Policies, Guidelines, Circulars and Schemes of Service
Domain 3: Policies, Guidelines, Circulars and Schemes of Service
This domain tests the hierarchy of GES instruments and how staff decisions such as promotion, transfer, discipline and study leave are governed.
Core rules
- Policy: a broad, approved direction from the MoE/GES Council, such as the Inclusive Education Policy or Free SHS policy. Policies set objectives and principles.
- Guidelines: practical instructions that operationalise policy, for example how capitation grants are disbursed or how school feeding is coordinated.
- Circulars: administrative instructions with reference numbers, issuing office and effective date. They handle time-bound or procedural matters: postings, transfers, promotion exercises, study leave and returns. A circular must not contradict an Act, regulation or approved policy; where it does, the higher instrument prevails.
- Schemes of Service: the career framework for a cadre. For GES, the Scheme of Service defines ranks including Assistant Director II, duties, entry qualifications, experience and promotion criteria. Promotion is not automatic; it depends on eligibility, appraisal, vacancies and the prescribed process.
- The Code of Conduct and disciplinary procedures govern ethical behaviour; due process is required before sanctions.
Worked example
A circular announces that applications for study leave must reach the District Director by 30 April. A teacher submits on 10 May, citing the national study-leave policy, which is silent on deadlines. The district should reject the late application unless the circular expressly allows late submission or a formal waiver is granted. The policy sets eligibility; the circular sets the operative deadline. The teacher's remedy is to seek a waiver or apply in the next window, not to demand automatic acceptance.
Traps that cost marks
- Treating a circular as legislation; circulars are administrative and must yield to law.
- Ignoring the effective date or reference number of a circular.
- Assuming the Scheme of Service is merely advisory; it governs promotion eligibility.
- Confusing policy (why and what) with guidelines (how).
- Forgetting that promotion requires a vacancy and the prescribed process, not only years served.