Policy Guidelines for Independent Private Schools in
Uganda
1. Introduction
Until Early nineties, the Government of Uganda was
largely responsible for providing education to the Ugandan children with very
minimal participation from the private sector. The government has been able to
provide education to the children without compromising the quality and standard
of education despite increasing number of students in government schools and
resource constraint.
However, with the rapid socio-economic development taking
place in the country, the involvement of private sectors in education is
growing at fast pace and in coming years it is expected that private school
will play a very prominent role in sharing the cost of the government in
education as well as delivering quality of education. Moreover, there is an
increasing demand by the public for better and alternative education for their
children that best suits the nation’s aspirations as well as meeting the needs
of the increasing competition in the market.
The National Education Policy encourages all means
possible, including fiscal means, the setting up and operation of Private
schools at all levels from Pre- Primary through to Universities. This indicates
the functional responsibilities of Uganda National Association of Private
Schools and Institutions (UNAPSI) and the Ministry of Education to facilitate
the stewardship of Private Schools in Uganda. This is where the Policy
Guidelines for Private School will play its important role of providing the
guiding frame work for all private schools.
Having mentioned this, the expansion of private
schools in the country will provide choices to the Ugandan parents who are able
and willing to pay for their children’s education. Establishment of private
schools also help in the access to education besides providing them the options
to choose between the public and the private schools.
2.
Purpose
The Policy Guidelines for Private
Schools in Uganda shall serve the following purposes:
2.1
Help stakeholders in facilitating the
establishment of Private schools in the country as well as effective
functioning of the school.
2.2
Guiding principle and policy frame work
for all private schools irrespective of the level of schools. It includes rules
governing the use of prescribed curricula, accreditation procedures and a
requirement of minimum standards for both physical facilities and the overall
functioning of schools.
2.3
Provide a supportive framework in the
education sector that shall encourage private sector participation in improving
the standards of education such as setting up and monitoring standards and
quality.
2.4
Strengthen the role of private sector in
education through the provisions mentioned in the Guidelines for the Private
Schools in Uganda.
Definition
An independent private school is a privately funded
school providing quality education offering either the national curriculum and
examination system or an internationally recognized curriculum and examination
system catering to both Ugandan and international students.
4.
Level and Location of the School
4.1 The
level of schools, irrespective of private or government shall operate at one of
the following level of schools:
Pre-Primary
- Primary School
Secondary
School
Higher
Secondary
Where school spans several levels, each level of the
school shall have a separate vice principal responsible for its management.
However, the principal shall be responsible for the overall management of the
school.
4.2.The location of the School shall
be subject to the following conditions:
The school shall
be ideally located to facilitate congenial learning.
The site
proposed for school construction must be geo-technically stable.
The site shall
have adequate space to fit in all requirements mentioned.
The proposal shall be subject to the
views of the settlements and landowners of the adjacent areas.
The proposed
site shall be free of potential threat and risk of security and other hazards.
4.
School Safety
Making Children Safer:
School Manager, teachers, staff and
students shall be aware, trained and able to respond during and after the
emergencies.
The Structural
Facilities:
Buildings shall be able to resist
earthquakes and other hazards and function to maximum capacity during
emergencies.
The Non-
Structural Facilities:
Non- Structural hazards hunting must be
done and address these hazards with appropriate mitigation measures and make
school internal systems resistant to earthquake and other hazards.
5.
Physical Infrastructure
Each school
shall meet the minimum facilities and infrastructure specified by the
Ministry of
Education.
6.1
Proponents shall put up an application
to the concerned District Education Officer (DEO), shall, after confirming the
land registration and ownership of the land, forward the application to the
Private School Division, MoE.
6.2
Private School Division shall
review the application and the proponent is asked to submit the project
proposal. The proposal shall include the land ownership certificate and a
sketch master plan indicating the distribution of the minimum facilities in the
area as required in the Guidelines for
Private Schools in Uganda.
6.3
Private School Division shall put up the
application with the required documents in the Private School Technical
Committee Meeting comprising of a representative from School Planning and
Building Division, Policy and Planning Division, Uganda National Examination
Board and Assessment, Human Resource Division, Education Monitoring and Support
Service Division, Special Education Needs & Early Child Care and
Development Division and Private School Division. Private School Technical
Committee Meeting shall be chaired by the Director of Department of School
Education. If the application and the documents meet the requirement, joint
site verification is recommended.
6.4
Private School Division officials along
with the Technical Committee Members, DEO and representatives from Ministry of
Education shall make the site visit and jointly prepare site visit report.
6.5
The joint site visit report is
thereafter presented to the Private School Technical Committee Members.
6.6
Based on the decision of the Private
School Technical Committee Meeting, Private School Division shall correspond
with the proponent. If the site is found feasible for the establishment of the
school then Private School Division asks the proponent to submit detailed
project proposal along with the architectural drawings which shall be submitted
to School Planning and Building Division for scrutiny. If it is not found
feasible, the committee recommends expressing a letter of regret and asks the
proponent for alternative site and location with adequate area for the school
establishment.
6.7
Once the School Planning and Building
Division has scrutinized the drawings and made recommendations, Private School
Division shall write to the proponent asking to incorporate the recommendations
made by the School Planning and Building Division office and also to submit the
work plan indicating the timeline of the work. An approval in principle is
accorded by the Private School Division to go ahead with the construction work
upon producing environment clearance certificate from the National Environment
Management Authority. Validity of the approval in principal for the construction
of school is for three years.
6.8
Final and formal approval shall be
accorded by the Private School Division only upon the completion of the
physical infrastructure and other facilities and fulfillment of all
requirements as spelled out in Guidelines
for Private Schools in Uganda.
6.9
After the issue of Approval by the
Private School Division, the proponent shall be asked to sign a Memorandum of
Understanding (MoU) with the MoE for the commencement and operation of the
school. The MoU shall be for a period of five years. The renewal of the school
license shall be subject to the annual assessments by the MoE.
7.
Staffing
7.1
At the Primary level, a minimum of 80%
of the teaching staff shall be Ugandans. All teachers shall be trained and have
the required academic qualifications as prescribed by the Ministry of
Education.
7.2
At the Secondary level at least 60% of
the teachers shall be trained Ugandans and with qualification requirement set
by the Ministry of Education.
7.3
Payment of allowances such as the monthly
remuneration, Leave Travel Concession shall be as per the prevailing Labour Act
of the country.
7.4
Private schools can recruit expatriate
teachers with minimum qualification as required in teaching upon clearance from
the Ministry of Education.
7.5
Private
schools shall maintain a maximum teacher-student ratio of 1:45
7.6
Private schools shall have service rules
as per the Labour Act with a set remuneration structure where pay scale, annual
increment and other benefits are specified. A copy of which should be sent to
UNAPSI and the Ministry of Education.
7.7
Principals of private schools shall have
a degree in Educational Management and Administration or minimum five years
experience in managing a school as Principal. 
7.8
A full time trained counselor, Health
and Physical Education (HPE) Instructor/Sports Instructor are mandatory for
every private school.
7.9
All private schools shall recruit
necessary support staff as reflected and shall be paid as per the Labor Laws of
the country.
8.
Curriculum & Assessment
8.1
Private School shall follow the National
School Curriculum prescribed by the Department of Curriculum and Research
Development, Ministry of Education.
8.2
Private Schools shall abide by the
assessment policy as spelt by Department of Curriculum and UNEB. Private
Schools shall be subject to monitoring by the Education Monitoring and Support
Services Division, DEO, Private School Division and UNEB as and when required
by the Ministry of Education or on request from the school.
8.3
Private schools shall follow the same
academic session and normally participate in extra-curricular activities,
sports and other competitions, cultural activities and celebrations of national
significance as prescribed by the Ministry of Education. However, Ministry of
Education may authorize in writing the amendments to this policy for individual
private schools provided they follow the minimum of instructional days or
instructional hours.
8.4
All private schools shall enhance
student enrichment programmes and other voluntary services.
8.5
The school shall register its students
for national level examinations with the Uganda National Examination Board
(UNEB) and shall also follow all the rules and regulations prescribed by the
Board.
8.6
Private schools may offer alternative
curricula and alternative examinations and qualifications in place of the
National Curriculum and Board Examinations with written approval from the
Ministry of Education. Such curricula and examination should be internationally
recognized and subject to external assessment and monitoring.
9.
Admission
9.1
Any Ugandan child who has attained the
age of six (72 months) by the start of new academic session is entitled to
admission into the Pre Primary.
9.2
Admission at other levels shall be
granted on production of academic certificates, character certificates, and
other relevant documents as per the directives of the Ministry of Education.
9.3
Admission of students in other levels
shall not be allowed in the initial year of the operation of the school.
9.4
Total number of students enrolled should
be in proportion to the physical facilities available.
9.5
Day private school shall not admit
dependent children as per the admission policy of the Ministry of Education.
9.6
The secondary private schools should
seek prior approval from UNEB before admitting students from Examination Boards
outside Uganda.
9.7
Private schools are encouraged to make
provision for scholarships for students at all levels from economically or
socially disadvantaged backgrounds as a part of corporate social responsibilities.
9.8
The
school shall maintain individual records of the students.
10.
Fees & Taxes
10.1
The
proposed fee structure shall be made by the school itself and made publicly
available.
10.2
The school fees should be collected at
least in two installments. Schools shall not collect any other fees beyond the
fees approved by the Ministry of Education.
10.3
All private schools shall maintain a
bank account under which all the transactions shall be reflected, and readily
available for inspection by authorized government agencies.
10.4
The school shall pay all taxes as per
the prevailing rules and regulations of the Government of Uganda.
10.5
Proper printed receipt with school seal
shall be provided to the parents for any collection.
11. Government Support
11.1.
All private schools irrespective of the
levels may be provided with textbooks free of cost and shall comply with
textbooks issue regulations of the Ministry of Education.
11.2.
All materials developed by the Ministry
of Education for the purpose of School Education Programme shall be shared to
private schools.
11.3.
Teachers of Private schools are
encouraged to participate in training programmes organized by the Ministry of
Education within the country. However, expenses related to their travelling,
daily subsistence allowances and others where necessary shall have to be met by
the respective schools.
11.4.
Support from the education officials on
management, performance etc shall be provided to the school
12. Monitoring and
Support
12.1
Schools shall follow the same monitoring
policies as laid down from time to time by the Ministry of Education and UNEB.
12.2
The school shall institute school self
assessment and school improvement plan.
12.3
Schools shall be monitored through
established mechanisms from UNAPSI and the Department of School Education.
12.4
Schools shall be provided feedback on
their performance by the Ministry of Education and UNEB.
13. School
Management:
13.1 School Management Board
13.1.1
Composition:
The school Management Board shall have the following composition:
13.1.2
Chairperson:
13.1.3
Member Secretary:
13.1.4
Members:
13.1.6
Parents’ representative constituting one
parent for every hundred children with a minimum of five parent’s irrespective
of student number. The parent membership should represent both genders.
Parent’s representatives to the School Management Board shall be nominated by
the parents during the parent teachers meeting.
13.1.7
Two student representatives (a boy and a
girl) as and when required.
13.1.8
Quorum:
The quorum of the board is fixed at ⅔
of
the total membership.
13.1.9
Tenure: Members
shall serve tenure of two years and may be re-elected for a second term.
13.1.10Sittings:
The
board shall meet a minimum of two times in a year and as and when
required.
13.1.11Withdrawal
of membership: Membership of the School Management
Board may be withdrawn through resignation or removal.
13.1.12The School
Management Board shall have the following responsibilities:
§ Provide vision
and direction to school.
§
Guide
the school in proper implementation of and compliance with the government
policy and guidelines.
§
Guide
the school Management Team in the effective implementation of the policies and
guidelines.
§ Guide the school
in providing quality of services.
§ Propose and
discuss school development activities.
§
Guide
the school in putting in place proper system for the smooth functioning of the
School.
§ Review the
progress and performance of the school.
§ Report school
performance and improvement to all stakeholders.
§ Help
the school in conducting a minimum of at least two general parent teachers
meetings in a year.
§ Guide
the School Management Team (SMT) in case of serious disciplinary problems.
Code of ethics of School
Management Board
The School Management Board (SMB) members shall not
interfere in the day-to-day internal affairs of the school administration. It
shall meet on a bi-annual basis to provide directions, monitor and review the
progress of the school. However, SMB can also meet as and when need arises.
13.2
School Management Team
13.2.1
Composition: The school Management Team members shall
be the heads/coordinators of the different programme. However, the
following composition shall have to be maintained:
13.2.2
Chairperson: Principal
13.2.3
Member Secretary:
13.2.4
Members:
13.2.5
The
School Management Team shall have the following responsibilities:
·
Implement
school programmes and activities.
·
Estimate
budget and submit to the proprietor through the principal.
·
Form
committees and assign tasks with well-defined job description.
·
Plan
and carry out school level monitoring and support services through School Self
Assessment (SSA)
·
Conduct
professional development programmes
·
Nominate
staff for education forums and any other ad hoc invitations.
·
Assess
the performance of staff and provide feedback for improvement.
·
Manage
situational crisis or emergencies in the school.
·
Monitor
and evaluate programmes and provide support services.
·
Apprise
the SMB and the staff on government’s policy directives.
13.
Working Committee And In-Charges
13.1
In a large school, within the SMT, there
can be working committee and in-charges to execute specific task including:
13.1.1
Academic,
assessment and examinations
13.1.2
Maintenance
of properties
13.1.3
Admission
13.1.4
Maintaining
record
13.1.5
Running
of student mess
13.1.6
Curricular
and co-curricular activities
13.1.7
Student/Teacher
support services
13.1.8
Discipline
Committee
Note: Each Committee or In-charges are advised to do the planning for effective
execution of the activities with high sense of direction and accountability in
consultation with the SMB
(Nurturing Green schools
for Green Uganda: - Guide to School Management)
15.
General Terms and Conditions
15.1.
The
Proprietor shall ensure that all the minimum requirements in terms of both
facilities and human resources are in place prior to the opening of the school.
15.2.
The
school shall provide and maintain high quality of education.
15.3.
The
ownership of the school shall not be transferred without approval from the
Ministry of Education.
15.4.
The
Ministry of Education shall assess the quality of education in the school from
time to time.
15.5.
The
school shall provide any information as part of regular reports or for specific
studies conducted by the Ministry of Education.
15.6.
All
students shall be required to wear the school uniform.
15.7.
The
school shall not engage in any activities which are anti-social or against national
interest and the policy of the Government.
15.8.
Any
change in the level of school shall require prior approval from the Ministry of
Education.
15.9.
The
school shall not be closed without the prior approval from the Ministry of
Education. Closure of the school by either party (Proprietor or Ministry of
Education) shall require one year’s notice and adequate provisions should be
made for the children affected.
15.10. Wherever acts,
laws and rules and regulations are mentioned in the guidelines, it means the
prevailing ones.
15.11. If the school
intends to add new infrastructure or make major alteration to the structural
infrastructure, it should be done in consultation with MoE.
15.12. Ministry
of Education shall not allow conversion of existing structures into classrooms
and establishment of schools in the rented premises.
16.
Sanctions for Non-Compliance to the Guidelines:
16.1.1
Step 1: Reminder
letter: A reminder letter to the school administration shall be sent
within speculated time to appeal and for amendments.
16.1.2
Step 2: Written Warning: Upon non compliance
with the reminder letter, a written warning shall be sent to the school
mentioning the repercussions for non compliance.
16.1.3
Step 3: Recommendation for the suspension of the
license by issuing a letter to Ministry of Education with copy to DEO.
16.1.4
Step 4: Recommendation
to the UNEB for the school to be de-affiliated from UNEB
16.1.5
Step 5: Revoke the Approval certificates as per
of the National Education Policy.
Annexure 1: Physical
Facilities
Requirement for
Primary School:
- Classroom: The classroom shall accommodate maximum of 45 students @ 1.5 sqm per child
2.
Administrative purposes: School shall
have designated office space for Principal, VPs, general office and
staff room with adequate toilets.
- Library room: Library room shall be a size of minimum two standard classrooms. Number of books per child shall be 5 initially but provision has to be kept to improve the library annually.
- Toilet: Separate for boys and girls with minimum ratio of toilet booth to students as 1:15 (boarding school) and 1:25 (day school)
- Games and sports:
- Football field: Minimum of 35 X 70 m2
- Volley ball court: standard size
- Basket ball court: standard Size
- Indoor games
- Water supply: Safe and regular supply shall be provided with wash basin available in the school
- Multipurpose Hall
- Computer laboratory: with adequate number of computers
- Science laboratory
- Infirmary room
- Store room for books and stationery
- Adequate parking space
- Principal’s and caretaker’s quarter: it shall be within school premises or in close proximity to the school compound
- Conveyance facilities
- Proper drainage system shall be there in place
Requirement for
Secondary School:
- Classroom: The classroom should accommodate maximum of 45 students @ 1.5 sqm per child
- Administrative purposes: School shall have designated office space for Principal, VPs, general office and staff room with adequate toilets.
- Library room: Library room shall be a size of minimum two standard classrooms. Numbers of books per child is 10 initially but provision has to be kept to improve the library annually.
4.
Toilet: Separate
for boys and girls with minimum ratio of toilet booth to students as 1:15 (boarding
school) and 1:25 (day school).
- Games and sports:
6.
Water supply: Safe and regular supply shall be
provided with wash basin available in the school Multipurpose Hall
7.
Computer laboratory: with adequate
number of computers
8.
Three separate Science laboratories: If the school is
offering science subjects
9.
Infirmary room
10.
Counseling room
11.
Store room for books and stationery
12.
Separate Storage Room: Qualifying the
requirement set by UNEB
13.
Adequate parking space
14.
Principal’s and caretaker’s
quarter: It should be in close proximity to the school compound
15.
Conveyance facilities
16.
Proper drainage system shall be there in place
Requirement for
Higher Secondary School:
1.
Classroom: The
classroom should accommodate maximum of 45 students @ 1.5 sqm per child
2.
Administrative purposes: School shall
have designated office space for Principal, VPs, general office and
staff room with adequate toilets.
3.
Library room: Library room shall be a size of
minimum two standard classrooms. Number of books per child is 15 but
provision has to be kept to improve the library annually.
4.
Toilet: Separate
for boys and girls with minimum ratio of toilet booth to students as :15 (boarding
school) and 1:25 (day school)
5.
Games and sports:
a.
Football
field: Standard size
b.
Volley
ball court: standard size
c.
Basket ball court: standard Size
d.
Indoor
games
6.
Water supply: Safe and regular supply shall be
provided with wash basin available in the school
7.
Multipurpose
Hall
8.
Computer laboratory: With adequate
computers
9.
Three separate Science Laboratories: If the school is
offering science subjects
10.
Infirmary room
11.
Counseling room
12.
Store room for books and stationery
13.
Separate Storage Room: Qualifying the
requirement set by UNEB
14.
Principal’s and caretaker’s quarter: It should be in
close proximity to the school compound
15.
Adequate parking space
17.
Proper drainage system shall be there in place
Additional
requirement for Boarding Schools:
1.
Hostel: Separate
for boys and girls @ of 2.40sqm2 per child
2.
Infirmary: Each hostel shall have infirmary with
attached toilet
3.
Toilet: Separate for boys and girls with minimum
ratio of toilet booth to students as 1:15
4.
Shower: Each hostel shall have provision for
shower rooms with regular water supply
5.
Kitchen and store
6.
Warden and Matron’s quarters: It shall be
attached to the hostel or nearby
7.
Dining hall with wash basin
8.
Conveyance facilities
9.
Proper drainage system shall be in place
Note:
The proprietor/management shall be mindful to add in features and facilities to
make school compound child friendly and include the components for green
school.
Annexure
2: Staff list:
1.
One
librarian assistant for the library.
2.
One
lab assistant for the science lab at the primary level and three lab assistant
at the secondary and higher secondary level/ computer lab
3.
One
health personnel for the infirmary
4.
One
counselor for the counseling
5.
One
health and physical education instructor for the games and sports and other
physical education
6.
One
or Two cleaners
7.
One
or two care givers for the primary schools
Annexure 3: School Safety
1.
The
school must put school disaster management plan/ emergency and response in
place (including evacuation plans, emergency communication, contingency plan
etc.)
2.
The
school must conduct Mock Drill regularly. Boarding school may conduct night
mock drill as well.
3.
The
school must carry out the capacity mapping at school level, community and
Epidemic Disease, First Aid, Trauma Care etc.
4.
The
school must sensitize staff and students on any matters related to emergencies.
5.
Vulnerability
assessment must be carried out for old buildings.
6.
Assessment
of sites and buildings must be carried out for old buildings.
7.
The
school must prioritize a course of actions for vulnerable buildings- replace or
retrofit.
8.
New
constructions must adopt minimum seismic design requirements with evaluation of
sites for natural hazards.
9.
The school must brace or anchor systems,
piping, equipments and other items that may become falling hazards.
Annexure 4: Teacher’s Qualification
Requirement
1.
Primary
level: MOE Minimum Qualifications
2.
Secondary
Level: MOE Minimum Qualifications
3.
Higher
Secondary Level: MOE Minimum Qualifications.
4.
Institutions
and Colleges : MOE Minimum Qualifications
5.
Universities:
MOE Minimum Qualifications
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