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MANAGEMENT GUIDELINE AND TERMS

OF REFERENCES FOR PLANNING AND
IMPLEMENTATION OF INSET
AT ST. JOHN’S PRIMARY SCHOOL

Ministry of Education, Malawi

Yoshihito NAKAYAMA

Education Advisor
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▼Management Structure for INSET at St John’s Primary School

Task Force Team (TFT)
Members of Staff,
School Management
⑥
⑤ Committee

Head Teacher, Deputy

LLW TTC Management Executive Head Teacher
lecturer, LLW Members (MEM)
Urban DEO
④
③
LLW Urban DEO
DEM, Desk Officer
for Primary, CPEA,
⑧
INSET Advisory Team (AT) PEA
Facilitators
(IF) ②
⑦ ①
Planning Department
Education Advisor
MOE/JICA

Terms of References (TOR) of Each implementing Body

1) MOE/JICA: The responsibilities of MOE/JICA are to:
：Provide technical advice on whole management issues to Advisory Team (AT)
：Coordinate MOE with JICA for smooth implementation of INSET
① ：Provide necessary advice and format for appropriate accounting to AT
：Disburse necessary budget for implementation of INSET
：Make sure the final report of the accounting sheets
：Have progress reports on preparation of INSET
② ：Receive the final report on the accounting sheets by 7th of March 2005
：Receive the final report on INSET implementation from AT

2) Advisory Team (AT): The responsibilities of AT are to:

：Report about progress on preparation of INSET to MOE/JICA
②
：Submit the final report on the accounting sheets by 7th of March 2005
：Provide technical advice to Management Executive Members (MEM)
：Provide necessary advice on purchasing necessary materials to MEM
：Provide necessary supports for preparation of INSET to MEM, IF and TFT
③
：Provide necessary advice on accounting sheets to MEM
：Make sure that the budget is spent appropriately by MEM and TFT
：Provide necessary support on facilitating INSET
：Have progress reports on preparation of INSET from MEM
④ ：Receive the second draft report on the accounting sheets from MEM by 2nd of March
2005
⑦ ：Coordinate IF with MEM
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：Provide consultation about teaching materials and evaluation sheets to IF

：Provide necessary supports to IF (transport, etc.) collaborating with MEM
：Receive the implementation report from IF

3) Management Executive Members (MEM): The responsibilities of MEM are to:

：Report about progress on preparation of INSET to AT
④
：Submit the second draft report on the accounting sheets to AT by 2nd of March 2005
：Provide technical advice to Task Force Team (TFT)
：Provide necessary advice on purchasing necessary materials to TFT
：Provide necessary supports for preparation of INSET to TFT
⑤
：Provide necessary advice on accounting sheets to TFT
：Make sure that the budget is spent appropriately by TFT
：Provide necessary support on facilitating INSET
：Have progress reports on preparation of INSET from TFT
⑥
：Receive the first draft report on the accounting sheets from TFT by 28th of Feb. 2005
：Record attendance of participants =>See TOR on Allowances

4) Task Force Team (TFT): The responsibilities of TFT are to:

：Purchase necessary materials for INSET
：Conduct necessary preparation for INSET with the advice from MEM and AT
：Provide necessary support on facilitating INSET to INSET Facilitators (IF)
：Report about progress on preparation of INSET to MEM
⑥
：Submit the first draft report on the accounting sheets to AT by 2nd of March 2005

<Accountability of Budget>
z If MOE/JICA finds some problems with budget report by AT, all responsibilities
including compensation or any means are to be taken by MEM and AT.

5) INSET Facilitators: The responsibilities of IF are to:

：Provide dedicated detailed programmes/timetable for INSET
：Prepare necessary teaching and learning materials for INSET
⑧ ：Provide facilitation services for INSET
：Prepare and provide evaluation sheets for each session
：Submit the implementation report of INSET to AT
：Have consultation about teaching materials and evaluation sheets from MOE/JICA
⑦
and AT

<Monitoring and Maintaining Quality Services>

z If MOE/JICA finds some problems with quality of facilitation services by IF,
MOE/JICA can charge any penalties like cutting facilitation fees against IF.
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Terms of References (TOR) on Allowances

1) Participants are paid the following allowances with conditions
Amount Condition When
Lunch Allowance 300 No delay and Full Attendance Before Lunch
(No delay, One Day of Morning Session
Full Attendance =Total Another 300 No delay and Full Attendance At the end of the
MK 600) of Afternoon Session Day’s Session
Deduction when the time was delayed to arrive for W/S at X from the scheduled time
z 0.5 hour ＜ X ＜1 hour = MK 100 deduction
z 1 hour ＜ X ＜1.5 hour = MK 200 deduction
z 2 hour ＜ X = 0 allowance
Travel Allowance 250 Attendance At the end of the
session
* For those who have another commitment and need to leave in the middle of the session will be
negotiable with MEM, AT and MOE/JICA. However, MOE/JICA is responsible for assessment and
the final decision.

2) Facilitator: 1 for Music Education, 2 for Management of Large Class (3×3 times)
Amount Condition When
Lunch Allowance 300 No delay and Full Attendance Before Lunch
(No delay, One Day of Morning Session
Full Attendance =Total Another 300 No delay and Full Attendance At the end of the
MK 600) of Afternoon Session Day’s Session
Deduction when the time was delayed to arrive for W/S at X from the scheduled time
z 0.5 hour ＜ X ＜1 hour = MK 100 deduction
z 1 hour ＜ X ＜1.5 hour = MK 200 deduction
z 2 hour ＜ X = 0 allowance
Facilitation Allowance 500 No delay and Full Attendance
(No delay, One Day of Morning Session At the end of the
Full Attendance =Total Another 500 No delay and Full Attendance Day’s Session
MK 1,000) of Afternoon Session
Deduction when the time was delayed to arrive for W/S at X from the scheduled time
z 0.5 hour ＜ X ＜1 hour = MK 100 deduction
z 1 hour ＜ X ＜1.5 hour = MK 200 deduction
z 2 hour ＜ X = 0 allowance
Travel Allowance 0 MEM and AT will arrange transport for the facilitator
from LLW TTCs.
MOE/JICA disburses enough budgets for Refreshments with snack (morning &
afternoon for each day session), so that TFT and MEM should make sure to
provide these for each session properly.
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We all understand about TORs for INSET at St John’s Primary School and take all necessary
responsibilities. 21st February 2005
Name Signature