Professional documents of a teacher and headteacher in a school

To streamline education in Kenya and content delivery in classrooms the TSC has guidelines that indicate the roles and responsibilities of various stakeholders within its organization structure.

From the headteacher and classroom teacher roles and functions the TSC has developed a checklist of professional and legal documents that each should maintain.

It should be noted that these documents are used to evaluate the teacher during the appraisal process that is done on the TPAD system. In this regard, the document must be maintained, updated, and available at any time when requested by the supervisor.

Some of the professional documents for a teacher are timetables, scheme of work, the record of work, syllabi, notes, TPAD records, record of marks, and cocurricular activities among others. The headteacher documents are master timetables, staff personal files, BOM meetings, circulars, and memos among others.

Headteacher documents checklist as per TSC

Headteacher acts as the manager, quality assurance officer, and administrator within the school assigned. The TSC Code of Regulation for Teachers, 2015 assigns the headteacher roles and responsibilities. From those responsibilities, it also outlines the legal and professional documents that the head should maintain.

The TSC has developed a checklist of professional and legal documents that should be maintained by the headteacher for effective management of the school.

The head professional documents include.

  1. Master/Block timetable.
  2. Copies of approved schemes of work/work plans for teachers/tutors/lectures.
  3. Learner assessment/progress records/ improvement index and IEP reports.
  4. Learner skills development target records/ staff quarterly targets.
  5. Analysis of teacher/lecturer/tutor lesson/session attendance.
  6. Rescheduling timetables for lessons/sessions not taught.
  7. Co-curricular activity/team building records.
  8. Records of learners with challenging behavior, behavior modification records, punishment books/guidance, and counselling.
  9. Staff meeting files with confirmed minutes.
  10. Performance Appraisal and Development analysis for all staff.
  11. Staff personal file; containing posting letter, copies of entry and exit return, allocation of duties letter, records of indiscipline, and any other official communication from and to the teacher.
  12. Circulars, policies, and Internal memo files.
  13. BOM/Council minutes file
  14. Relevant and current Statutory documents; TSC Act, Basic Education Act, Code of Regulations for Teachers, Code of Conduct and Ethics for Teachers, Sector Policy of Learners and Trainers with Disability (2018), Persons with Disability Act 2003, Safety Manual among others.
  15. Entry and exit return book.
  16. Updated logbook and visitors’ book.
  17. Teacher/lecturer/tutor/ duty Rota.
  18. All relevant books of accounts as provided for in the Accounting Instructions Handbook.
  19. Strategic plan/School development plan.
  20. Signed copy of performance contract for the current contract period.

Professional documents of a teacher

For effective content delivery in class, each teacher should have updated professional documents. TSC has a checklist of all the documents that any classroom teacher should have for both public and private schools.

The expected documents include.

  1. Current personal timetable/training schedule.
  2. Syllabi /course outline/ curriculum design.
  3. Record of approved Schemes of work/work plans.
  4. Updated Lesson plans/facilitators guide.
  5. Updated Lesson notes/presentation notes.
  6. Records of work/sessions/activities that are checked weekly.
  7. Examination analysis by subject (national and internal)/ Assessment records/staff training indices records.
  8. Marked/checked learner’s work exercise books/training reports/back to office reports.
  9. Co-curricular/team building activity records.
  10. Learners’/trainees’ conduct, behaviour, guidance, and counseling records.
  11. Copies of subject/programmes/departmental meeting minutes.
  12. Teacher Performance Appraisal and Development (TPAD) Records.
  13. Individualized Educational Programmes (IEP records).
  14. Professional development activities.
  15. Lesson observation Records.
  16. Records of Community and stakeholder involvement.
  17. Evidence of integration of ICT in teaching/learning.
  18. Preparation of teaching aids using locally available resource materials