How a school runs

The school year and its terms

In Ghana the school year runs from about September to July and is split into three terms of twelve to fourteen weeks, with a holiday between each. Most of the school’s work follows that rhythm: it bills fees at the start of a term, teaches and marks during it, and writes report cards at the end of it.

OS for Schools knows which year and term are running now, so pages show the current term unless you choose another. The school’s administrator sets the dates once a year.

Classes, levels and class teachers

Pupils are grouped by level — Kindergarten (KG 1 and 2), Basic 1 to 6, JHS 1 to 3 and, at senior high schools, SHS 1 to 3. A big level is split into two or more classes, often named with a letter: JHS 2A and JHS 2B.

Each class has a class teacher (also called the form teacher), who takes its register, looks after its pupils and writes their report-card remarks. Subject teachers teach one or more subjects across several classes.

Subjects and the timetable

Each class studies a set of subjects — at JHS: English Language, Mathematics, Integrated Science, Social Studies, Religious and Moral Education, Computing, Career Technology, Creative Arts and Design, a Ghanaian language and often French. The timetable says which subject each class has, when, and with which teacher.

The attendance register

Every school morning the class teacher marks who is present, late or absent. The register tells the head who is missing, lets parents see their child’s attendance, and prints on the report card.

Marks: class work and examinations

Pupils are marked through the term on class exercises, tests, homework and projects — called continuous assessment or school-based assessment — and at the end of the term on an examination. The school decides how much each part counts towards the term’s mark; a common split is half and half.

A mark becomes a grade using the school’s grading scale. Basic schools in Ghana usually grade 1 (highest) to 9 (lowest).

Report cards

At the end of each term every pupil receives a report card: the marks and grade for each subject, often a position in class, attendance, conduct, and remarks from the class teacher and the head. In OS for Schools the card makes itself from the marks and goes to parents on the last day of term; the class teacher and the head may add remarks before then. Parents and pupils see it in the app, and anyone holding the printed card can check it is genuine by scanning its code.

The BECE

In JHS 3, pupils sit the Basic Education Certificate Examination (BECE), set by WAEC, towards the end of the school year. The school registers its candidates early in the year and helps them prepare.

Fees, bills and receipts

At the start of each term the school bills every pupil: tuition, and items such as PTA dues, ICT or examination fees. Parents pay in cash at the school, by Mobile Money or by bank. For every payment the school issues a receipt. Whatever is still unpaid is what the pupil owes — the arrears.

Some costs are paid day by day rather than by term, such as feeding money. The bursar looks after the school’s money; a cashier may take payments at the window.

Who does what

Proprietor or school owner

Owns the school, sets its direction and pays its bills. Sees everything.

Headteacher or principal

Runs the school day to day: teaching, staff, pupils and results. Writes the head’s remark on report cards.

Assistant head or vice principal

Supports the head, often leading academics or discipline.

School administrator

Runs the office: admissions, records, notices and school settings.

Bursar or finance officer

Sets fees, bills pupils, records payments and keeps the school’s accounts.

Cashier

Takes payments at the window and balances the cash at the end of the day.

Class teacher

Looks after one class: its register, its pupils and their report-card remarks.

Subject teacher

Teaches a subject in several classes and enters its marks.

HR manager and payroll officer

Look after staff records, leave and salaries.

Librarian, school nurse, boarding staff, shop officer

Each runs one part of the school: the library, the sick bay, the boarding houses, the school shop.

IT administrator

Sets up accounts and helps people who cannot sign in.

PTA

The Parent-Teacher Association: parents and staff working together for the school.