Grant Support for the Teachers Record Management Improvement Program


  • Reference: P-SL-IA0-006
  • Approval date: 13/12/1901
  • Start date: 01/01/2002
  • Appraisal Date: 23/02/2011
  • Status: ApprovedAPVD
  • Implementing Agency: MINISTRY OF FINANCE
  • Location: Sierra leone


The verification will consist of a short preparation phase followed by an intense 8 month period where every teacher is interviewed. This differs significantly from the normal headcount approaches in that the emphasis is strongly on gathering documentary evidence; This will be done by:- -Nationwide interviews for all teachers; at place of work -RMIP team in conjunction with the Ministry of Education's Inspectorate Division -Teams visit every school twice to give maximum opportunity for teachers to be present -School notified of week-long period in which visit may occur and asked to indicate times when the school is not available for inspection; to avoid excuses like 'we were closed for a field day' -Inspection teams travel to (20) urban areas in team supported by vehicle, rural schools visited by inspectors with motorbike (also with vehicle support in case of problems). -Handheld computer captures; oIdentity of interviewer from their fingerprint and exact time & location of interview using satellite positioning oPhotographs of school oAgreed details about school eg: construction, number of buildings, number of pupils seen. oFor each teacher present: Name, PIN, photograph, fingerprint, current place of work if not this school.Any agreed additional eg: grade, DoB, contact details, qualification level, SLTU id etc. oDetails given at interview must be supported by documents (birth certificates, letters of appointment, academic certificates), which will be photographed -Interview data transmitted to central office to be printed, checked and filed. It is essential that a hardcopy records as well as database of electronic copies are built. -Interviews can only be performed within 1km of the school on day of interview. -Identity verification by Team: On second and subsequent interviews teachers are shown the pictures of other teachers at their school and other local schools and asked to identify them by choosing their name from a list of randomly selected names. Pictures shown are chosen by proximity to the school at which the teacher claims to work. Every correct identification helps prove both the teacher interviewed and teacher identified are part of the team of teachers who work at that school. -Teachers missing both visits to their school must attend an interview at a regional centre with a letter from the headmaster attesting that they work at the school. -Anomalies between file data and information provided at interview will be automatically highlighted for resolution. -Development of standards & guidelines plus training for existing records management staff at Ministry of Education to ensure good records keeping standards are introduced to maintain the gains made by project delivery.


The objective of the Teacher Record Management Program aims at cleansing and improving the integrity of the teachers' payroll which accounts for the largest share of Government wage bill. The main outcome involves the creation of a file or record for every teacher in Sierra Leone.


Program Rationale and Specific Objectives

This project is part of Teachers Service work-stream of the Records Management Improvement Programme (RMIP). The Records Management Improvement Programme is a long-running programme of coordinated projects which are improving the records keeping and standards within the Government of Sierra Leone. It is managed by the Public Sector Reform Unit.

The objective of the Teacher Record Management Program aims at cleansing and improving the integrity of the teachers' payroll which accounts for the largest share of Government wage bill. The main outcome involves the creation of a file or record for every teacher in Sierra Leone.

As part of the ongoing programme of teachers' records management improvements, the verification will deliver sustainable results if it produces good quality records on the teachers who exist and are delivering education. Removing the ghosts' teachers is a good headline but the real benefit is in a long term well managed education payroll.

As presently designed, the project involves a team of experts going around to obtain bio-data over an extended period of time and over a wide geographical area. Empirical evidence has shown that this approach runs the risk that ghost teachers with multiple identities/registration could simply move along and show up for "identification". As part of the implementation of the project, the SLFO will discuss with the GOSL alternative approach wherein the exercise is done in a contiguous area for a much shorter period of time. Salary payment days could be used for registration of teachers to minimize the risks of ghost teachers showing up for registration if the exercise is extended over a long period of time and over a wide geographical area.

The initial project of the TRMIP created a record for every teacher on the payroll, linked to the payroll 'Personal Id Number' (PIN) and populated with the available documents from the Ministry of Education, Accountant General, Sierra Leone Teachers Union and others. The details on each file will be checked for accuracy and that they have been accurately captured in a central database. Teachers will be asked to provide copies of any missing documents they have.

The development and testing of the interview software/system is an essential precursor to the main interview. Verifying over 35,000 teachers will be done at the place of work, where the rest of the school staff can assist in identifying only those teachers who are 'real'. To visit 5,500 schools and perform 35,000 interviews requires a highly mobile and effective interview team; and a key part of this proposal is the use of mobile devices to facilitate this.


-Teachers not presenting themselves for interview by the end of the project will be suspended from the payroll subject to appeal, teachers over retirement age will be retired. For the civil service this resulted in a 17% reduction in payroll.

-Teachers remaining on the payroll will have the best available information on-file to allow for their proper management and career planning, with good PIN to Social Security Number (SSN) mapping pension payments can be made to the correct accounts within NASSIT allowing accurate pension fund planning. Discrepancies between dates of birth given by staff to NASSIT and Government can be detected and alerted to the staff member.

Key contacts

MKANDAWIRE Timothy Blackwell Kausipa - RDGW4


Finance source Amount
Co-financierUAC 1,323,750
TotalUAC 1,323,750