MANUAL FOR THE COUNTRYWIDE BUDGET

EXPENDITURE DATA COLLECTION FOR THE

EDUCATION SECTOR

Ministry of Finance and National Planning

March, 2024
TABLE OF CONTENTS
INTRODUCTION.....................................................................................................................................1
i. SCHOOL CAPACITY...........................................................................................3
ii. SCHOOL UTILITIES AND ACCESSIBILITY..........................................................5
iii. TEACHERS WELFARE.......................................................................................7
iv. SCIENCE TECHNOLOGY ENGINEERING AND MATHEMATICS (STEM)
CATEGORY..............................................................................................................9
v. WORK IN PROGRESS (INCOMPLETE INFRASTRUCTURE CATEGORY)............10
vi. FUNDING SOURCE..........................................................................................11
vii. ADDITIONAL COMMENTS...............................................................................13
viii. ANNEXES........................................................................................................13

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 INTRODUCTION

This manual is meant to provide guidelines to the end users of the

School Data Collection Template as well as the School Data
Monitoring Tool on how to populate the Template effectively. It
explicitly defines the different variables that are in the template as
and the Monitoring Tool. It is envisioned that the development of
the guidelines will help the Members of Parliament, Officers from
the Ministry of Finance and National Planning, Officers from the
Ministry of Education, District Education Board Secretary (DEBS)
as well as School Administrators to effectively provide the vital
information that will help inform the budget formulation and
execution process.
The information will be collected every quarter for each school and
shall be processed in view of financial resources that have been
availed to the school in the same period and shall, therefore, inform
the funding levels and patterns for the school in the ensuing
periods.
The data to be collected through the Template and the Monitoring
tool have been segmented into different categories as follows;
i. School Capacity;
ii. School Utilities and Accessibility;
iii. Teachers Welfare;
iv. Science, Technology, Engineering and Mathematics (STEM)
Category;
v. Work in Progress; and
vi. Funding Source.

The information collected should be submitted to the Ministry of

Finance and National Planning by 6 th April, 2024. For ease of
information collection and submission kindly contact the following
officers:

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 a) Clement Mweetwa, Cell: +260974579311, email:
Clement.Mweetwa@mofnp.gov.zm;

b) Ndayanja Mwale, Cell: +260974442255, email:

Ndayanja.Mwale@mofnp.gov.zm;

c) Wilbert Ngobile, Cell: +260969147759, email:

Wilbert.Ngobile@mofnp.gov.zm

d) Hilary Mwansa, Cell: +260965034179, email:

Hilary.Mwansa@mofnp.gov.zm

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 I. SCHOOL CAPACITY

Under this category, schools will be required to provide information

on the number of learners, number of classes and number of bed
spaces for boarding schools in relation to the current capacity of the
school. This information is important to highlight whether a school
is overpopulated or the capacity is sufficient for the current learners
at the school. The following are the variables that need to be
populated under the School Capacity category:
a. Name of School: Indicate the name of the school, for
example, Twikatane Basic School;

b. EMIS Number: Indicate the unique identification number for

the school under consideration to avoid transposing of data,
in a case of schools with similar names;

c. District: Indicate the name of the district under which the

school is falling; This is for easy classification of schools, for
example, Mwinilunga District;

d. Constituency: Indicate the name of the constituency under

which the school is falling; This is for easy classification of
schools, for example, Lusaka Central, Mandevu, Nkana East
and etc;
e.

f. Managing Authority: Indicate the Managing Authority of the

school which is responsible for the running of the particular
school, i.e. it’s either Government (GRZ), Mission or
Community;

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 g. Level of School: Indicate the level of the school, in this case,
Early Child Education (ECE), Primary, combination of ECE
and Primary, Basic, Combined School, Secondary School;

h. Type of School: Indicate the type of school, in this case state

whether it is a Day School, Boarding, Semi Boarding or a
combined school of Day and Boarding. Further, indicate
whether it is a;

i. Basic Schools that have been upgraded to

Combined Schools with expanded infrastructure; or

ii. Basic Schools that have been upgraded to

Combined Schools without expanded
infrastructure;

i. Bed Spaces for Boarding School: Indicate the number of bed

spaces at the Boarding School. This variable should only be
populated for boarding schools;
j. Enrolled Learners in 2021: Indicate the number of boys and
girls that officially registered with the school in 2021;

k. Enrolled Learners in 2022: Indicate the number of boys and

girls that have officially registered with the school in 2022;

l. Enrolled Learners in 2023: Indicate the number of boys and

girls that have officially registered with the school in 2023;

m.Number of Classrooms at the School: Indicate the number

of classrooms at the school. This should not be confused with
classroom blocks or class grades;
Note, for schools that are squatting in primary or secondary
schools and do not have infrastructure, kindly indicate nil.

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 n. Number of Desks at the School: Indicate the number of
desks at the school. A desk is a space for each pupil to be able
to sit and write. Hence a bench desk that accommodates two
learners will be counted as two desks;
o. Desk Variance: Indicate the difference between the number of
available desks and what is required by the school, for the
learners to sit and write.

p. Number of class shifts per day: Shifts are an indication of

the number of classes anticipated to be in a classroom per
day. For example, a school with 75 Grade 5 pupils can be split
into 40 pupils learning in a classroom in the morning and 35
pupils using that same classroom for an afternoon class. This
means that for Grade 5, there are two shifts of classes per
day. This is meant to contextualise facilities such as
classrooms and desks;

q. Availability of Library: Indicate whether or not the school

has a Library. Additional notes can be provided regarding the
level and quality of the stock of literature in the library;

r. Availability of Textbooks: Indicate availability of syllabi

recommended textbooks at the school; and

s. Any other information on schools that were converted from

primary to secondary level but do not have corresponding
facilities for secondary/high schools.

For this Category, refer to Annex I

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II. SCHOOL UTILITIES AND ACCESSIBILITY

Sanitation and availability of electricity are important factors

required for a good learning environment. Additionally, the
importance of access to water is emphasized in households, places
of work as well as in schools. United Nations Children’s Fund
(UNICEF) guidance requires a minimum of one toilet per 25 girls in
a school. Children spend so much time at school, thus, having
access to water supply and sanitation in their school environment
is critical for them to live healthier lives. Further, electricity
improves education in many ways that include reducing the digital
divide through Information Communication Technologies (ICTs) and
also improves literacy rate.

Therefore, it is important that data is collected on the following

variables to ensure that standards of sanitation are maintained,
more children have access to education and improve accessibility to
schools. The following are the variables to be populated under the
School Utilities and Accessibilities:

a. Availability of Water at the School (Piped, Handpump

Borehole, Open Well or None): Indicate the availability of
water at the school by indicating the type of water sources
which may be either Piped, Handpump Borehole, Open Well or
a combination of these sources or none of the above. For
example, Fatima Girls has a combination of Piped and
Handpump Borehole water sources;

b. Number of Toilets at the School: Indicate the number of

toilets at the school. This should not include toilets in teachers
houses or toilets at school that are not accessible by pupils
e,g, staff toilets;

c. Type of Toilets at the School (Waterborne, Ventilated

Improved Pit, Pit Latrine): Indicate the type of toilets at the
school. These may be either, Waterborne, Ventilated Improved
Pit, Conventional Pit Latrine or a combination of these types;

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 d. Number of sanitary towels received: Indicate the under of
sanitary towels that the school has received in total:

e. Availability of Electricity at the School (Zesco, Solar,

Thermal, Other or None): Indicate the type of electricity at
the school. This may be either Zesco, Solar, Thermal, other
sources the school may specify or a combination of these
types; and

f. School Accessibility (Tarred Road, Graded Road, All-

Weather Road, Seasonal Road or None): Indicate the type of
the main road that leads to the school. The road may be
Tarred Road, Graded Road, All-Weather Road, Seasonal Road
or No road at all.

For this Category, refer to Annex II

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III. TEACHERS WELFARE

This section seeks to measure the welfare of teachers in schools. It

is important that teachers especially those in rural areas are
provided with proper accommodation that will motivate the teachers
to provide the best education to their learners. It is important that
these teachers’ houses have water available and electricity is
provided for. Thus, the following are the variables to be populated
under this segment;
a. Number of Teachers: Indicate the number of teaching
personnel at the school. This should include those teachers
who have been assigned administrative roles at the school but
should exclude teachers who are allocated to the school but
are not serving at that school;

b. Number of Teachers` Houses: Indicate the number of

Teachers` Houses allocated to the school, regardless of
whether or not the house is located in the school premises;

c. Type of Teacher Houses: Indicate how many Teachers’

Houses are Permanent or Semi-Permanent Houses. Further
indicate by number, whether the houses are usable or not.
Permanent houses are well-made house structures built with
brick and motor designed to overcome average natural
disasters. Semi-permanent are houses made of bamboo or
bushes or mud and straw, these are made to live for
temporary purposes and may not overcome average natural
disasters;

g. Availability of Water at Teacher Houses: Indicate the

availability of water at the teachers` houses. Further, indicate
the type of water sources which may be either Piped,
Handpump Borehole, Open Well or a combination of these
sources or none of the above; and

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 d. Availability of Electricity at Teacher Houses: Indicate the
type of electricity at the teachers` houses. This may be either
Zesco, Solar, Thermal, other sources that they may specify or
a combination of these types.

For this Category, refer to Annex III

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IV. SCIENCE TECHNOLOGY ENGINEERING AND
MATHEMATICS (STEM) CATEGORY

The Government is committed to the provision of subjects relating

to Science, Technology, Engineering and Mathematics as this will
spur innovation and ensure the digital divide gap is closed among
learners. Please note that this category should only be populated by
Secondary schools but is not limited to STEM schools as there are
some schools that provide some STEM subjects but are not
categorized as STEM schools. The following are the variables
required under this category;
a. Availability of STEM subjects at school (Science,
Technology, Engineering, Mathematics or none): Indicate
whether any or all of the STEM subjects are being offered;

b. Number of STEM subject Teachers: Indicate the number of

teachers who are qualified to teach STEM subjects by
specifying the number of teachers available for each STEM
subject;

c. Availability Laboratory/Special Rooms: Indicate whether or

not the school has special rooms such as computer room,
science laboratory and etc. Indicate in comment column
whether laboratory is operational or not;
d. Availability of Computer Lessons: Indicate whether or not
the school offers computer lessons.

e. Number of Computers at School: Indicate the number of

operational computers at the school;

f. Availability of Internet Connectivity: Indicate whether or

not a school has internet connectivity. LAN (Local Area
Network) or Mobile Services Provider’s Internet, for the
purpose of computer lessons and research for the learners;
and

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 g. Availability of STEM Textbooks: Indicate availability of
recommended STEM textbooks at the school.

For this Category, refer to Annex IV

V. WORK IN PROGRESS (INCOMPLETE INFRASTRUCTURE

CATEGORY)

It has been observed that there are various construction works of

schools across the country. Some of these projects are still ongoing
while other projects have been stalled. It is therefore, important for
the Treasury and the Ministry of Education to know the levels of
completion of these projects for planning purposes. Thus, the
following are the variables to be populated under this category:
a. Incomplete Infrastructure: Indicate whether there is
incomplete infrastructure at a school in terms of
(Classrooms/Dormitories/Laboratories/Ablution
Blocks/Admin Blocks/Water Facilities/ Electricity Facilities
and other incomplete Infrastructure);

b. Number of Incomplete Infrastructure: Indicate the number

of infrastructure items that are incomplete. For example, 1
incomplete dormitory;

c. Level of Completion of Infrastructure: Indicate the level of

completion for each incomplete infrastructure item. For
example, a dormitory being constructed is currently now at
window level.

d. Estimated cost of Completion Indicate the estimated cost of

completion of each incomplete infrastructure item in kwacha
terms only. For those projects quoted in other currencies,
kindly convert to kwacha at the current rate. For example, 1

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 incomplete dormitory at window level will cost K500,000 to
complete. This must be backed by Bill of Quantities (BoQ).

For this Category, refer to Annex V

VI. FUNDING SOURCE

This section requires each school to indicate the sources of funds it

receives and the amounts. The main objective of this data is to have
information on how much each school receives in a given quarter in
relation to the funding needs required and the works done in the
same period. All funding amounts should be indicated in kwacha
terms only. For those fundings that are received in foreign
currencies, kindly convert to kwacha at the current prevailing rate.
This section will in turn, inform the Budget Formulation process.
There are various sources of funding which include:
a. GRZ Funding (School Grant): Indicate the amount the school
receives in a specified period from the Government that is
categorized as School Grants. This is likely to be received by
school through the Ministry of Education;

b. GRZ Funding (CDF): Indicate the amount the school receives

in a specified period from the Government that is categorized
as Constituency Development Fund. This is likely to be
received by the school through the Ministry of Local
Government or the Local Constituency Office;

c. Other GRZ: Indicate the amount the school receives from the
Government other than School Grant and CDF;

d. Non-GRZ Funding (User Fees): Indicate the amount the

school is collecting for User Fees (tuition fees under mission
schools) and Boarding Fees (for both Government and Mission
Boarding Schools), if any;

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 e. Non-GRZ Funding (Donations): Indicate the amount that the
school is receiving from Cooperating Partners (CPs) or any
other well-wishers for operations or school projects; and

f. Other Non-GRZ: Indicate the amount that the school is

generating from other sources that are not GRZ, donations or
user fees such as proceeds of the school’s production unit to
aid school operations or project developments.

For this Category, refer to Annex VI

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VII. ADDITIONAL COMMENTS

This column is provided under each category to give more insight

relating to the category which is not sufficiently covered by the
columns in the template. For example, under the School Capacity
category, Boarding Schools may comment on the Boarding facilities
of the school by stating on how deplorable the dormitories and
ablution blocks are. This would give an indication on the need for
more funding to be channeled towards maintenance of these
facilities (See Column at Annex I to Annex VI).
VIII. ANNEXES

a. Annex I a: School Capacity

b. Annex I b: School Capacity
c. Annex II: School Utilities and Accessibility
d. Annex III: Teachers Welfare
e. Annex IV: Science, Technology Engineering and Mathematics
(STEM)
f. Annex V: Work in Progress (Incomplete Infrastructure)
g. Annex VI: Funding Source

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 Annex I a
ANNEX I a
MINISTRY OF EDUCATION
SCHOOLS DATA COLLECTION TEMPLATE School Contact Person: Name
PROVINCE:…………………………………………………. Phone Number:
SCHOOL CAPACITY
MANAGING AUTHORITY LEVEL OF SCHOOL TYPE OF SCHOOL
S/N NAME OF SCHOOL (ECE, PRIM, BASIC, COMBINED,
EMIS No. DISTRICT CONSTITUENCY GRZ MISSION COMMUNITY (Day, Boarding, Semi Boarding or Day and Boarding)
SECONDARY)
1

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 Annex I b
ANNEX I b
SCHOOL CAPACITY
ENROLLED
ENROLLED LEARNERS AVAILABILITY
BED SPACES (For LEARNERS IN NUMBER OF CLASSROOMS AT THE SCHOOL NUMBER OF DESKS AT THE SCHOOL
IN 2022 DESK OF A LIBRARY NUMBER OF CLASS ADDITIONAL
boarding school 2023
VARIANCE SESSIONS PER DAY COMMENTS
only)
BOYS GIRLS BOYS GIRLS 2022 Q1 2023 Q2 2023 Q3 2023 Q4 2023 2022 Q1 2023 Q2 2023 Q3 2023 Q4 2023 Yes/No

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 Annex II
ANNEX II
SCHOOL UTILITIES AND ACCESSIBILITY
AVAILABILITY OF WATER AT THE SCHOOL AVAILABILITY OF ELECTRICITY AT THE
(Piped, Handpump Borehole, Open Well NUMBER OF TYPE OF TOILETS AT THE SCHOOL SCHOOL (Zesco, Solar, Thermal, SCHOOL ACCESSIBILITY (Paved
or None) NUMBER OF SANITARY Other or None) Road, Graded Road, All-
TOILETS AT THE ADDITIONAL COMMENTS
TOWELS RECEIVED Weather Road, Seasonal Road
Handpump Open SCHOOL Pit
Piped None Waterborne VIP Zesco Solar Thermal Other None or None)
Borehole Well Latrine

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 Annex III
ANNEX III
TEACHERS WELFARE
NUMBER OF TEACHERS' HOUSES BY AVAILABILITY OF ELECTRICITY AT
AVAILABILITY OF WATER AT TEACHER
NUMBER OF TEACHERS NUMBER OF TEACHER TYPE (Permanent and Usable or TEACHER HOUSES (Zesco, Solar, Thermal,
HOUSES
Permanent by not Usable or Semi Other or None) ADDITIONAL COMMENTS
HOUSES
Semi- Handpump
2021 2022 Q1 2023 Q2 2023 Q3 2023 Q4 2023 Permanent Usable Piped Open Well None Zesco Solar Thermal Other None
Permanent Borehole

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 Annex IV
ANNEX IV
STEM CATEGORY
AVAILABILITY
AVAILABILITY OF STEM AVAILABILITY OF AVAILABILITY OF INTERNET
LABORATORY/SPECIAL NUMBER OF
SUBJECTS AT SCHOOL NUMBER OF STEM COMPUTER LESSONS CONNECTIVITY
ROOMS COMPUTERS AT ADDITIONAL COMMENTS
SUBJECT TEACHERS
(Science, Technology, SCHOOL
(Yes or No) (Yes or No) (Yes or No)
Engineering, Maths or None)

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 Annex V

ANNEX V
WORK IN PROGRESS (INCOMPLETE INFRASTRUCTURE)
Incomplete Infrastructure Estimated cost of completion
Number of Incomplete Infrastructure Level of Completion (%) SOURCE OF FUNDING
(Classrooms/Dormitories/Laboratories/ (ZMW)
Ablution Block/Admin Block/Water ADDITIONAL COMMENTS
Facilities/Electricity Facilities/Other GRZ CDF OTHER
Incomplete Infrastructure)

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 Annex VI
ANNEX VI

FUNDING SOURCE FUNDING SOURCE

GRZ Funding (School Grants) GRZ Funding (CDF) Other GRZ Non-GRZ Funding (User Fees) Non-GRZ Funding (Donations) Other Non-GRZ ADDITIONAL
COMMENTS
2021 2022 Q1 2023 Q2 2023 Q3 2023 Q4 2023 2021 2022 Q1 2023 Q2 2023 Q3 2023 Q4 2023 2021 2022 Q1 2023 Q2 2023 Q3 2023 Q4 2023 2021 2022 Q1 2023 Q2 2023 Q3 2023 Q4 2023 2021 2022 Q1 2023 Q2 2023 Q3 2023 Q4 2023 2021 2022 Q1 2023 Q2 2023 Q3 2023 Q4 2023

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