APPOINTMENT AND DEPLOYMENT OF INSTITUTIONAL ADMINISTRATORS
Pursuant to section 20 of the TSC Act, and in view of the Commission’s strategic pillar on re-engineering of its processes as per the current Strategic Plan, the Commission has directed that the Appointment and Deployment of the following institutional Administrators be decentralized and be coordinated by the Regional Director.
i. All Primary Schools Institutional Administrators.
ii. All Institutional Administrators for County, Sub-County and Day Secondary Schools.
The Commission has developed Guidelines to enable you effectively discharge this function. The Guidelines should be read together with the Commission’s Policy on Appointment and Deployment of Institutional Administrators, Career Progression Guidelines for Teachers, the Code of Regulations for Teachers and other regulations governing the teaching service.
This is a sensitive assignment that requires your individual supervision and coordination. You are expected to ensure that the exercise is carried out in a transparent and accountable manner.
The Guidelines take effect from 13 February, 2020. The provisions of the Code of Regulations for Teachers will continue to apply.
1.0 INTRODUCTION
1.1 The Commission is required to facilitate career progression and professional development of teachers, including the appointment of Institutional Administrators as per the Kenya Constitution, the TSC Act 2012 and the Code of Regulations for Teachers.
1.2 In this regard, the Commission reviewed its Policy on Appointment and Deployment of Institutional Administrators. The policy has also been aligned with the Job Evaluation Report (2016) which focused on the worth of every job in the teaching service.
1.3 The functions of the Regional Director are to coordinate and supervise the appointment and deployment of Institutional Administrators in the region. In this regard Regional Director shall:•
1. 3. 1 Chair the regional selection panel responsible for the appointment and deployment of institutional administrators for county, sub – county and day secondary schools’ administrators
1. 3 .2 Ensure that the process of selection, appointment and deployment is transparent and accountable;
1.3.3 Supervise County selection panels in the entire process of appointment and deployment of institutional administrators.
1.4 The County Director shall coordinate the appointment and deployment of primary school administrators in the county. To do so, the County Director shall:
1. 4. 1 Chair the county selection panel responsible for the appointment and deployment of institutional administrators at primary school level;
1.4.2 Ensure that the process of selection, appointment and deployment is transparent and accountable.
1.5 These guidelines are intended to compliment the provisions of the Policy on Appointment and Deployment of Institutional Administrators and should be read together with other policies and regulations governing the teaching service.
1.6 In execution of this role, the Regional Directors shall be responsible to the Director in charge of Staffing.
1. 7 The appointment and deployment of the Principals of Extra County and national secondary schools, post-secondary institutions together with other senior administrative posts in institutions of learning, not mentioned herein will be the responsibility of the Director in charge of
1.8 In undertaking this assignment, the County Directors shall be guided by the Hand Book on Decentralized Teacher Management Functions, August 2015
2.0 OBJECTIVE OF THE GUIDELINES
2.1 General objective
The overall objective of the guidelines is to promote efficiency in the appointment and deployment of institutional administrators to public schools through a competitive selection and appointment as well as identifying suitable and timely provision of institutional administrators.
2.2 Specific objectives
The specific objectives are to;
2.2.1 Implement the framework for the appointment and deployment of institutional administrators in the teaching service as per the Commission’s policy and regulations;
2.2.2 Guide the field staff in the process of appointment and deployment of Institutional Administrators;
2.2.3 Ensure that the appointment, selection and deployment of Institutional Administrators is standard across the country.
3.0 OVERALL GUIDELINES
In undertaking the assignment, the Regional Directors should take note of the following:
3. 1 That appointment and deployment of Institutional Administrators is undertaken in strict conformity with the provisions of the Constitution of Kenya, the TSC Act, the Code of Regulations for Teachers, the Policy on Appointment and Deployment of Institutional Administrators and the Teacher Career Progression Guidelines;
3.2 Institutional Administrators comprises of the Principal, Deputy Principal, Head Teacher, Deputy Head Teacher, Dean, Registrar, Senior Master and Senior Teacher.
3.3 Any matter relating to appointment and deployment of institutional administrators not specifically provided for under the guidelines are addressed through consultations with the Director in charge of Staffing.
3.4 In as much as this duty has been delegated, the Director Staffing may still exercise and do the appointment and deployment of institutional administrators as provided by the policy as well as address any appeal against the decision of the Regional Directors.
3.5 Institutional Administrators are selected competitively appointed and remunerated commensurately.
3.6 All serving Institutional Administrators are substantively appointed and placed in institutions that commensurate to their grades;
3.7 Teachers who were converted to Administrative grades as at 1 July, 201 7 be given the first priority and deployed appropriately as vacancies arise.
3.8 Notwithstanding any other provision in the policy of appointment and deployment of institutional administrators, the Commission reserves the right to transfer an administrator from one institution to another regardless of the number of years served in the station.
3.9 Pursuant to the provisions of section 46 of the TSC Act, teachers have the right to appeal against the decisions made by the panel. Such appeals should be made to the Regional Director in writing and a copy sent to the Commission Secretary not later than fourteen ( 14) days after the exercise.
3.10 The Regional Director shall analyze and address all complaints raised immediately and advise the Commission Secretary.
3.11 Upon conclusion of the process and selection of suitable candidates, the County Directors shall:
3.11.1 Issue appointment/deployment letters to successful candidates for primary schools;
3.11.2 Ensure that the Institutional administrators report for duty and handing over/taking over exercise is properly done;
3. 12 The Regional Director shall issue appointment/deployment letters to all successful candidates for Secondary Schools.
Attached are the appendices for use during the appointment and selection exercise.
APPENDIX 1:
IDENTIFICATION, SELECTION AND DEPLOYMENT PROCESS OF INSTITUTIONAL ADMINISTRATORS
1.0 The following procedures will apply in the identification, selection and deployment of institutional administrators: –
1. 1 Establishment of vacancies by the County Directors;
1.2 The TSC HQs shall advertise existing vacancies;
1.3 Interested candidates shall submit applications online;
1.4 The fist of shortlisted applicants shall be released to the Regional Directors in accordance with guidelines Issued by the Commission;
1. 5 The Regional Directors shall conduct interviews for shortlisted applicants in liaison with the County Directors;
1.6 The Regional Directors (in liaison with the County Directors) shall appoint, deploy successful candidates as well as communicate results to the interviewed candidates;
1.7 A merit list and copies of appointment letters will be submitted to the Secretary, Teachers Service Commission;
1.8 The Regional Directors shall be held personally responsible for the process.
NB It is the responsibility of the TSC Regional Directors to ensure that the exercise is fair and transparent.
2.0 The following considerations shall be made during the deployment of institutional administrators:
2.1 Category of institution
2.2 Size and level of enrolment
2.3 Academic and professional qualifications
2.4 Current grade
2.5 Relevant experience in the teaching service
2.6 Gender balance
2. 7 Any other criteria the Commission may deem appropriate
APPENDIX 11: STAFFING LEVELS
The tables’ shows number of administrators required per school/institution
Table 1: Deputy Head Teachers and Senior Teachers of Primary Schools as per the Establishment
| Stream/s | Classes | Maximum Enrolment | Establishment | Deputy Head Teachers | Senior Teachers |
| 1 | 8 | 400 | 9 | 1 | 1 |
| 2 | 16 | 800 | 17 | 1 | 2 |
| 3 | 24 | 1200 | 25 | 2 | 2 |
| 4 | 32 | 1600 | 33 | 2 | 3 |
| 5 | 40 | 2000 | 41 | 2 | 4 |
| 6 | 48 | 2400 | 49 | 2 | 4 |
| 7 | 56 | 2800 | 57 | 2 | 5 |
| 8 | 64 | 3200 | 65 | 2 | 6 |
| 9 | 72 | 3600 | 73 | 2 | 7 |
| 10 | 80 | 4000 | 81 | 2 | 8 |
Notes
I. Establishment of primary schools is based on a minimum teaching load of 35 lessons per week and a maximum class size of 50 learners.
ii. The Establishment per school includes the Head teacher, Deputy Head Teacher/sand Senior Teacher/s.
iii. Where there are two Deputy Head Teachers In a school, one shall be responsible for academics and the other administration.
Table 2: Deputy Principals & Senior Masters of secondary schools as per Curriculum Based Establishment (CBE)
| Stream/s | Classes | Maximum Enrolment | CBE | Deputy Principal/s | Senior Master/s |
| 1 | 4 | 180 | 9 | 1 | 1 |
| 2 | 8 | 360 | 19 | 1 | 2 |
| 3 | 12 | 540 | 28 | 1 | 4 |
| 4 | 16 | 720 | 38 | 1 | 5 |
| 5 | 20 | 900 | 47 | 1 | 5 |
| 6 | 24 | 1080 | 55 | 2 | 6 |
| 7 | 28 | 1260 | 63 | 2 | 6 |
| 8 | 32 | 1440 | 68 | 2 | 7 |
| 9 | 36 | 1620 | 76 | 2 | 7 |
| 10 | 40 | 1800 | 85 | 2 | 7 |
| 11 | 44 | 1980 | 93 | 2 | 8 |
| 12 | 48 | 2160 | 101 | 2 | 9 |
Notes
I. CBE based on minimum teaching load of 27 lessons per week and maximum class size of 45 students.
Ii. The CBE per school Includes the Principal, Deputy Principal/s and Senior Master/s.
iii. Where there are two Deputy Principals in an Institution, one shall be responsible for Academics and the other Administration.
Table 3: Deputy Principals and Senior Masters of Teacher Training Colleges-TTCs (Certificate & Diploma) as per the CBE
| Enrollment | Deputy Principals | Senior Masters | Dean of Students | Registrar |
| Upto 1,000 | 1 | 5 | 1 | 1 |
| Between 1,001 and 1,500 | 2 | 8 | 1 | 1 |
| Above 1,500 | 2 | 11 | 1 | 1 |
Table 5: Programme Coordinators of Center for Mathematics, Science and Technology in Africa (CEMASTEA) as per the CBE
S/No Programme Coordinators
1. Training Coordinator JCT
2. Training Coordinator-Special Programmes
3. Training Coordinator-Secondary
4. Training Coordinator — Primary
5. Training Coordinator- Research & Development
6. Training Coordinator- Partnership & Linkages
Table 4: Positions of Senior Master/s in Kenya Institute of Special Education (KISE) as per the CBE
| S/No Senior Master/s |
| 1. Disabilities Studies |
| 2. Research and Educational Resources |
| 3. Functional Assessment and Guidance and Counseling |
| 4. Distance learning and CPD Programmes |
| 5. Quality Assurance and Standards |
| 6. Teaching Practice Coordinator |
ESTABLISHMENT OF SENIOR TEACHERS/ MASTERS IN PRIMARY, SECONDARY AND TERTIARY INSTITUTIONS
Secondary schools and tertiary institutions shall have Senior Masters to head the following departments
Table 5: Positions of Senior Teachers in Primary Schools
S/No Senior Teachers
1 Social Studies, Technical & Creative Arts
2 Science and Mathematics
3 Languages
4 Boarding
5 Co-Curricular Activities
6 Guidance and Counseling/Careers
7 Quality Assurance and Standards (QAS)
8 Academic/Mentorship
Table 6: Senior Teachers in Primary Schools with Special Needs
S/No Senior Teachers
1. Social Studies, Technical & Creative Arts
2. Science and Mathematics
3. Languages
4. Boarding
5. Co-Curricular Activities
6. Guidance and Counseling/Careers
7. Quality Assurance and Standards (QAS)
8. Academic/Mentorship
Table 7: Senior Masters -Secondary Schools (this also applies to SNE-Secondary Schools)
S/No Senlor Master
1 Humanities
2 Science and Mathematics
3 Languages
4 Technical & Creative Arts
5 Boarding
6 Co-Curricular Activities
7 Guidance and Counseling/Careers
8 Quality Assurance and Standards (QAS)
9 Academic/Mentorship
Table 8: Senior Masters In TTCs (Certificate and Diploma)
S/No Senior Masters
1. Education
2. Sciences and Mathematics
3. Social Sciences
4. Languages
5. Creative Arts
6. Guidance and Counselling
7. Co-Curricular Activities
8. Quality Assurance and Standards (QAS)
9. Boarding
10. Teaching Practice
11. Academic/Mentorship
Table 9: Establishment or Administrative Positions In CEMASTEA
| Position | Number | T-Scale |
| Director | 1 | T15 |
| Deputy Director | 1 | T14 |
| Dean of Studies | 1 | T13 |
| Program Coordinators | 6 | T12 |
Table 9: Establishment of Administrative Positions In KISE
| Position | Number | T- Scale |
| Director | 1 | TtS |
| Deputy Director | 2 | T14 |
| Dean | 1 | T13 |
| Registrar | 1 | T13 |
| Senior Masters | 5 | T10-T12 |
APPENDIX III: APPOINTMENT AND DEPLOYMENT GUIDELINES
1.0 Qualification and experience required of administrators of Post Primary Institutions
In addition to the requirements for appointments In the policy, Institutional Administrators will be appointed based on the criteria outlined in the tables below:
Table 10: Principals of Secondary Schools
| Category | Grade | Experience |
| Sub County & All Day Schools | Principal T- Scale 13 | Served as Deputy Principal at T-Scale 12 or in an equivalent position for a minimum period of three (3) years |
| County Schools | Senior Principal T-Scale 14 | Served as a Principal at T-Scale 13 or In an equivalent position for a minimum period of three (3) years |
| National and Extra County Schools | Chief Principal T-Scale 15 | Served as a Senior Principal at T-Scale 14 or in an equivalent position for a minimum period of three (3) years |
Table 11: Deputy Principals of Secondary Schools
| Category | Grade | Experience |
| Sub County & AII Day Schools | Deputy Principal III/IV T- Scale 10/11 | Served at T-Scale 9/10 or In an equivalent position for a minimum period of three (3) years |
| County Schools | Deputy Principal II T-Scale 12 | Served as a Deputy Principal at T-Scale 11 or In an equivalent position for a minimum period of three (3) years |
| National & Extra County Schools | Deputy Principal L T- Scale 13 | Served as a Deputy Principal at T-Scale 12 or In an equivalent position for a minimum period |
Table 12: Senior Masters of Secondary Schools
| Category | Grade | Experience |
| Sub-County & All Day Schools | Senior Master 111/]V T- Scale 10/9 | Served as a teacher at T-Scale 9/8 or In an equivalent position for a minimum period of three ( 3) years |
| County Schools | Senior Master II T-Scale 11 | Served as a Senior Master Ill at T-Scale 10 or In an equivalent position for a minimum period of three (3) years |
| National & Extra County Schools | Senior Master I T-Scale 12 | Served as a Senior Master ll at T-Scale 11 or In an equivalent position for a minimum period of three (3) years |
Table 13: Principals of Teacher Training Colleges (Certificate & Diploma)
| Category | Enrollment | Grade | Experience |
| 1. | Up to 1000 learners | Principal TTC T-Scale 13 | Served as Deputy Principal at T-Scale 12 or in an equivalent position for a minimum period of three (3) years |
| 2. | Between 1001 & 1500 learners | Senior Principal TTC T-Scale 14 | Served as Principal at T-Scale 13 or in an equivalent position for a minimum period of three (3) years |
| 3. | Above 1500 learners | Chief Principal TTC T-Scale 15 | Served as Principal at T-Scale 14 or in an equivalent position for a minimum period of three (3) years |
Table 14: Deputy Principals of Teacher Training Colleges (Certificate & Diploma)
| Category | Enrollment | Grade | Experience |
| 1. | Up to 1000 learners | Deputy Principal TTC III T-Scale 11 | Served as Senior Master III at T-Scale 10 or in an equivalent position for a minimum period of three (3) years |
| 2. | Between 1001 & 1500 learners | Deputy Principal TTC II T-Scale 12 | Served as Deputy Principal TTC III T-Scale 11 or in an equivalent position for a minimum period of three (3) years |
| 3. | Above 1500 learners | Deputy Principal TTC I T-Scale 13 | Served as Deputy Principal TTC II T-Scale 12 or in an equivalent position for a minimum period of three (3) years |
Table 15: Dean/Registrar of Teacher Training Colleges (Certificate & Diploma)
| Category | Enrollment | Grade | Experience |
| 1. | Up to 1000 learners | Dean/ Registrar TIC Ill T-Scale 11 | Served as Senior Master Ill at T-Scale 10 or in an equivalent position for a minimum period of three (3) years |
| 2. | Between 1001 & 1500 learners | Dean/Registrar TTC II T-Scale 12 | Served as Dean/Registrar III at T-Scale 11 or in an equivalent position for a minimum period of three (3) years |
| 3. | Above 1500 | Dean/Registrar TTC I T-Scale 13 | Served as Dean/Registrar III at T-Scale 12 or in an equivalent position for a minimum period of three (3) years |
Table 16: Senior Masters of Teacher Training Colleges (Certificate & Diploma)
| Category | Enrollment | Grade | Experience |
| 1. | Up to 1000 learners | Senior Master TTC Ill T-Scale 10 | Served as Senior Lecturer IV at T-Scale 9 or In an equivalent position for a minimum period of three (3) years |
| 2. | Between 1001 and 1500 learners | Senior Master TTC II T-Scale 11 | Served as Senior Master Ill at T-Scale 10 or In an equivalent position for a minimum period of three (3) years |
| 3. | Above 1500 learners | Senior Master TTC I T-Scale 12 | Served as Senior Master II at T-Scale 11 or In an equivalent position for a minimum period of three (3) years |
Table 17: Establishment and requirement for appointment of administrators In CEMASTEA
| Position | Number | Grade | Experience |
| Director | 1 | T- Scale 15 | Must have served as Deputy Director at T-Scale 14 or In an equivalent position for a minimum period of three (3) years. |
| Deputy Director | 1 | T- Scale 14 | Must have served as a Dean of studies at T-Scale 13 or in an equivalent position for a minimum period of three (3) years. |
| Dean of Studies | 1 | T- Scale 13 | Must have served as a National/International Coordinator T-Scale 12 for a minimum period of three (3) years. |
| Programme Coordinators | 6 | T-Scale 12 | Must have served as a Senior National Trainer T-Scale 11 for a minimum period of three (3) years. |
Table 18: Establishment and requirements for appointment of administrators-KISE
| Position | Number | Grade | Experience |
| Director | 1 | T- Scale 15 | Must have served as a Deputy Director at T-Scale 14 or in an equivalent position for a minimum period of three (3) years. |
| Deputy Director | 2 | T- Scale 14 | Must have served as Academic Registrar at T-Scale 13 or in an equivalent position for a minimum period of three (3) years. |
| Academic Registrar | 1 | T- Scale 13 | Must have served either as a Senior Master I at T-Scale 12 or In an equivalent position for a minimum period of three (3) |
| Senior Masters | 5 | T-Scale 12 | Must have served either as a Senior Master II at T-Scale 12 or In an equivalent position for a minimum period of three (3) |
1.1 Qualifications and experience required of administrators In primary Institutions
In addition to the requirements for appointment in the policy, administrators In Primary institutions will be appointed based on the criteria outlined in the tables below:
Table 19: Head Teacher
| Category | Enrollment | Grade | Experience |
| 1. | Up to 1000 learners | Head Teacher T-Scale 10 | Served as Deputy Head Teacher II at T-Scale 9 for minimum period of three (3) years |
| 2. | Above 1000 learners | Senior Head Teacher T-Scale 11 | Served as Head Teacher T-Scale 10 for a minimum period of three (3) years |
Table 20: Deputy Head Teacher
| Category | Enrolment | Grade | Experience |
| 1. | Up to 1000 learners | Deputy Head Teacher 11 T-Scale 9 | Served as a Senior Teacher I at T-Scale 8 for minimum period of three (3) years |
| 2. | Above 1000 learners | Deputy Head Teacher I T-Scale 10 | Served as Deputy Head Teacher II T-Scale 9 for a minimum period of three (3) years |
Table 21: Senior Teacher
| Category | Enrollment | Grade | Experience |
| 1. | Up to 1000 learners | Senior Teacher II T-Scale 7 | Served as Primary Teacher I T-Scale 6 for a minimum period of three (3) years |
| 2. | Above 1000 learners | Senior Teacher I T-Scale 8 | Served as Senior Teacher II T-Scale 7 for a minimum period of three (3) years |
APPENDIX IV: REGIONAL SELECTION PANEL
The selection panel should consist of the following members:
a) Regional Director – Chairperson
b) Host County Director – Secretary
c) All County Directors – Members
d) Host CHRO – Member
Nairobi City County
a) Regional Director – Chairperson
b) Deputy Director – Secretary
c) All Sub County Directors – Members
d) CHRO – Members