CHAPTER FIVE

BOARDOF GOVERNORS AND SCHOOL MANAGEMENT COMMITTEE (SMC):

ROLES/DUTIES/RESPONSIBILITIES

The Education Act 2004 stated that: ‘If in the opinion of the Minister it is in the interest of
education that advisory boards or advisory committees should be appointed to advise him on
specific aspects of education, then he may establish such boards or committees’. The
composition of any board or committee established under this section shall be such as the
Minister may determine and the Minister may without assigning any reason therefore revoke
the appointment of any member of such board or committee{Edu. Act 2004 31:1-3}. Therefore,
the Minister in his/her powers to provide and supervise education has established two such
advisory boards and committees for Government assisted primary and secondary schools; and
these are:

1. School Management Committee (SMC) for a Government Assisted Primary School

2. Board of Governors for a Government Assisted Secondary School (JSS/SSS)

SCHOOL MANAGEMENT COMMITTEE (SMC)

The Minister shall establish a School Management Committee in respect of any government
assisted primary school and every management committee so established shall assist in the
management of that school in accordance with rules made by the Minister under this Act{Edu.
Act 2004 33:1-2}

Composition of the Membership of SMC

The composition of the Management Committee established under Section 32 of the Education
Act 2004shall consist of Seven (7)members:

1. The head teacher

2. The inspector of schools or his representative (non-voting member)
3. The proprietor’s representative (Manager in our own situation)
4. Chairperson of the Community Teachers’ Association (CTA)
5. The traditional ruler of the village or area concerned
6. A female member or representative of Chiefdom Education Committee
7. A prominent educationist

NB: Membership of the SMC can be increased to Nine (9) by coopting stakeholders of the
community who can meaningfully contribution to the provision and supervision of education.
The chairperson of the Management Committee shall be appointed by the members of the
committee from among their number, but subject to the approval of the Minister {Edu. Act
2004.33:1-3}.

Duties and Responsibilities of the SMC

 Like the Board of Governors for government assisted Secondary Schools the School
Management Committee shall meet three (3) times with the academic year; once every
term.
 The School Management Committee is charged with the responsibility of advising and
supervising the administration of the school entrusted to their care; to make sure the
school is administered accordance with the policies of the Ministry of Education
 The SMC should develop, approve and sign the activity and development plan of the
school; and must carefully monitor the proper implementation of these plans.
 The SMC is charged with responsibilities to monitor the income and approved the
expenditure of the school; therefore, the SMC must be well informed and familiar with
the financial status of the school
 The chairperson of the SMC must be the chief signatory to the school’s Bank Accounts;
additional signatories are: CTA Chairperson and Head Teacher. Cheaques for Bank
Withdrawals must only be signed after a meeting of the SMC
 The SMC must request for regular bank statements and financial reports with supporting
documents

BOARD OF GOVERNORS FOR GOVERNMENT

According to the Education Act 2004, the Minister may, by Government Notice, establish a
Board of Governors in respect of any government assisted school, other than a primary or
private school. Every Board of Governors established under subsection (1) in respect of any
school shall be responsible for the management of that school in accordance with the rules
prescribed by the Minister under this Act. Every board of governors shall be a body corporate
with perpetual succession and a common seal{Edu. Act2004 Section 32:1-3}.

The Role of the Board of Governors for Effective School Governance

The Education Act 2004 makes it mandatory for the board of governors (Twelve Members) to
superintend the general management of a secondary school. {Edu. ActSection 32: 2}

Composition of Membership

The Hon. Minister of Education appoints members of the Board and also appoints a
Chairperson among members of the board {Edu. Act Section 32:4a}
 1. Proprietors Nominees – Four(4) members to be appointed by the Minister on the
recommendation of the proprietors of the school immediately prior to the
establishment of the Board of Governors in respect thereof under this section
Subsection 32c
2. Local Authority Nominee – One member nominated by the local authority of the area in
which the school is located/situated, and appointed by the Minister Subsection 32d
3. Elected Representative of Past Pupils – One representative elected by the Ex-pupils
Association Subsection 32e
4. Ministers nominees – Five (5) representatives of the Minister to be appointed by the
MinisterSubsection 32b
5. Principal/Secretary – The principal shall serve as secretary to the Board Subsection 32f

Quorum of Board of Governors

Section 32 subsection 5 of the Education Act: state that the quorum for all meetings of the
Boards of Governors stall be five (5) so long as the total membership stays at 12 and 40% of the
members present are representatives of the minister.

Tenure of Office of Board of Governors

Board members shall hold office for three (3) years and are eligible for reappointment. A vacant
position on the board may be filled by a new member for the remainder of the term of office of
the member whose death, resignation or removal caused the vacancy.

Notification for Board of Governors Meeting

Policy provides that principals are to give fourteen (14) clear days of notice for regular board
meetings to secure good attendance and to give sufficient time to the Minister to arrange for
representation at these meetings.
Board meeting are to be held at least three times during the school year preferably once a
term. In the absence of the substantive chairperson of the Board the other Board members
should elect any member to act as Chairperson of that meeting. There should be no permanent
acting chairperson.

Voting of Board of Governors

All members of the board have voting rights except in the case of interviews for principal ship if
the secretary to the Board is an applicant.
A chairman has an original and a casting vote in case of a tie

Board Committees
Policy provides for the board to appoint the following committees:
 1. Standing Committee
2. Finance Committee
3. Visitation Committee
Each of the committee comprises of 3-5 members to carry out various specific tasks of the
Board. Each committee shall have a chairman who reports to the board for the ratification of
decisions taken. The decisions are more or less advisory and not binding.
The board scrutinizes such decisions and makes recommendations to the Ministry for approval
or otherwise.

Standing Committee

 Takes urgent decision on emergency issue especially in a situation where it is not

practicable to summon the entire board.
 If the standing committee cannot meet for one reason or the other, its chairman should
consult the board chairman and the advice of the Ministry representative sought on
policy matters before a decision could be reached.
 Decisions of the standing committee or those made after consultation with the
chairman and the ministry representative should be reported to the full board for
notification.

Finance Committee

 To review the annual budget prepared by the school authorities for subsequent
presentation to the Board.
 To adopt steps to ensure there is no carelessness, fraud or financial mal- practices of
any sort.
 To ensure correct postings and update of all books of account.
 To ensure that a statement of account of the school funds is made available at periodic
intervals
 To investigate and report any discrepancies found and any matter delegated to the
committee by the board of Governors.
 To ensure that recommendations made by auditors are implemented without delay.

Visitation Committee
 To visit the school at regular intervals at least once a term to observe the principal, staff
and pupils at work.
 To inspect the physical conditions and facilities at the school
 To look at school records and ensure that entries are up to date and the records are
properly, accurately and tidily kept.
  To discuss with the principal, staff and pupils matters affecting their welfare and overall
development of the school.
 Reports of the visitations committee should be documented and presented with
recommendations to the entire Board for follow up action.

Importance of Board of Governors

By the nature of its composition all members of a school’s Board of Governors are responsible
and respectable members of the committee. They should be role models in society and should
be seen capable of making the will of the people effective on the control of Education. They
should inspire people to show concern about the importance of education and are to work
closely with the school administration to ensure that the school is run effectively in a conducive
environment.

DUTIES RESPONSIBILITIESOF BOARD OF GOVERNORS

 To ensure that the school is properly administrated but not administer it themselves.
 To be familiar (an fair) with the existing quality educational programmes and to ensure
that the pupils make the best advantage of what is offered in the school
 The principal/Acting Principal must constantly keep the Board abreast of new
developments in the field of education and the board should ensure that the school’s
institutional programmes serve the needs and best interest of the pupils.
 To make provision for attractive fringe benefits as constant enticement/motivation for
competent and committed staff.
 To ensure that the school has a well-trainedand competent professional staff, supported
by capable people offering auxiliary services.
 To encourage appropriate programmes for in-service development and growth of
professional and supporting staff. In short the board must be seen to secure the welfare
of staff members who need to be appreciated and respected.
 To ensure that the school is run in accordance with the Education Act 2004 and Policy
Guideline of the Ministry.
 To participate in staff recruitment. The principal should involve some members of the
board in recruiting teachers who are academically, professional, physical and mentally
fit.
 To endorse principals recommendation for the promotion of qualified and deserving
teachers.
 To ensure that principals and vice principals go on annual leave of 60 working days.
 To encourage and recommend hard working and co-operative teachers for study leave.
 To recommend the transfer of services of teachers who according to the principal do not
take their school work seriously and are bad role models to pupils.
  To recommend the retirement of principals. Vice principals and other teachers who
have reached the statutory retirement age of 60 years.
 To ensure the approval of the annual school budget before school funds are utilized. The
board has a great responsibility to ensure the prudent use of school funds. It is
recommended that not less than 60% of the school budget should be used for
procurement of teaching and learning materials as well as for school development. Not
more than 25% of the school funds should go towards allowance and incentives for
school administrators and teachers.
 To ensure that principals/Acting principals respond to their school audit reports on time.
 To keep a comprehensive staff list of teachers in the school.
 To ensure that the roll of daily attendance of pupils is kept.
 To ensure that the school environment is conducive for effective teaching and learning
process.
 To ensure that relevant records, statistics and accounts of the school are kept
 To ensure that only successful candidates at the N.P.S.E and B.E.C.E are admitted in JSS
1 and SSS 2 respectively.
 To ensure that the school does not collect extra school charges after parents have paid
the stipulated school charges.
 To recommend to the Ministry without delay for appropriate disciplinary action against
any staff member reported by the principal to be guilty of intercepting school fees
either from parents or from pupils.
 To cooperate with the school administration in sending a strong message to the pupils
denouncing the current wretched uniform dress code especially among school boys.
 To recommend punitive measure against staff members reported by the principal to be
fond of collecting monies from pupils for remedial, extended /extra class
 To know how to handle the score sheet during interviews for the positions of principal
or vice principal.
 In the realm of policy making the Board must be aware that it is the ministry of
Education and no one else that makes the overall education policy which must be
adhered to by all members

Board Expectations from Principals

The board has the rights to expect from Principal:
Execution of Policies
The conscientious execution of all of its policies and not just those with which the principal is in
agreement
Reference to the Board Matters not Covered by Policies but which are Appropriate

The principal should refrain from making decisions which the board should make
Provision of Information on all Aspect of the School Programme for Board Consideration

The principal should provide information on all aspects of the school programmes including the
relevant facts and figures to guide the Board in its deliberations and policy decisions.

Team Work

The principal should conduct all official business with the Board as a whole and not with
portions of the Board or individual members. The Board must work as a term and conduct all
business during official Board Meeting. It is then and only then that the board can legally
perform its duties

Loyalty and Support

The principal must support and defend the decisions of the Board, even if they are contrary to
his recommendations. The principal who finds it impossible to support the Board’s decisions
should resign or seek employment elsewhere.

The Principal Expectations of the Board

The principal also has the right to expect from the board.

Establishment of Written Policies

The establishment of a sound set of written policies covering all phases of school operations
and the Board conformity with these policies. These policies must be in conformity with those
of the education Ministry.

Support

Support and protection against unwarranted demands and excessive, unfair and unjust
criticisms

Unit Operation

This is the operation of the Board as a unit and not as faction or individual. No Board should
expect a principal to compromise professional integrity by supporting one Board group against
another.

Treatment of the School Personnel through the Principal and not Directly

In this connection recruitment, promotions, transfers etc should be predicated by the

principals’ recommendation. This however does not mean that the Board is bound to accept
any or all of the principal recommendations.
Non Interference in Administrative

No interference in the day to day administration of the school. Board members should not
dabble administrative matters.

Evaluation

The principal has right to expect from the board honest and fair evaluation at periodic intervals.
This gives the principal a feeling of security of tenure and will also result in increased
understanding of an appreciation of the principal’s job on the part of the board. Where the
Board is not happy with the principal’s work, the principal must be so informed and given an
opportunity to make amends. When the work is pleasing, the principal has the right to know
and the further rights to expect appropriate rewards.

The right to evaluate the principal’s work gives the Boardno mandate how the work shall be
done. As a professional practitioner, the principal deserves the freedom and latitude to
function appropriately and the Board should evaluate results as represented by the total
education enterprise.