Standard Operating Procedures

SOP-ACAD-001 Marking and moderation of terminal exams

Purpose. Guarantee that every mark reported on a pupil’s report card is accurate, moderated, and consistent across sections and years.

Scope. All terminal examinations from Primary 1 to JHS 3.

Procedure:

1. Paper approval: Every terminal exam paper is drafted by the subject teacher, reviewed by the HOD, and signed off by the Assistant Head (Academics) two weeks before the exam.
2. Marking: First marker completes within one week of the exam sitting. Second marker (blind, different section) marks 20% sample.
3. Discrepancy check: Where marks differ by more than 8 points, the paper goes to third-marker adjudication by the HOD.
4. Moderation meeting: Full HOD meeting to agree any grade-boundary uplift within week 2 after exams.
5. Data entry: Marks entered into SchoolOS Gradebook by the class teacher. Locked by HOD before report cards run.
6. Item analysis: Every paper generates an item-analysis for the HOD; feedback shared with the teacher within 3 days.
7. Release: Report cards printed and released within 10 working days of the last exam.

SOP-ACAD-002 BECE preparation and registration

Purpose. Prepare every JHS 3 pupil for the WAEC BECE and register them on time and correctly.

1. May (JHS 2): Provisional list of prospective BECE candidates compiled.
2. September (JHS 3): Confirmed list · biodata verification · photo capture.
3. October: WAEC registration window — Exams Officer submits, dual-checked by Registrar.
4. Nov / Feb / May: Three mock cycles — standardised, timed, marked to WAEC scheme.
5. June: Final revision programme + counselling on SHS choices.
6. Exam week: Chief Invigilator model · zero-tolerance malpractice policy.
7. Results release: Verified and communicated to parents same day.

SOP-SAFE-001 Safeguarding disclosure and reporting

Purpose. Every disclosure of harm from or about a pupil is handled correctly, in 24 hours or less.

1. Listen, do not lead. Believe the child. Do not ask leading questions.
2. Reassure the child that they were right to speak up. Do not promise confidentiality.
3. Record within 1 hour on the Safeguarding Report form: date, time, pupil, what they said in their words.
4. Deliver the form to the Designated Safeguarding Lead the same day.
5. DSL decision within 24 hours: internal handling, medical care, or escalation to Department of Social Welfare / DOVVSU.
6. Records locked; SchoolOS access role-restricted to DSL / DDSL / Head.
7. Follow-up at 1 week, 4 weeks, 12 weeks until case is documented closed.

SOP-SAFE-002 Emergency evacuation and fire drill

1. Signal: Continuous bell for 30 seconds.
2. Every teacher: lead your class calmly to your assigned muster point via the nearest safe exit.
3. Every prefect: support the class teacher, assist younger pupils.
4. At the muster point: class teacher takes register from SchoolOS attendance printout.
5. Report missing pupils immediately to the Facilities Manager.
6. All-clear: one long bell followed by two short bells.
7. Drill frequency: once per term, every block. Logged and reviewed.

SOP-FIN-001 Fees receipting and daily banking

1. Cash payments: triplicate receipt (parent, ledger, file). Signed by parent and Cashier.
2. MoMo & bank: reconcile against SchoolOS Payments module by 4:00 PM daily.
3. Discrepancies: resolved by the Bursar with the Accounts Officer within 24 hours.
4. End-of-day banking: all cash to GCB Bank via dual-signed deposit slip.
5. Daily close: Bursar signs off the daily receipts sheet.
6. Weekly summary: Bursar sends the collections summary to the Headmaster every Friday.

SOP-FIN-002 Monthly payroll and statutory remittance

1. Cut-off date: 20th of every month.
2. Data validation: Payroll Officer confirms attendance, leave, allowances with HR.
3. Payroll run in SchoolOS — net pay + SSNIT + PAYE auto-computed.
4. Dual approval: Bursar reviews and approves the run; Headmaster co-signs.
5. Payment issued by 27th (or previous working day) via MoMo / bank.
6. SSNIT remittance filed by the 14th of the following month.
7. PAYE remittance filed by the 15th of the following month.
8. Payslips published in SchoolOS to each staff account on payday.

SOP-HR-001 Recruitment and appointment of teachers

1. Vacancy approved by Headmaster; job description drafted with HOD.
2. Advert posted publicly (min. 14 days) and shared with GES district.
3. Longlist compiled by HR; shortlist by Headmaster + HOD.
4. Interview panel: Headmaster + HOD + HR Officer.
5. Demo lesson with a real class (30 min) — observed by two panel members.
6. Reference check: two independent references verified before offer.
7. Offer letter issued with signed contract before start date.
8. Induction booked for Days 1–5 (see SOP-HR-002).

SOP-HR-002 Staff onboarding (Days 1–5)

1. Day 1: Sign contract · policies · payroll · MoMo · uniform.
2. Day 2: Safeguarding module · child-protection policy · two-adult rule.
3. Day 3: SchoolOS + 2FA · data-protection training.
4. Day 4: Facilities tour · fire drill · sick bay · culture briefing by Chaplain.
5. Day 5: Meet HOD · mentor pairing · classroom / desk assignment · question hour with the Head.
6. Signed checklist filed in HR before shadow classes begin.

SOP-ICT-001 SchoolOS access, 2FA and offboarding

1. Provisioning: HR raises SchoolOS request via ticket; ICT creates account within 24 hours.
2. 2FA enrollment mandatory before first login.
3. Role assigned per RACI matrix and department head’s written request.
4. Quarterly review: ICT reviews all active accounts; unused accounts disabled.
5. Password reset: self-service via magic link + 2FA.
6. Offboarding: account disabled within 1 hour of employment ending. Data retained per policy.

SOP-ICT-002 Backup, restore and disaster recovery

1. D1 (records): point-in-time recovery, 30-day retention.
2. R2 (files): versioned, 90-day retention on every file.
3. Weekly snapshot exported to an offline OneDrive vault held by the Proprietor.
4. Monthly restore test: random table restored into a sandbox by ICT Coordinator.
5. Annual DR drill: once every Term 3, full simulated total-loss rebuild against RTO of 4 hours.
6. Test outcomes logged in SchoolOS › Lessons Learned.

SOP-ADM-001 New-pupil admissions

1. Enquiry: logged in SchoolOS Admissions module with contact details.
2. Application form issued (paper or online) with document checklist.
3. Assessment day: age-appropriate assessment + parent conversation.
4. Decision within 14 days: offer, waitlist, or no-offer — communicated in writing.
5. Acceptance deposit secures the place.
6. Enrolment onto SchoolOS: bio · guardian · fees · uniform · health · house assignment.
7. Parent orientation before Day 1.

SOP-OPS-001 Daily campus opening and closing checks

1. Opening (6:30 AM): Security walkthrough — gates, generators, alarms, water, sanitation. Log signed.
2. Attendance ready: registers printed by 7:15 AM.
3. Sick bay ready: nurse on station by 7:30 AM.
4. Closing (5:00 PM): Security walkthrough — classrooms, offices, kitchen, gates locked; incidents logged.
5. Incident log reviewed by Facilities Manager next morning.

SOP-OPS-002 Sanitation and cleaning rota

1. Daily: washrooms sanitised morning & afternoon; classrooms swept end-of-day; waste bins emptied.
2. Weekly: deep-clean of washrooms, dining hall, kitchen; grounds tidy.
3. Monthly: desks disinfected; ceiling fans dusted; drainage check.
4. Termly: full deep-clean during break; kitchen & food-vendor health screening.
5. Reporting: Sanitation Lead signs off the daily rota; escalations to Facilities Manager.

SOP-CHP-001 Assembly and chapel format

Daily morning devotion (7:45 AM — 8:00 AM)

1. Opening prayer — duty prefect
2. Short scripture reading — duty class
3. Announcements — Head Boy / Head Girl
4. Song — whole school
5. Closing prayer — duty teacher

Weekly whole-school chapel (Friday 7:45 AM — 8:30 AM)

1. Song of praise (school band)
2. Chaplain’s message (10 min)
3. Testimonies from pupils (optional)
4. Prayer for the week ahead
5. House-points and awards announcements
6. Closing benediction

Termly thanksgiving service

Full service at end of term — parents, alumni and staff welcome. Format extended to include Communion where appropriate.