Junior Secondary Schools Final Guidelines From The Ministry of Education [ULTIMATE GUIDE]

The Ministry of Education (MoE) has released the final guidelines on implementation of Junior Secondary schools in the country. The guidelines are on management, finances, administration, school uniforms and curriculum; among other regulations.

GENERAL PROVISIONS FOR JUNIOR SECONDARY SCHOOL TRANSITION

       Overview of the Transition

Four (4) main transitional points are envisaged in Basic Education under the 2:6:3:3 (CBC) structure. The first is from Pre-primary to Primary School (Grade 1) and the second will be from Primary School (Grade 6) to JSS (Grade 7). The third transition will happen from JSS (Grade 9) to SSS, (Grade 10) while the fourth will transition learners from SSS (Grade 12) to Tertiary Education or the world of work.

The following general provisions will be applied in the transition from Primary School (Grade 6) to JSE. This takes cognizance of the transitional period of one year (1st January – December 31st 2023) provided for full operationalisation of JSE.

       Domiciling of Junior Secondary Schools

The following regulations for domiciling JSS will apply:

• JSS WILL be domiciled in the existing Primary
• All learners who complete their Upper Primary education SHALL transition to JSS in the same school. For learners who may wish to transfer to another school, the existing MoE Guidelines SHALL apply.
• Learners with special needs under the stage-based curricular who successfully complete intermediate level WILL transition to Pre-Vocational level in the same institutions.
• Existing boarding Primary Schools MAY transition into JSS (Grade 7) as boarding

       The Junior Secondary School Set-Up

• The leadership of JSSs in urban set-ups and densely populated areas MAY operationalise a day wing in already established boarding Primary This SHALL be done in consultation with the respective County Directors of Education (CDEs) and school communities.
• The leadership of JSSs within a proximity of 6-10 kilometres apart SHOULD consider operationalising shared school transport to ease access for the learners and support day The MoE SHALL provide guidelines on school transport and these SHALL be operationalized by JSSs in consultation with the CDEs, and parents.
• Where school transport is not utilised, parents SHALL be responsible for ensuring access and safety of their children to and from schools.
• In regard to item 3 (ii) (above), the MoE SHALL develop a National School Transport Policy and facilitate a pooled school transport system, where possible, to enhance day schooling.
• The MoE SHALL implement appropriate affirmative action to address education disparities for disadvantaged This WILL include establishment of Low-Cost Boarding Schools (LCBS) in areas with highly scattered settlements or pastrolist communities, learners at risk or with disability; and, the School Meals Programme (SMP) for the needy.
• All boarding JSSs SHALL be formally approved. This will be guided by specific registration protocols prescribed by the Cabinet Secretary-Education in accordance with the Basic Education Registration Guidelines ((2021).
• The MoE SHALL designate ALL existing Secondary Schools as centres that offer Senior Secondary Education (SSE). In this regard, the MoE SHALL develop Guidelines to operationalise SSE by December, 2023.

               Junior Secondary Feeder Schools

In the context of the JSS transition, feeder school refers to a Primary School that lacks the enrolment and/or infrastructural capacity to domicile a JSS and, therefore, transfers its learners to a neighbouring JSS. In this respect:

• In high density areas and urban informal settlements Primary Schools with an enrolment of less than 45 learners in the transitioning class or those lacking the basic facilities to domicile a JSS will serve as Feeder Schools to other JSSs within a two(2) kilometre
• In geographically expansive, low density and insecurity prone areas, as well as for learners with special needs and disability, the Government through the MoE will implement affirmative action (as appropriate), regardless of the enrolments in the transitioning class.

NOTE: ALL transfers of learners SHALL be implemented in consultation with the CDE, parents and the community, in accordance with Part III (43a-c) of the Basic Education Regulations (2015).

               Registration of Junior Secondary Schools

• All JSSs SHALL be registered in a manner and form prescribed by the Cabinet Secretary responsible for Education; and, maintain full compliance with the provisions of Part VII of the Basic Education Act (2013). This SHALL be operationalized through the Registration Guidelines for Basic Education Institutions (MoE, 2021).
• In regard to 5 (i), JSSs SHALL be categorized ONLY as public or private schools as provided in Section 43 (1 a&b) of the Basic Education Act (2013).

Reporting Date to Junior Secondary School (Grade 7)

• The Grade 7 cohort of 2023 SHALL report to their respective JSSs one week before their Form one (1) 8:4:4 counterparts during the five (5) year phase-in, phase-out period that is expected to run from January 2023- December, 2027.
• Thereafter, the Grade seven (7) learners WILL report to JSS preferably at the end of January or beginning of February of the year following completion of their Primary Education (Grade 6) as the MoE SHALL deem practical.

Naming of Schools with Primary and Junior Secondary Schools

Except in special circumstances, comprehensive school SHALL adopt the name of the Primary School in which they are domiciled as indicated in 3.4 (Under Comprehensive School). This is illustrated in Table 1.

Table 1: Naming of JSSs

For the purpose of the Bank accounts, the Primary School and Junior Secondary Schools shall have separate Bank Accounts.

Uniform for Junior Secondary School

• The JSS leadership SHALL determine the uniform for their schools in consultation with their respective stakeholders and the This includes additional unique features for identification and branding of their institutions.
• At a minimum, one pair of uniform is recommended per
• Uniform SHALL be the responsibility of parents and no school SHALL direct parents where to purchase the uniform.
• No JSS learners SHALL be excluded for failure to afford a school
• The JSS uniform SHALL be sensitive to the cultural and religious values of the respective
• Special consideration SHALL be made in view of different climatic
• ALL communication to parents and learners on the transition to JSS SHALL be in line with these Guidelines (2021).
• JSSs SHALL not issue any JOINING INSTRUCTIONS to Grade 7 learners besides those issued by the MoE.

Junior Secondary School Infrastructure and Human Resources

• In the interim three(3) transition years ( January, 2023- December, 2025), JSSs SHALL utilise the infrastructure and resources of the Primary Schools in which they are domiciled.
• SNE JSSs SHALL utilise the facilities and services of the Special Primary Schools in which they are domiciled. This includes but is not limited to infrastructure, teachers, support staff and specialised personnel such as braillists, transcribers, ICT experts, therapists, Education Assessment and Resource Centres (EARCs) and sign language interpreters.
• Tuition rooms and other facilities for use by JSSs SHALL be separated from the Primary School while considering the existing infrastructure standards and other psycho-social factors that may characterise the transition. Exceptions MAY apply for Special Needs schools.
• In the long-term, the JSS Management Committee MAY develop or acquire additional facilities as SHALL be determined by the curriculum and other prevailing circumstances.
• The JSS leadership SHALL ensure all life-threatening structures in the institution are urgently repaired or condemned and demolished.

 Infrastructure and Resource Sharing at Junior Secondary School-Level

• Public JSSs MAY enter into context-specific agreements with neighbouring public Primary and Secondary Schools, Tertiary institutions, Counties and other service providers for purposes of sharing learning infrastructure and other resources, under the guidance of the MoE.
• ALL infrastructure and resource sharing arrangements of the JSSs SHALL be implemented in accordance with existing lgovernment regulations, policies and protocols.
• At operational level, the infrastructure and resource sharing SHALL be co-ordinated by the MoE through the CDE. This SHALL be guided by annexes 1A and 1B.
• In regard to 2.10 (i) the MoE SHALL develop and operationalise a framework for sharing and management of infrastructure and human resources among JSSs and other public as well as private institutions and service providers.
• The following minimum standards SHALL guide the resource sharing:
  • A framework to guide institutions on their obligations and responsibilities as well as the reporting structure and discipline of the shared teaching and non-teaching staff.
  • Approval of the sharing agreements by the BoMs and Management
  • A schedule of activities or timetable for sharing the
  • Sharing of the maintenance costs based on an agreed
  • Clear safeguarding and protection protocols for the learners’ well-being across the institutions as well as during the sharing process.
  • Clear responsibility for the learners’

Financial Management of Public Junior Secondary Schools in the Transition Period

• The BoM of the Primary School hosting the JSS SHALL constitute a special Sub-Committee to spearhead the operationalisation of JSS, manage education and resources of the institution during the one year transition period (1st January to 31st December 2023).
• The Primary School BoM SHALL accord the JSS Management Committee, special powers and responsibilities on financial matters of JSS, including operational decision making
• The JSS Management Committee SHALL open and operate at least three bank accounts: for

(1) Tuition capitation (2) Operations capitation funds and, (3) Infrastructure grants. ALL bank accounts for public JSSs SHALL be opened upon issuance of an introductory letter from the Sub-County Director of Education ( SCDE).

• MoE SHALL periodically provide guidance in regard to the total capitation available per learner and school; the items or voteheads funded under capitation and infrastructure grants to be disbursed to the JSS.
• ALL JSSs with boarding facilities, lunch and shared transport programmes SHALL open and operate School Fund Bank Accounts for deposit of boarding fees, lunch and transport funds as well as payment of related expenses.
• Already exempted except for the Secretary (Primary School head in charge of the JSS), ALL other signatories of the JSS bank accounts SHALL be different from the signatories of the Primary School Bank accounts. These will include the Chairperson of the Primary School BoM, (headteacher of the Primary School) that domiciles the JSS and a parent.
• The MoE SHALL ensure disbursement of the due capitation for first term on time (preferably by the end of January, 2023) to enable commencement of JSSs operations.
• The JSS Management Committee SHALL develop an annual work plan and budget which SHALL be approved by the Primary School BoM and SCDE before commencing of the first term of academic year 2023.
• Upon approval of the budget, the JSS Management Committee SHALL embark on the budget implementation and curriculum delivery.
• The JSS Management Committee SHALL ensure that skilled and qualified non-teaching staff serve appropriately in both the Primary School and JSS when and where applicable; subject to mutual agreement between both parties.
• Hire of staff in the public JSSs SHALL be guided by the amount of capitation grants for personnel emoluments available and recommended number of non-teaching staff in accordance with the report of the Kilemi Mwiria Taskforce (2014). Over staffing os schools shall not be allowed.
• The provisions under 2.11(xi) SHALL apply to public JSSs, taking into account: the cost of labour, critical skills deficit for learning support, mitigation of critical risk exposures, vulnerability to loss of assets and compliance with statutory and regulatory requirements.
• Procurement of goods and services, bookkeeping, accounting for funds and financial reporting SHALL be in accordance with the laid down procedures and proceedings stipulated in Chapter 9 of these Guidelines.
• All JSSs SHALL maintain adequate books of accounts such as receipt books, cashbooks, permanent and consumable ledgers, inventory records, payment vouchers, class attendance registers, supplier registers/ledger, and asset movement registers.
• JSSs MAY utilise pre-qualified suppliers or suppliers of other public schools and pre-qualified contractors from public works identified through a competitive procurement process in line with Public Procurement and Asset Disposal (PPAD) Act (2015).
• The JSS Management Committee SHALL establish and operationalize effective internal controls, prepare monthly trial balances, and respond to audit queries and recommendations from both internal and external auditors.
• Prescribed International (IPSAS)-based annual financial reporting template format for public Secondary Schools may be accessed from websites of the Public Sector Accounting Standards Board (IPSAS) at psasb.go.ke and the National Treasury website at www.treasury.go.ke.

 Grievance Redress Mechanisms for Stakeholders

The MoE SHALL safeguard JSS learners, teachers, parents and stakeholders against various forms of abuse, exploitation, physical and environmental dangers as follows:

• The JSSs leadership SHALL maintain a Grievance Redress This will provide a detailed report (on the number and category of cases, place, position, gender and outcome of complaint; those rejected and those resolved).
• Stakeholders SHALL utilise the existing MoE and TSC administrative channels at the Sub- County, County, Regional, and National level to communicate their grievances regarding JSS
• In this regard, the JSS leadership, Sub-County, County, Regional and MoE headquarters WILL utilise various channels to receive and address the grievances of stakeholders. These include suggestion boxes, letters, print, electronic and social media platforms; telephone, text messaging/SMS; face to face communication in the offices or during formal meetings such as Annual General Meetings (AGMs) and Education days.
• The respective MoE offices SHALL ensure that each grievance is addressed in accordance with existing laws, regulations, policies, and established protocols.