools in the country, all schools have been divided into cohorts known as circuits and each circuit has a supervisor who monitors activities and happenings of the various schools within his jurisdiction. Throughout the country, district education offices rely on circuit supervisors to report activities and happenings of every school within his/her jurisdiction. The basic obligation of a circuit supervisor is to monitor, evaluate and report happenings in his/her circuit to his/her Municipal/District Director.
It has become very difficult for School heads to be sanctioned since Circuit Supervisors find it difficult to report school heads who flout rules and regulations governing the Ghana Education Service (GES) with reference to negligence and late submission of reports due to the rapport that exist between them. Circuit Supervisors for the sake of ‘bad names’ and other personal reasons find it worrying and thus refuse to report school heads who refuse to write reportsto their District Director for immediate querying and sanctioning. A typical example is the headmaster of Keta R/C J.H.S who has not written reports for virtually three (3) years since he assumed office.
In all three (3) areas, that is, remote, rural and urban domains visited, only one (Drobonsu D/A J.H.S) of the six (6) Junior High Schools writes SPAM reports although SPAMs are organized. The Circuit Supervisors of the remaining schools write the SPAM reports whenever it is organized. Similarly, enquiries made indicate that none of the six (6) Primary schools visited have organized SPAM for the past one (1) year. Some headteachers in the Primary schools have the wrong notion that SPAMs are only organized in the Junior High Schools (J.H.S) as evidenced in the Ningo circuit where all Primary school headteachers were informed by their circuit supervisor to organize SPAMs at a workshop held recently. At Akwatia S.D.A KG/Primary School, School Education Assessment (S.E.A) has inadvertently replaced SPAM, thus SPAMs have not been organized for some time now. Some circuit supervisors have also attributed failure to organize SPAMs to loaded schedules and thus find it difficult to follow their itinerary. At Korantenng D/A Primary, issues to be discussed at SPAM are thrashed out during P.T.A meetings thus, SPAMs have not been held for the past four (4) years. At Atonsu M/A J.H.S, SPAMs are held yearly, that is, after the B.E.C.E results are in.
Reports written by each circuit supervisor does not cover one (1) but every school within his/her circuit. Also, school headteachers have log books in which they record daily happenings and it is from these log books that circuit supervisors get pieces of information to enable them write comprehensive reports. Heads of Basic schools only write reports in times of urgency and deliver these reports to the District education office through the circuit supervisor.
Every year, the Ministry of Education distributes a questionnaire titled ANNUAL SCHOOL CENSUS
ii) Data gathered indicates that 68.3% of the reports sent did not receive feedbacks. Since feedbacks on reports are very poor, report writing has become a mere formality, thus, seriousness is not
attached to report writing.
iii) Most schools deliver their reports by hand. This mode of delivery becomes tiring, boring and costly especially when one has to travel a very long distance to deliver just a single report. The headmaster of Amankwakrom Fisheries & Agric Technical Institute (AFATI) complained that he sometimes uses his own income to buy fuel in order to convey a single report to the GES – HQ. This mode of delivery is quite dangerous looking at the risk involved in travelling by road these days.
iv) In remote areas especially Afram Plains and Sekyere Afram Plains, some of the roads that link schools and districts are inaccessible by vehicles. This makes it difficult for circuit supervisors to access and assess these schools. For example, Dawia D/A Primary and Twereso Faaso D/A Primary located in the Sekyere Afram Plains district and Afram Plains district respectively are inaccessible by vehicles. The situation is however worst in the case of Twereso Faaso D/A Primary since the school is located on an island. This poses great danger to circuit supervisors in these kind of areas since they can only access these schools by canoes which is very precarious.
v) Some schools lack computers, printers and basic stationeries to aid facilitate typing and printing of their reports. Data gathered indicates that eleven (11) out of eighteen (18) schools selected have computers representing 61.1% of schools with computer.
vi) Some of the reports sent to various education offices are not read and this forms a basis for which reports do not receive feedbacks. The headmistress of OLA Girls’ S.H.S reiterated that feedbacks are not received because claims are made that reports are missing.
Education Offices
i) Eight (8) Public Relation Officers (P.R.O.) complained that they receive reports late from
scheduled officers for compilation. This poses a great problem to Public Relation Officers (P.R.O.) in meeting deadlines for submission of Annual and Quarterly reports.
ii) Some education offices lack adequate computers, printers and stationeries to type and print their reports.
iii) Difficulty in sending reports due to mode of delivery (by hand) used which is very costly as a result of cost of fuel.
iv) Some scheduled officers send their reports to budget officers/directors directly instead of statistics officers. This makes it cumbersome for planning to be done early.
v) Most reports sent did not receive feedbacks, thus, it does not serve as an encouragement to officers who write these reports.
Region District School Area Electricity No. of computers
Greater
Accra Dangme West Dawa D/A J.H.S. Rural city power 2 but have problems
New Ningo
Primary 'A' Rural - -
St. Johns S.H.S Urban city power 40 but 25 are functioning
Eastern Akwapim North Mampong Presby.
S.H.S Rural city power 31 but only 13 are functioning
Adukrom Nifa D/A
J.H.S Urban city power 21
Kwaebibirem Akwatia S.D.A
KG/P Urban city power -
Kwahu North AFATI Remote city power 26
Korantenng
KG/Primary Remote - -
New Kyease J.H.S Remote city power -
Ashanti Kumasi Metro Atonsu M/A
Primary Urban city power 3 but are with a repairer
Ahafo Ano South Mankranso S.H.S Rural city power 25 but only 10 are functioning
Mampong
Municipal Dome M/A J.H.S Rural - -
Sekyere Afram Plains
Dadease Agric
S.H.S Remote city power
less than 30 but only 18 are functioning
Drobonsu D/A
Primary Remote generator 1
Dawia D/A J.H.S Remote - -
Volta Keta Municipal Keta R/C J.H.S Urban city power 26
Ho Municipal
OLA S.H.S Urban city power 20
Tanyigbe Atidze
Primary Rural city power -
Total no. of schools with computers: 11 out of 18 (61.1%)
Analysis by type of area:
More than 60% of schools have computers and near to 80% of schools have electricity.
In the remote areas, out of six (6) schools, four (4) have electricity and three (3) have computers representing 66.7% and 50% respectively for percentage of schools with electricity and computers. Similarly, in the rural areas, 66.7% of schools have electricity while 50% have computers.
In the urban domains, 100% have city power and close to 85% possess computers.
At any time when computers are to be donated to schools, I recommend that schools in the remote and rural areas should be highly considered since majority of schools in the urban areas have computers. Reasons why schools don’t receive feedbacks from district education offices:
Directors in every district hold meetings with headteachers to discuss some of the issues raised in these reports. In addition, community durbars are also organised to address some of these issues and to honour some headteachers who have performed tremendously in the year. In times of urgency, circuit supervisors are sent to take care of the issue(s) at stake.
Thus, some reports receive feedbacks verbally.
*Enquiries also revealed that some schools in their reports keep presenting the same predicaments every year and nothing is being done about it.
Reasons why District Education Offices don’t receive feedbacks from Regional Education Offices:
Late delivery of reports constitutes to the major reason why most districts do not receive feedbacks from the regional education offices. In the Eastern Region, in case of late delivery, the reports are left in the regional reportage and the issue is reported to the regional director.
In the Volta region, the regional education office has reached a consensus with all the district education offices that soft copies of quarterly and annual reports of other districts can be obtained at the regional office by a pen drive. In addition, district(s) that performed well are honoured at the annual get-together organized by the office.
*Attempts to get the Ashanti regional education office’s P.R.O. to respond to the above issue has failed as the P.R.O. continuously postponed his response whenever questioned.
*Although districts are cautioned for late delivery of reports by the regional office, the situation is still consistent in that, the districts involved are not bothered since they disseminate copies of these reports to the GES-HQ.
Other observations during school visitations:
Most of the roads that link schools and districts especially in remote areas are very dusty, rough and it is also very difficult to get a vehicle to these areas. In Afram Plains for instance one can only get a vehicle to access a particular area if that day is their market day. Some villages are located on islands and this poses a threat to Circuit Supervisors if they have to visit schools on these islands as they would have to go by canoe which is very dangerous. Some of the Senior High Schools (S.H.S) lack proper hostels and dormitories. At Amankwakrom Fisheries and Technical Institute (AFATI) for instance, the school is currently using one of the teachers’ bungalows as a hostel to accommodate students. Most of the students would have to travel far distances to school every day which is very tiring. The roofs of their workshops are in bad conditions and sewing machines and other
The situation is however worse at Mankranso Senior High School since students especially females would have to perch. Averagely about 113 female students are occupying one dormitory. Trunks and chop boxes of students are outside due to inadequate space in the dormitories. The school’s kitchen staff also operates in a canteen which is environmentally unhealthy. The most pressing need of the school is a girls’ dormitory and a dining hall.
At Koranteng in the Afram Plains District of the Eastern region, the community lacks electricity. The school is also under staffed and lacks good infrastructure and furniture. As a result of inadequate furniture, pupils would have to bring stools and plastic chairs from their homes to school and carry them back home every day. Pupils who do not have access to furniture would have to lie/sit on mats to listen to their teacher. The Kindergarten structure is made up of palm branches and the floor is also not tarred. The most pathetic scene is to see these pupils kneel on the rough grounds place their books on these stools to write when given class exercise. Because the school is under staffed, pupils in classes 1&2 have been combined and are being taught by a single teacher who is
untrained.
4. SUGGESTED SOLUTIONS
Through this survey, it has been found that the reporting process in the GES is not functioning well. Reporting requirements are not properly understood by reporting entities. There are difficulties to enforce reporting requirements. Reports are not fully used for improving the service. There are physical constraints for transporting reports. To improve the status, this study suggests the following solutions:
i) The biggest problem found in this survey is that most of school heads do not fully understand their reporting duties. Therefore, all school heads especially of basic schools should be re-oriented on their reporting duties. It is suggested that at the beginning of the fiscal year, district offices should inform school heads of all reporting requirements fulfilled by them with their time frame and deadlines.
ii) The second biggest problem is the negligence of duties. It is suggested that all P.R.Os must meet heads of all units who are in charge of writing reports at a stipulated time to discuss the progress of their respective reports. Similarly, Circuit Supervisors should also meet all school heads based on the above agenda. Queries should also be given to Units who fail to present their reports on time. Awards in the form of certificates and shields should also be given to School heads and Unit(s) who write and present credible and comprehensive reports on time annually. Tokens such as customized wall clocks and jerseys, footballs, computers, etc can be awarded to schools to
boost the morale of all school heads and units in the District education offices in competing for the at stake price.
iii) Circuit Supervisors be reshuffled at least every two (2) years to make supervision more effective and efficient. Also, Circuit Supervisors who intend leaving for school should formally hand over to their successors before leaving for their studies. This would also help draw good
comparisons and bring out some issues which might have been undisclosed for a long time.
each report received for the Director to make recommendations. At a stipulated date, the Unit shall meet its Director to discuss the general outcomes of these recommendations.
v) Since the common mode of delivery is by hand and is very costly depending on the destination of the report, it is comparatively and economically wiser, safer and less costly to send these reports via post or internet to avert the risk involved when travelling by road, thus, it is best that schools and education offices with electricity be provided with intranet or internet facilities. Alternatively, if the common mode of delivery (hand) should continue, then each district and regional education office should set or agree on a particular date for collection and submission of reports. That is to say, all reports from each district to be sent to regional education offices and GES-HQ should be collected and submitted at a goal at their respective regional education offices. In this case, reports sent from all the districts and regional education offices to the GES-HQ would be received via the respective regional education offices simultaneously. This would absolutely alleviate the cost each district incurs whenever they travel by road to submit reports at the GES-HQ.
vi) Education offices should be equipped with adequate quantity of computers, printers and stationeries to aid ease the difficulty in typing and printing of these reports.
vii) Since it isn’t the responsibility of the GES to construct roads, circuit supervisors especially those in remote areas should be provided with motor bikes to readily enable them access and assess schools whose roads are inaccessible by cars.
(end)
Annex 1: Questionnaire form
Annex 1
QUESTIONNAIRE ON REPORTING SYSTEM IN THE GHANA EDUCATION SERVICE
This questionnaire has been developed by a national service personal in the Basic Education Division of the Ghana
Education Service as part of work of the Advisory Unit on Decentralised Education Management to ascertain
reports dissemination and likely problems faced in the sector during dissemination of reports.
PART I
Name of Institution:
Location:
Date:
Name of Respondent:
PART II
NAME OF REPORT WHO WRITES
THE REPORT WHERE ARE REPORTS SENT HOW ARE REPORTS DELIVERED
DO YOU RECEIVE
Annex 2
TYPE OF REPORTS AND STATUS IN GES (BASIC & S.H.S LEVEL)
Name of Institution
District Region Date of Visit Area (urban/rur al/remote )
Name of report Purpose Who writes Freque-ncy in a year
Where to be sent Mode of delivery Feed back received? Feed back received after how months from submission Problem on report submission suggestion Presbyterian
S.H.S-Mampong Akwapem North Eastern 20/12/2011 Rural A)Situational Reportenrollment of staff&students challenges faced by the school
challenges faced by the school
expectations for the coming
to give adequate information of the school for statistical purposes Asst. Headmaster in charge of Admin. 3 GES HQ/Presbytory HQ
By hand no no no It should be computerised
B)Annual Report student population gender balance condition of classrooms inadequate textbooks& stationeries
to give information on the state of the school
// 1 GES
HQ/Presbytory HQ
by hand no no
Adukrom Nifa D/A
J.H.S Akwapem North Eastern 20/12/2011 Urban A)Statistical Report enrollment of staff&students inadequate textbooks school structure(conditions)
to give general information of the school
Headmaster 3 Dist. Edu. Off-Akropong Akuapem
By hand no no no allowances be given to cover T&T during delivery of report
B)Situational Report state of infrastructure performance of students students attendance to school
to get some basic needs from the district
headmaster 3 Dist. Edu. Off-Akropong Akuapem
// yes 3 months
Akwatia S.D.A
KG/Primary schoolKwaebibirem Eastern 23/01/2012 Urban enrolment of staff&pupils to improve and address challenges in relation to enrolment
headmaster not specific GES District Education Office-Kade
by hand yes 12 months yes : frequent demand of the same staff list information
references should be made from teachers personal files and C.Ds provided on teachers report on school term/closure to assess activities
and programmes of the term
// 3 // // no no no no report on school re-opening for situational reports
on first day of re-opening
Name of Institution
District Region Date of Visit Area (urban/rur al/remote )
Name of report Purpose Who writes Freque-ncy in a year
Where to be sent
Mode of delivery
Feed back received?
Feed back received after how months from submission
Problem on report submission
suggestion
P.T.A/S.M.C meetings to seek assistance from District Assembly through the District Director's office
P.T.A/S.M.C secretary
3 // // yes 3 months no no
Dawa D/A J.H.S Dangme West Greater Accra
17/01/2012 Rural enrolment of staff to provide information on staff
Headmaster 3 GES District Education Office-Dodowa
by hand yes 3 months no need for a reminder, supervision and ICT services for easy delivery of reports enrolment of students to provide infor
mation on students
// 3 // // no n school performance to give information
about students' performance
// 1 // // yes 3 months
observatory report on a
teacher to ascertain whether the said teacher was at post and worked
// 1 Ada College of
Education // no annual school report to give information
about the school
// 1 GES District Education Office-Dodowa
// yes 3 months
New-Ningo D/A Primary 'A'
Dangme Wes Greater Accra
17/01/2012 Rural State of furniture inadequate furniture headteacher 3 // // no no computers and ICT services should be provided for easy delivery of reports through the internet report on school building need for extra school
building for effective teaching and learning
// 3 // // no
enrolment of pupils to give information on pupils for statistical purposes
Name of Institution
District Region Date of Visit Area (urban/rur al/remote )
Name of report Purpose Who writes Freque-ncy in a year
Where to be sent Mode of delivery Feed back received? Feed back received after how months from submission Problem on report submission suggestion Amankwakrom Fisheries &Technical Institute (AFATI)
Kwahu North Eastern 01/02/2012 Remote Situational report to inform the source on current trend of affairs in the institute
Vice Principal 1 GES HQ by post/e-mail
no yes: lack of supporting staff to assist in the writing of these reports
enough funds should be allocated in submitting these reports since it is not comfortable to travel to the GES HQ to submit just a single report
Annual report to inform the DEO on various issues affecting the institute
// 1 DEO-Odonkorkrom
By hand no
Quarterly report to furnish the DEO on matters affecting staff output and attendance, discipline,etc
// 4 DEO-Odonkorkrom
By hand NO
Korantenng D/A Primary
Kwahu North Eastern 02/02/2012 Remote report on furniture to request for furniture
headteacher 1 DEO-Odonkorkrom
By hand yes 3 months YES: means of transport to and from the DEO
motorbikes should be given to headteachers to enable them convey these reports to the DEO New Kyease J.H.S Kwahu North Eastern 01/02/2012 Remote Situational report to arrest situations headteacher not specific
DEO-Odonkorkrom
By hand yes 2 weeks yes: unavailability of accessible transport to convey reports to the DEO
headteachers should be provided with motorbikes to aid convey these reports Terminal report to alert the DEO on
activities that went on during the term and the way forward
// 3 DEO-Odonkorkrom
Name of Institution
District Region Date of Visit Area (urban/rur al/remote )
Name of report Purpose Who writes Freque-ncy in a year
Where to be sent
Mode of delivery
Feed back received?
Feed back received after how months from submission
Problem on report submission
suggestion
Annual report to inform the DEO of the activities that took place throughout the entire academic year
// 1 DEO-Odonkorkrom
// yes 1 month
OLA S.H.S Ho Municipal Volta 11/02/2012 Urban Annual Performance Appraisal report
to highlight teaching and non teaching staff strength. Achievements, performance, challenges and mitigation strategy
Headmistress/A ssistant headmistress
1 MEO-Ho by hand no yes: 1. request for
report submission comes late 2. since there are no feedbacks, reports are claimed to be missing in the offices
ample time should be given to meet deadlines for submission
Annual report to indicate activities inschool, promotions, enrolments, exam results, workshops and projects undertaken
Headmistress/St
atistics Unit 1 DGE // no
Quarterly report report on trained and untrained teachers, budgets, school enrolments, critical issues, constraints and learning outcomes
Headmistress/A dm. Officer
4 MEO-Ho // no
Non-Teaching staff report report on teacing staff particulars
Headmistress, Schedule Officer, Adm. Officer
not specific RDE // no
Capitation Grant report release of Govt.
absorbed fees Asst. Headmaster 1 GES HQ, Director-F&A
Name of Institution
District Region Date of Visit Area (urban/rur al/remote )
Name of report Purpose Who writes Freque-ncy in a year
Where to be sent
Mode of delivery
Feed back received?
Feed back received after how months from submission
Problem on report submission
suggestion
Situational report highlight of activities of the term
Headmistress 3 School Board // no
Mankranso S.H.S Ahafo Ano South
Ashanti 21/02/2012 Rural Situational report to give overall report of the school
headmaster 3 B.O.G // yes same day yes: how challenges are to be addressed not known Trial Balance to report on the
financial situation of the school
accountant 12 REO, DEO // yes 1 week
Annual Financial report // // 1 REO // yes 1 week Audit report to queries audited accounts of
the school Audit (Internal & External) 1 headmaster & Board chaiman // yes 2 weeks Dadease
Agricultural S.H.S
Sekyere Afram Plains
Ashanti 23/02/121 Remote Situational report indicates comprehensive activities and status of the school
headmaster 4 DDE, BOG // yes same day no no
Staff minutes activities of staff and students
staff secretary 8 headmaster // yes same day Trial Balance to report on the
financial situation of the school
accountant 12 REO, DEO // no
Annual Financial report // // 1 REO // yes not specific Audit report to queries audited accounts of
the school
Audit (Internal & External)
1 headmaster & Board chairman
// yes not specific
Tanyigbe Atidze
R/C Primary Ho Municipal Volta 10/02/2012 Rural no report no no no no no no no no no Atonsu M/A
Primary
Kumasi Metro Ashanti 20/02/2012 Urban no report no no no no no no no no no Keta R/C J.H.S Keta Municipal Volta 09/02/2012 Urban no report no no no no no no no no no Drobonsu Presby
J.H.S
Sekyere Afram Plains
Ashanti 23/02/2012 Remote no person available no no no no no no no no no Dawia D/A
Primary
Sekyere Afram Plains
Ashanti was not visited
Name of Institution
District Region Date of Visit Area (urban/rur al/remote )
Name of report Purpose Who writes Freque-ncy in a year
Where to be sent
Mode of delivery
Feed back received?
Feed back received after how months from submission
Problem on report submission
suggestion
St. Johns S.H.S Ga West Greater Accra
16/01/2012 Urban headmistress not available no no no no no no no no no Dome L/A J.H.S Sekyere Afram
Plains
TYPE OF REPORTS AND STATUS IN GHANA EDUCATION SERVICE (REGIONAL & DISTRICT EDUCATION OFFICES)
Name of Institution Region Date of Visit Name of
report Purpose Who writes How many times in year submitted
Where to be
sent Mode of delivery Feedback received? How long after submission
Problem on report submission
Suggestions
GES
DEO-Odonkorkrom Eastern 31/01/2012 Quarterly report 1.to inform key stakeholders about achievements, challenges and the way forward about activities performed in
a particular quarter. 2.to receive support
from the authorities
concerned
P.R.O 4
RDE,DGE,P.R.U-GES HQ,Director(B ED),All MDEs/DDEs
by hand no no feedbacks would encourage
and improve the activities of the directorate
Annual
report to inform the necessary authorities and stakeholders about the successes and challenges of the District for a particular year
// 1 // // no
Schedule
heads report to inform key stakeholders about achievements,challen ges and the way forward about activities performed in a particular quarter
// 4 RDE,all
MDEs/DDEs,N ational coordinators of the various schedules, Regional Coordinators of the various schedules
// no
Akwapem North District Education Directorate
Eastern 19/01/2012 Annual report
to inform our employers and their assigns of activities carried out during the year
P.R.O 1 GES HQ,
RDE-E/R
by hand no yes: cost of
fuel for the one who sends the report
GoG must be increased
Quarterly
report to give information on the activities of the scheduled officer to our employers
All Unit Heads and
Coordinators 4 GES HQ,the Regional and M/Ds offices in the E/R
// no
Situanal
report to verify the veracity of an issue as received by the district
officer in charge of
Name of Institution Region Date of Visit Name of
report Purpose Who writes How many times in year submitted
Where to be
sent Mode of delivery Feedback received? How long after submission
Problem on report submission
Suggestions
ADEAP to fit into the ESP for it to be captured at Ajumako/Cape Coast
management 1 GES HQ // yes 2 weeks
Regional Education
Office-E/R Eastern 20/01/2012 Quarterly report to indicate progress in education P.R.O 4 GES HQ // no yes: lack of communicati on equipments
equipments like
cameras,recorders,printers,a nd fax machinesshould be provided
Annual
report to inform the GES HQ about activities that took place throughout the year
// 1 GES HQ // no
Situational report
to inform the GES HQ about incidental occurences
// not specific GES HQ&RDE-E/ // no
GES-Municipal Education Office-K'dua
Eastern 20/01/2012 Quarterly
report to keep the GES HQ abreast with what goes on in the district
schedule officer 4 GES HQ & Regional Directorate
by hand & post no yes:
suggestions are not taken
reports should be read and problems noted
Annual report
// P.R.O 1 // // no
Monthly
report to keep the Director informed of activities of stonie in the Municipality
Sccience
Coordinator 12-Jan D/D Supervisor by hand no
GES Dangme West
DEO-Dodowa Greater Accra 18/01/2012 Quarterly report to promote quality teachingand learning P.R.O 4 Regional Education Office-Accra,D/A
by hand no yes: 1. delay in
submission of reports for compilation by scheduled officers 2.inadequate stationery 3.cost of transportatio n
1.schedule officers need to
submit their reports on time 2.laptops and A4 sheets
must be provided 3.T&T payment must be
prompt
Administrativ
e report promotion of finance and personnel activities
// 4 // // no
Inspectorate activities
to promote quality education
// 4 // // no
Logistics &
Supplies to promote stationery and other intervention activities
Name of Institution Region Date of Visit Name of
report Purpose Who writes How many times in year submitted
Where to be
sent Mode of delivery Feedback received? How long after submission Problem on report submission Suggestions Director's
activities administrative and oversight issues development
// 4 // // no
ADEOP to address financial and administrative challenges
AD Finance & Administration
1 // // no
District Annual Sector Review
for target setting P.R.O 4 // // no
Annual
report summary of major activities for necessary action
// 1 // // no
GES-Kwaebibirem District Education Office(Kade)
Eastern 24/01/2012 Quarterly report
to reduce illiteracy and improve the quality of education in the district
P.R.O 4 RDE,D.C.E,GES Hby hand yes not specific yes:
1.scheduled officers delay in delivering their reports for compilation 2.time given to present the reports is always very short
1.scheduled officers should do well to deliver their reports on time 2.in-service training should be given to officers on how to write reports
Annual
report to reduce illiteracy and improve the quality of education in the district
P.R.O 1 // // no
ADEOP for planning and monitoring
Statistics Officer 1 GES HQ, REO e-mail/hand no
ADEAP to track the improvements of the targets set for the District
// 1 // // no
Keta Municipal
Education Office Volta 08/02/2012 Quarterly report to highlight major activities in Circuits, S.H.Ss and MEO as well as major challenges and the way forward
P.R. Unit 4 RDE, Ag. D-G,
Director-BED,(MDEs, DDEs, MCE-V/R)
by hand & post no yes:
inadequate printers and computers to type reports
need for internet connectivity to facilitate communication and the submission of reports
Annual
report // // 1 // // no Annual
Performance Appraisal (ADEOP)
to report on activities, indicators, proposed and actual targets
Statistics Unit 1 MCE, RDE, Ag. D-G
Name of Institution Region Date of Visit Name of
report Purpose Who writes How many times in year submitted
Where to be
sent Mode of delivery Feedback received? How long after submission
Problem on report submission
Suggestions
Schedule Officers Quarterly & Annual reports
to report on activities carried out by schedule officers, challenges and the way forward
Schedule Officer 4 RDE, MCE, Unit Director-GES HQ
// no
Capitation Grant Returns
to report on disbursement of school Capitation Grant
Municipal
Accountant 1 Ag. D-G, RDE // no
Situational
report to apprise the RDE, MCE of events and happenings in schools, etc
Officer in charge of
issue at stake not specific RDE, MCE // no
Ho-Municipal
Education Office Volta 09/02/2012 Quarterly report to report on educational activities P.R.O 4 GES HQ, REO-V/by post no yes: 1. late submission
of reports by
staff 2. lack of
funds 3. SHEP
Coordinator is immobile
1. adequate funds should be provided 2.SHEP
Coordinator should be made mobile
// to brief the Municipal
Director on activities Private School Coordinator 4 Municipal Direcby hand no
// to inform the Municipal Director about his activities
SHEP Coordinator 4 GES HQ, RDE,M // yes 2 days
Annual
report to report on educational activities P.R.O 1 GES HQ, REO-V/ // no
ICT,MATHS Training report
to brief the Municipal Director on activities
Science Coordinator not specific Municipal Direc // yes immediately
Inspection
report to inform the Municipal Director about new openings
Private School
Coordinator not specific Municipal Direc // yes 2 weeks
Activity report
to update the Municipal Director
Municipal Education Coordinator
4 Municipal Director, RDE-V/R
// no
Situational
Name of Institution Region Date of Visit Name of
report Purpose Who writes How many times in year submitted
Where to be
sent Mode of delivery Feedback received? How long after submission Problem on report submission Suggestions Regional Education
Office-V/R Volta 10/02/2012 Annual & Quarterly reports
to inform GES HQ and other stakeholders involved about the activities carried out by the Directorate during each year and quarter in relation to education delivery
P.R.O 4 GES HQ, Reg.
Edu. Directorates, VRCC
by hand no yes: 1. delay in
submission of reports to the Directorate by the Municipal/Di strict Education Directorates 2. Inadequate logistics
need for provision of adequate logistics
Ahafo Ano South District Education Office
Ashanti 21/02/2012 Quarterly situational report
to cover the highlights and summaries of activities, events and programmes of the various units of the directorate to indicate the challenges and successes chalked
P.R.O 4 REO,M/MD
EDU. OFFs, Regional Managers, DCE
// no yes: 1. late
submission of Unit reports to P.R.O
need for provision of stationeries and computer
Annual situational report
indicates action on programmes, activities and trends of the directorate within the year
P.R.O 1 // // no // //
Budget
report to show budgetary activities of every quarter
Budget officer 4 REO, DEO,
Regional Managers, DCE
// no yes: delays
and inadequacy of budget funds
provision of funds must be adequate and prompt
Financial
report to show the financial state of the district within the month
accountant 12 REO // yes immediate no
ADEOP Guide for activities to be implemented in a specified period (Medium Term)
Planning/Statistics
officer 1 GES HQ, REO, M/DEO, REG. CO ORD.
by post yes 4 months yes:
scheduled officers' activities are sent to the Budget officer/ Director instead of Statistics officer
scheduled officers' activities should be sent to the statistics officer directly
ADEAP Spells out activities to be implemented in
Name of Institution Region Date of Visit Name of
report Purpose Who writes How many times in year submitted
Where to be
sent Mode of delivery Feedback received? How long after submission Problem on report submission Suggestions Inspectorate/ HRMD/F&A/S TATS report
to highlight activities
undertaken by Units heads of various units 1 // by hand no yes: some scheduled officers in the Unit fail to submit reports early
enough stationery must be provided and scheduled officers should submit their reports early enough
Regional Education Office-A/R
Ashanti 22/02/2012 Quarterly situational report (Budget, Financial, Monitering, Culture& Music, P.E, IPPD, HRMD) to disseminate information on activities, programmes, eventsand challengesof all districts and educational units in the Region
P.R.O 4 GES-Council,
RDE, DDE, Reg. Mgrs of edu.
by hand/ post yes 3 months yes: 1. late
submission of district
reports 2. difficulty in
sending reports 3. inadequate computer in the P.R.U
The Units should be linked so that reports can be sent electronically to avoid delays and minimize cost for timely delivery of reports.
Annual Situational reports
summary of all activities,
programmes, events, challenges within the year
P.R.O. 1 // // yes 3 months
Kumasi Metro
Education Office Ashanti 20/02/2012 Quarterly Situational report
to brief stakeholders about development in education in the district
4 D-G, RDE, KMA, MCE, DDE, GNAT, Reg. Mgrs, Fronliners, O.I.C
by post/ hand no yes: 1. actions not
taken on reports makes it become just a formality 2. there
should be a training programme for those who do the reporting
reports should be read and actions taken accordingly
Annual Situational report
summary of activities undertaken during the year and challenges
// 1 // // no
Progress
report to brief the Director on activities that have taken place to know the way forward.
// not specific District Directorby hand no
Disciplinary committee report
to brief the Director on the outcome of the committee
Name of Institution Region Date of Visit Name of
report Purpose Who writes How many times in year submitted
Where to be
sent Mode of delivery Feedback received? How long after submission Problem on report submission Suggestions Sekyere Afram Plains District Education Office
Ashanti 24/02/2012 Quarterly
reports to give situational report about the district
P.R.O 4 REO, GES HQ,
DEOs, MMD/Unit Mgrs/ NGOs
by post no yes: delay in
submission of reports by scheduled officers
enforcement
ADEOP to plan educational activities for the district
Planning/Statistics Unit
1 REO, GES HQ // no lack of
technical know how
training of scheduled officers
ADPR to give detailed report of the district's performance
// 1 // by hand yes 4 months
Monitoring and Evaluation
to track teaching and
learning activities M&E Team 1 REO // no
ADEAP indicates activities to
be enacted quarterly Planning Unit 1 DDE // yes 2 months
Mampong Municipal Education Office
Ashanti 22/02/2012 Quarterly Situational report
to cover the highlights and summaries of activities, events and programmes of the various units of the directorate to indicate the challenges and successes
P.R.O. 4 REO,
M/MDEOs, Reg. Mgrs, MCE
// no yes: 1. late
submission of Units reports to P.R.O. for compilation 2. delay and inadequate funds 3. scheduled officers' activities are sent to the Budget officer/ Director instead of the Statisticsn officer
1. provision of funds must
be adequate and prompt 2. need for adequate
stationeries and computers 3. scheduled officers should
submit their reports on time 4. Scheduled officers'
activities should be sent directly to the Statisticts Officer Annual Situational report Focuses on programmes of activities and trends of the directorate within the year
P.R.O. 1 // // no
Budget
report to show budgetary activities of every quarter
Budget Officer 4 REO/MEO/Rrg.
Name of Institution Region Date of Visit Name of
report Purpose Who writes How many times in year submitted
Where to be
sent Mode of delivery Feedback received? How long after submission
Problem on report submission
Suggestions
Financial
report to show the financial position of the Municipality within the month
accountant 12 REO // yes immediately
ADEOP Guide for activities to be implemented in a specified period (Medium Term)
Planning/Statistics
Unit 1 GESHQ, REO, MMA, Reg. CO-ORD
by post yes 4 months
ADEAP captures activities undertaken in line with the ESP
Planning/Statistics Unit
1 // // no
Inspectorate/ HRMD/F&A/S TATS report
highlights activities
undertaken by units Heads of various Units 1 // // no
Greater Accra Regional Education Office
Greater
Accra 16/01/2012 Regional Director not available
