Ministry of Education, Employment and the Family

Ministry of Education, Employment and the Family

Human Resources Development Department Directorate for Educational Services

Standard Operating Procedure: DES-HRDD001-09

March 2010

Human Resources Department Directorate for Educational Services,

Great Siege Road, Floriana VLT2000, Malta

Freephone:

(356) 1571

(356) 8007 2330

(356) 2598 2463

Fax: (356) 2590 3331

e-mail: info.education.meef@gov.mt

educstaffsupport@gov.mt

Standard Operating Procedures-Education Directorates

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Foreword

This updated manual is being sent to all schools with the intention of providing a handy reference to School Administrators.

It has been compiled carefully and all new or updated information has been included. The idea behind such a publication is not original and has been inspired by efforts that have already been carried out at school level. It must be pointed out immediately therefore that it is not the intention of this manual to compete with but to support such initiatives.

It is important that this manual becomes a working document and is consulted whenever the school administration feels the need to clarify or to check standing orders and procedures. For this purpose it is being proposed that each school is to keep both hard and soft copies of this document available in the office for use by the school administration and in the library for the school staff. This is a working manual for consultation and not to be locked for safe keeping.

It will be the responsibility of each school to have the latest version available as new important circulars might be issued whilst others become obsolete or superseded.

Used wisely this booklet will accompany school administrators in following procedures for the better administration of our schools and spur on the desired leap in quality in the administrators themselves.

Alfred Mallia Director Human Resources Development Department March 2010

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Contents

Foreword ........................................................................................ 2

Contents ......................................................................................... 3

Abbreviations ................................................................................... 8

1. Document Control Information .......................................................... 9

1.1 Document Reference ......................................................................... 9 1.2 Document Type ............................................................................... 9 1.3 Security Classification ....................................................................... 9 1.4 Synopsis ........................................................................................ 9 1.5 Document control............................................................................. 9 1.6 Authorisation .................................................................................. 9 1.7 Modification history .......................................................................... 9 1.8 Next Update ................................................................................... 9

2. Education Philosophy ..................................................................... 10

2.1 Education Philosophy........................................................................10 2.2 Who are our Customers? ....................................................................10

2.2.1 External Customers ............................................................................... 10 2.2.2 Internal Customers................................................................................ 10

2.3 Customer Needs..............................................................................10

2.3.1 Customer Rights ................................................................................... 11 2.3.2 Parents' Responsibilities......................................................................... 11

2.4 Service Objective Outcomes ...............................................................11

2.4.1 Objectives of DES.................................................................................. 11 2.4.2 Objectives of DQSE................................................................................ 13 2.4.3 Common Objectives of both Directorates ................................................... 14 2.4.4 Objectives of Colleges............................................................................ 14

2.5 Values of Colleges ...........................................................................15 2.6 Quality Management ........................................................................16 2.7 Ministry Organisation Structure............................................................16 2.8. Stakeholders..................................................................................16

3. Generic Procedures ....................................................................... 18

3.1 Procedures for Teaching and non-Teaching staff .......................................18

3.1.1 Working Hours ..................................................................................... 18

3.1.1.1

Full-time employees ...............................................................................18

3.1.1.2

Part-time Clerks ....................................................................................19

3.1.2 Vacation Leave..................................................................................... 20

3.1.2.1

Vacation Leave for non-teaching staff ..........................................................20

3.1.2.2

Vacation Leave for teaching staff................................................................20

3.1.2.3

Donation of Vacation Leave for Humanitarian Reasons .......................................21

3.1.3 Sick Leave........................................................................................... 21

3.1.3.1

Notification of absence............................................................................21

3.1.3.2

Verification of Sick Leave .........................................................................22

3.1.3.3

Sick Leave abroad ..................................................................................23

3.1.4 Special Leave approved by MPO ? Cultural Leave ........................................... 23

3.1.5 Special Paid Leave approved by the Head of Department................................. 23

3.1.5.1

Maternity Leave ....................................................................................23

3.1.5.2

Pre-Retirement Leave .............................................................................24

3.1.5.3

Adoption Leave .....................................................................................25

3.1.5.4

Injury Leave.........................................................................................25

3.1.5.5

Bereavement Leave ................................................................................25

3.1.5.6

Marriage Leave .....................................................................................26

3.1.5.7

Paternity Leave.....................................................................................26

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3.1.5.8

Quarantine Leave ..................................................................................26

3.1.5.9

Jury Leave...........................................................................................26

3.1.5.10 Sports Activities Abroad ...................................................................................26

3.1.6 School Year and Holidays for Teaching Grades, Kindergarten Assistant (KGA) and

Learning Support Assistant (LSA) Grades ............................................................... 26

3.1.7 Special Unpaid leave approved by MPO ....................................................... 28

3.1.7.1

General Provisions..................................................................................28

3.1.7.2

Statutory posts in the central Executive of political Parties .................................28

3.1.7.3

Leave to try an alternative employment........................................................28

3.1.8 Special Unpaid leave approved by the respective Director ............................... 28

3.1.8.1

General Provisions..................................................................................28

3.1.8.2

Special unpaid leave to new recruits ............................................................28

3.1.8.3

Leave for thirty days...............................................................................29

3.1.8.4

Parental Leave......................................................................................29

3.1.8.5

Responsibility Leave ...............................................................................30

3.1.8.6

Leave to settle in a foreign country .............................................................30

3.1.8.7

Leave for fishing and agricultural purposes ....................................................30

3.1.8.8

Vocational Leave ...................................................................................30

3.1.8.9

Leave to foster children ...........................................................................31

3.1.8.10

Leave to accompany spouse on Government-sponsored courses or assignments ..........31

3.1.8.11

Missionary / Voluntary Service ...................................................................31

3.1.8.12

Study Leave .........................................................................................31

3.1.9 Officers on reduced hours ....................................................................... 31

3.1.10 Teleworking ........................................................................................ 34

3.1.11 Regulations on Smoking in Public Places, 2003 .............................................. 34

3.1.12 Sexual Harassment at the Place of Work ..................................................... 34

3.1.13 Private Work by Public Officers ................................................................ 35

3.1.14 Written references made by Public Officers ................................................. 36

3.1.15 Recruitment Opportunities with Institutions of the European Union ................... 36

3.1.16 Procedure for New Recruits ..................................................................... 37

3.1.16.1 Generic Procedures for New Recruits ...................................................................37

3.1.16.2 Procedure for LSAs ........................................................................................37

3.1.16.3 Procedure for Engagement of Contract Employees ...................................................38

3.1.17 Disciplinary Regulations for the Public Service.............................................. 39

3.1.18 Delegation of Authority to extend or terminate the probationary period ............. 40

3.1.19 Returns for extra days worked during the school holidays .............................. 41

3.1.20 Declaration re weekly number of working hours and days of work ..................... 41

3.1.21 Staff Data. .......................................................................................... 41

3.2 Procedures for the Management of Colleges and Schools .............................41

3.2.1 Use of Mobile Phones ............................................................................. 41

3.2.2 Overseas Visit ...................................................................................... 42

3.2.3 Money Collections in Schools.................................................................... 43

3.2.4 Dress Code .......................................................................................... 43

3.2.5 Deregistration of VAT No. 1333 - 6811 ........................................................ 44

3.2.6 Sale of Items in Schools .......................................................................... 44

3.2.6.1

Sale of Items in Schools ...........................................................................44

3.2.6.2

Photocopying Service ..............................................................................44

3.2.7 Psychological Support for Teachers............................................................ 45

3.2.8 Inclusive Education ? Statementing Moderating - Panel's Recommendations............ 45

3.2.9 Lesson Planning for Special Needs Students.................................................. 46

3.2.10 Foreign Students attending State Schools ................................................... 46

3.2.11 Medical Certificates .............................................................................. 47

3.2.12 Mid-day Break Supervision....................................................................... 48

3.2.13 School Transport.................................................................................. 48

3.2.13.1 Generic Procedure .........................................................................................48

3.2.13.2 End of the Month Report .................................................................................48

3.2.13.3 Transport Supervision .....................................................................................49

3.2.14 Emergency Works in State Schools ............................................................. 49

3.2.15 School Councils' Annual Financial Statement................................................ 50

3.2.16 Handing Over Finances and Accounts of Schools: ........................................... 50

3.2.17 School Textbooks .................................................................................. 51

3.2.18 Purchase of Fiction Books by Schools .......................................................... 52

3.2.19 School Library Development .................................................................... 52

3.2.20 Regulations Governing the Opening of School Libraries ................................... 52

3.2.21 Teachers who are 57 years of age or over and eligible for a reduced load ............ 52

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3.2.21.1 General Guidelines .........................................................................................53 3.2.21.2 Arrangements in the Secondary Sector .................................................................53 3.2.21.3 Arrangements in the Primary Sector ....................................................................53 3.2.22 New Teachers ...................................................................................... 54 3.2.23 Guide to Annual Classification Exercise for Primary and Secondary Schools.......... 54 3.2.24 Procedure for Illness at Schools................................................................ 59 3.2.24.1 Influwenza A(H1N1) Virus .................................................................................59 3.2.25 Seniority of Teachers .............................................................................. 61 3.2.26 Transfers of Teachers.............................................................................. 61 3.2.27 Calls for Specialisation Posts................................................................... 61 3.2.28 Salary Slips ......................................................................................... 61 3.2.29 Registration of Students within a School .................................................... 61 3.2.30 Transfers of Students from one College to another ......................................... 62 3.2.31 Requests from Sports Organisations ............................................................ 62 3.2.32 Subject Teachers Associations ................................................................... 62 3.2.33 Library Week ........................................................................................ 62 3.2.34 World Book Day ..................................................................................... 63 3.2.35 School Librarian and School Library Award for Secondary Schools ....................... 63 3.2.36 School Bags ......................................................................................... 64 3.2.37 Emergency Cases (to be developed in case of suicide) ..................................... 65 3.2.38 Participation in PE lessons....................................................................... 65 3.2.39 School Outings...................................................................................... 66 3.2.40 Requests from Sports Organisations ........................................................... 66 3.2.41 Kindergarten Entries .............................................................................. 66 3.2.42 Guidelines on the Work and Administration of School Councils .......................... 66 3.2.43 Distribution of Examination Papers and forwarding of Half-Yearly Examination Papers to the Educational Assessment Unit. .................................................................... 72 3.2.44 Signatures of officials ............................................................................. 73 3.2.45 Attendance Sheets ................................................................................. 73

4. Technology and Services ................................................................. 75

4.1 Technology at Schools...........................................................................75

4.1.1 The use of STS ........................................................................................ 75 4.1.2 The use of Other Software ......................................................................... 75 4.1.3 The use of Website................................................................................ 75 4.1.4 The use of e-mail.................................................................................. 75

4.2 Maintenance and Troubleshooting of Computer and Telephone systems................76

4.2.1 IT Equipment.......................................................................................... 76

5. Code of Practice ........................................................................... 78

5.1 Administrative Procedure ? Both for Teaching and Non-Teaching Staff .................78 5.2 Teachers' Regulations and Code of Ethics ...................................................81 5.3 Confidentiality and Data Protection ..........................................................83

5.3.1 Data Protection Policy adopted for Education Directorates .............................................83 5.3.2 Access to Personal Data .......................................................................................85 5.3.3 Disclosure of personal data for audit and investigative purposes .......................................86 5.3.4 Data Protection regarding School Records ...................................................... 87

5.4 Health and Safety Policy........................................................................87

6 Job Descriptions ............................................................................ 89

6.1 Duties of Teaching Staff ........................................................................89

6.1.1 College Principal ..................................................................................... 89 6.1.2 College Administrators.............................................................................. 90 6.1.3 College Precincts Officers .......................................................................... 91 6.1.4 Principal Education Officer and Education Officer ........................................... 93 6.1.5 Head of School/Resource Centre.................................................................. 93 6.1.6 Assistant Head of School ........................................................................... 95 6.1.7 Head of Department (Subject / Group of Subjects) ........................................... 96 6.1.8 Head of Department (Primary) .................................................................... 96 6.1.9 Head of Department (Early years) ................................................................ 97 6.1.10 College Prefect of Discipline ..................................................................... 97 6.1.11 Task Officer ......................................................................................... 98

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