The Ministry of Education (MoE) and the Teachers Service Commission (TSC) have designed the latest Handing/ Taking Over Form for Senior Schools. This form gives a complete report of a Senior School and must be filled by both the out going and in coming Heads of Institutions (HoI) and School Principals.
See the form below. You can also download and editable copy at: HANDING OVER FORM – SENIOR SCHOOL FREE DOWNLOAD
REPUBLIC OF KENYA
MINISTRY OF EDUCATION/TEACHERS SERVICE COMMISSION
HANDING OVER / TAKING OVER REPORT FOR SENIOR SCHOOLS
1.0 NOTES:
1.1This handing/taking over report MUST be co-signed by County Director of Education and Teachers Service Commission County Director with jurisdiction over the Secondary School in question,
1.2County Directors of Education and Teachers Service Commission, County Directors are instructed to ensure that handing/taking over of schools within their jurisdiction is completed within 14 days of the letter of transfer of the Principal.
2.0 HANDING OVER CERTIFICATE
2.1 SCHOOL’S BIO DATA
2.1.1Name of School:
2.1.2County:
2.1.3Sub County:
2.1.4Division:
2.1.5Zone:
2.1.6 Registration No:
2.1.7 Approved Enrolment:
2.1.8 Actual Enrolment:
2.1.9 Land Acreage:
2.2.0 FINANCIAL POSITION
2.2.1BANK ACCOUNTS
(a)TUITION ACCOUNT
- Account No:
- Bank: Branch:
- Balance as at …………… Kshs (certificate of balance attached)
(b)OPERATION ACCOUNT
- Account No:
- Bank: Branch:
- Balance as at……………… (certificate of balance attached)
(c)SCHOOL FUND AND OTHER MONIES ACCOUNT
- Account No:
- Bank & Branch: Branch:
- Balance as at……………… (certificate of balance attached)
(d)OTHERS (SPECIFY)
- Account Name:
- Account No:
- Bank: Branch:
- Balance as at……………… (certificate of balance attached)
- Account Name:
- Account No:
- Bank: Branch:
- Balance as at………………. (certificate of balance attached)
- Account Name:
- Account No:
- Bank: Branch:
- Balance as at………………. Kshs (certificate of balance attached)
2.2.2 CASH BOOKS
- TUITION ACCOUNT: Writtenand reconciled up-to:
- OPERATION ACCOUNT: Writtenand reconciled up-to:
- SCHOOL FUND ACCOUNT: Writtenand reconciled up-to:
- OTHERS (SPECIFY):
- Account Name: Writtenand reconciled up-to:
- LEDGERS:
- TUITION ACCOUNT: Written up-to:
- OPERATION ACCOUNT: Written up-to:
- SCHOOL FUND ACCOUNT: Written up-to:
- OTHERS (SPECIFY):
- Account Name: Written up-to:
2.2.4 JOURNALS:
2.2.5 RENT REGISTER:
2.2.6 COUNTERFOIL RECEIPT BOOK REGISTER:
2.2.7 FEES REGISTERS: Completed up-to time of handing over
2.2.8 COMMITMENT REGISTER:
2.2.9 CHEQUE BOOKS:
- TUITION ACCOUNT:
- Used Nos.: up-to:
- Unused Nos.: up-to:
- OPERATION ACCOUNT:
- Used Nos.: up-to:
- Unused Nos.: up-to:
- SCHOOL FUND ACCOUNT:
- Used Nos.: up-to:
- Unused Nos.: up to:
- OTHERS (SPECIFY):
Account Name:
- Used Nos.: up-to:
- Unused: up-to:
Account Name:
- Used Nos.: up-to:
- Unused: up-to:
2.2.10 BANK STATEMENTS: Pay in slips and bank reconciliation (Attached)
2.2.11 PAYMENT VOUCHER FILES
- TUITION ACCOUNT: : up-to:
- OPERATION ACCOUNT: : up to:
- SCHOOL FUND ACCOUNT:: up to:
- OTHERS
- AccountName:
Nos.: up-to:
2.2.12 LOCAL PURCHASE ORDER BOOK:
As listed below (See counterfoil Receipt Book Register)
Used No.: up-to:
Partly used No.: up-to:
Unused No.: up-to:
2.2.13 LOCAL SERVICE ORDER BOOK:
As listed below (See counterfoil Receipt Book Register)
Used No.: up-to:
Partly used No.: up-to:
Unused No.: up-to:
2.2.14 RECEIPT BOOK:
As listed below (See counterfoil Receipt Book Register)
Used No.: up-to:
Partly used No.: up-to:
Unused No.: up-to:
2.2.15 ACCOUNTING INSTRUCTIONS (MINISTRY OF EDUCATION):
2.2.16SAFE WITH KEY:
2.2.17 CASH BOXES WITH KEYS:
2.2.18TRIAL BALANCES:
- TUITION ACCOUNT extracted up to:
- OPERATION ACCOUNT extracted up to:
- SCHOOL FUND ACCOUNT extracted up-to:
- INFRASTRUCTURE ACCOUNT extracted up to:
2.2.19CASH SURVEY CERTIFICATE
(a) DENOMINATION AMOUNT KSHS)
1000 x :
500 x :
200 x :
100 x :
50 x :
40 x :
20 x :
10 x :
5 x :
1 x :
- CHEQUES:
- MONEY ORDERS:
TOTAL KSHS:…………….
- Signature ……….…………………….……..
Name:…………..……………………………(Bursar/Accounts Clerk)
- Signature ……………..…………….……….
Name:……………………………………….(Handing over Principal)
- Signature ……………………………………
Name:………………………………………. (Taking over Principal)
2.2.20 CASH FLOW STATEMENT
Cash book balance as at …………………… Kshs:
Add (i) Un-posted receipts (schedule obtained) Kshs:
(ii)Cash withdrawa1 Kshs:
Less: Unposted Expenditures Kshs:
Imprest Kshs:
Cash on hand Kshs:
Cash shortage / excess Kshs:
- Signature ……….…………………………..
Name:…………..…………………………… (Bursar/Accounts Clerk)
- Signature ……………..…………………….
Name:………………………………………. (Handing over Principal)
- Signature ……………………………………
Name:………………………………………. (Taking over Principal)
2.2.20ASSETS AND LIABILITIES
(A) ASSETS
(i)PLANTS AND EQUIPMENT (Type, Make, Serial Nos.)
- a) Electricity Generator(s)
- b) Water Plant(s)
- c) Projector
- d) Radio (s)
- e) Tape Recorder(s)
- f) Television Set(s)
- g) Sewing Machine(s)
- h) Refrigerator(s)
- i) Tractor(s)
- j) Cooker(s)
- k) Lawn Mower(s)
- l) Computer(s)
- m) Motor vehicle:Reg. No. Model:………. Chassis……
Lists Attached
(ii) STORES HANDED/TAKEN OVER
- a) As per inventory / ledger No.- (Permanent Equipment):
- b) As per inventory / ledger No.- (Consumable stores):
- c) As per inventory / ledger No.- (Expendable stores):
- d) As per inventory / ledger No.- (Text book):
- e) As per inventory / ledger No.- (Stationery):
- f) As per inventory / ledger No.- (Laboratory equipment):
- g) As per inventory / ledger No.- (Domestic science equipment):
- h) As per inventory / ledger No.- (Agriculture equipment):
- i) As per inventory / ledger No.- (Business studies equipment):
- j) As per inventory / ledger No.- (Industrial Arts equipment):
- k) As per inventory / ledger No.- (Kitchen equipment):
- l) As per inventory / ledger No.- (Cookery/Cutlery equipment):
And we certify that everything is in order.
(iii) SUNDRY DEBTORS
As at …………………………… Kshs:……………………. (List attached)
(B) LIABILITIES
(i)SUNDRY CREDITORS
As at ………………..…………. Kshs:……………………. (List attached)
2.2.21 SCHOOL RECORDS
- Board of Management Minutes Book
- Admission Register
- Log Book (s)
- Visitors Books
- School Files (listed)
- Discipline (Major/Minor) Book(s)
- Building Register(s)
- Furniture Record Book(s)
- Basic Education Act, 2013 copy
- Public Finance Management Act, 2012
- Public Procurement & Asset Disposal Act, 2015
- Public Procurement & Asset Disposal Regulations, 2020
- Files for all circulars issued by the Ministry of Education, Regional Director of Education and County Education of Education Office and Audit Office.
- Personal files for Support/Non-teaching staff
- Accepted/Final Estimates/Budget:
- Procurement Plan Year:
- Last audited accounts for year:
- School title deed/size: ………Ha
- KEMIS file(s):
- Any other necessary information e.g.
- Cash shortage: Kshs……………………
- Stores discrepancies, a list of surplus stores and other discrepancies the taking over Principal would like to make.
2.2.22 PERFORMANCE MANAGEMENT RESOURSES
- TPAD appraisal documents (duly filled)
- TPAD manual
- Schemes of Work (for handing over Principal and all the teachers on duty)
- Records of Work
- Lesson observation schedules (duly filled)
- Class registers
- Class attendance register (duly marked by class teachers)
- Copies of the Code of Regulations for Teachers
- Copies of the Code of Conduct and Ethics for Teachers
- Copies of the Teachers Service Commission Act.
- School timetable
- List of teachers (Name, TSC/No., on duty, on leave and on interdiction).
- Teachers’ Discipline Record.
- School performance record
- Teachers mark books
- School mark books
N.B:
- i) Failure by the outgoing Principal to declare any liabilities / assets or pending dispute during his / her handing over, and any claim that may arise thereafter, the outgoing Principal will be held liable and communication to be made to the TSC to take action.
2.2.23 DECLARATION
We: ……………………………………….. TSC NO…………….(Principal handing over) and
……………………………………………… TSC NO…….………(Principal taking over)
HEREBY CERTIFY that we have today the…….…day of ……………., 2024 handed over and taken over respectively the responsibility of the items listed herein above pending audit of financial records/documents, in the presence of the County Director of Education and the Teachers Service Commission County Director or their representatives.
Signature: ……………………………. ….. Phone No. (Handing over Headteacher)
Date: ……………………..
Signature: ……………………………….Phone No. (Taking Over Headteacher)
Date: ……………….…….
2.2.24 RELEASE
ThePrincipal…….……………………………………,TSCNO. …………..having handed ……………………………………………………..Senior School pending audit of financial records/documents, is hereby released to proceed to his new station………………………………and report to County Director of Education and the Teachers Service Commission County Director …………………………….….County.
PRESIDED OVER BY:
COUNTY DIRECTOR OF EDUCATION, SIAYA:…………………………….………………….
Signature ………………………………………….. Date ……………… Official Rubber Stamp:
WITNESSES:
- TSC-CD, SIAYA: ……………………………………………………………….……………..….
Signature …………………………………….. Date ……………… Official Rubber Stamp:
- BOM Chairperson/Representative……………………………….… I/D No…………..………
Signature: ………………………….. Date ……………….
Distribution:
Copy to:
- Principal Secretary, Ministry of Education
- Secretary Teachers Service Commission
- Regional Coordinator of Education
- Regional Coordinator, TSC
- County Director of Education
- TSC County Director
- County Schools Auditor
- Sub-County Education Officer
- TSC Sub-County Director
- Chairman, Board of Management
- Taking over Principal
- Handing over Principal
- School file.
