Relevant Documents For Processing Your GES/Controller Related Issues

The Ghana Education Service (GES) was established, as part of the Public Service of Ghana, in 1974 by NRCD 247 and was subsequently amended by NRCD 252, 357 and SMCD 63. Under the forth Republican Constitution of Ghana, these earlier legislations have been amended by Acts of Parliament, including Act 506 (1994) and Act 778 (2008). The GES is governed by a fifteen-member Council called the GES Council.

Below are attachments or documents one must provide for the various inputs at the Education Office (IPPD Issues).

• New Entrant Input (3 copies each)

1. Appointment and posting letter issued for the current academic year by Regional/District Director
2. Acceptance letter from applicant
3. Assumption of duty letter from Head of new station
4. Recruitment/ Employment form (District Office)
5. Certified copy of certificate(s)
6. SSNIT biometric card (copy)
7. Birth Certificate (copy)
8. Evidence of Bank information (Pay-in-Slip), Cheque/ Withdrawal slip).

• Re-Appointment Input (3 copies each)

1. Re-appointment letter
2. Acceptance letter from applicant
3. Assumption of duty letter from Head of new station
4. Recruitment form (District Office)
5. Break-in-Service form (District Office)
6. Last Pay Slip
7. SSNIT biometric card (copy)
8. Evidence of Bank information
9. Evidence of current bank in the system, clearance letter – if bank change is requested

• Re-Engagement Input (3 copies each)

1. Re-appointment letter
2. Acceptance letter from the teacher concerned
3. Assumption of duty letter from Head of school, to determine the actual date the teacher started work
4. Recruitment form (District Office)
5. SSNIT biometric card (copy)
6. Evidence of Bank information
7. Evidence of current bank in the system, clearance letter – if bank change is requested

• Posting and Transfer (2 copies)

1. Applicant’s application letter
2. Memo from the head of applicant’s school
3. Posting/ Transfer input prepared (District Office)
4. Posting/Transfer letter attached (copy)
5. Pay slip attached (copy)

• Change of Bank (2 copies)

1. Clearance letter from your old bank + confirmation of clearance (to be done by the District office)
2. Pay slip
3. IPPD form (Posting/Transfer and change of Bank form) filled by employee (Supervised) and signed by the preparing officer and the District Director.

NB: Correction of Bank details can also be done/effected using the above method.

• Correction of Social Security Number

1. Personal application letter
2. Current Pay slip of employee
3. SSNIT Biometric card (copy)
4. A letter from the District Director

• Correction of Name

1. First (1st) appointment letter
2. Certificate(s)
3. SSNIT biometric card (copy)
4. Covering letter from applicant’s Director

NB: with change of name, an approval letter from Director General is required

• Leaving and Termination (Deletions)

1. Deletion inputs form
2. Pay slip
3. Any other evidential documents

• Reactivation Of Salary (3 copies each)

1. Reactivation input form (re-engagement/re-instatement)
2. Application letter for reactivation (from the affected person)
3. Memo from Head of the school or unit
4. Re-activation letter (Signed by the Director)
5. Pay slip (most recent)
6. Any other authentic document to validate or facilitate the process (e.g., medical report)

• Responsibility Allowance

1. Covering letter from Head of Second Cycle Institution
2. Appointment letter indicating specific responsibility.
3. Recent pay slip

• Up-Grading

1. Upgrading inputs forms by preparing officer
2. Upgrading letter
3. Most current pay slip
4. Certified copy of the certificates (by awarding institution)

(Contact the District Training Officer - DTO)

• Salary Adjustment

1. Filling of upgrading input forms by preparing officer
2. Salary Adjustment letter
3. Last Promotion/ Up-grading letter
4. Most current pay slip
5. Certified copy of the certificates

(Contact the District Training Officer - DTO)

• Promotion

1. Promotion input forms by preparing officer
2. Most current pay slip
3. Promotion letter

(Contact the District Training Officer - DTO)

• Re-grading

This is whereby an employee’s grade is changed due to demotion or wrongful capturing/keying in.

1. Re-grading input form
2. Re-grading /demotion letter
3. Most current pay slip

NB: All input forms and copies must be duly signed/certified by the preparing Officer/District/Regional Director where appropriate/applicable as stated on the forms or letter.

• RESPONSIBILITY ALLOWANCE

GRADES AND POSITIONS THAT QUALIFY FOR RESPONSIBILITY ALLOWANCE

1. Principal Superintendent and above, for teaching ONLY.
2. All substantive Principal Accountants/Principal Internal Auditors/Principal Administrators with appointment letters from region.
3. All substantive four (4) Front-line Deputy Directors/Assistant Director I in the Regional/District Education Offices/General and Regional Managers.
4. All substantive Unit Heads- Head Office, should be ADI and above
5. All Substantive Form/Class Masters/Advisors with particular classes indicated – Second cycle/ Special schools only.
6. All substantive Heads of Departments for programmes undertaken in second cycle, not subject heads – specific departments indicated.
7. Housemasters/ mistresses with specific houses indicated.
8. Senior Housemaster/mistress, should be ADII and above.
9. Chaplain/Imam/G&C Coordinator
10. Substantive Headmaster/mistress in Basic Schools. Headmaster/mistress in Second (2nd) Cycle Schools, should be ADI and above.
11. Substantive Headmaster/Mistress/Assistant Headmaster/Mistress in Second (2nd) Cycle Schools, should be ADI and above.

NB: In teaching class, only professional teachers should enjoy responsibility allowance.