MINISTRY OF EDUCATION

SCHOOL PROFILE FORM

INSTRUCTIONS FOR FILLING OUT THE SCHOOL PROFILE FORM

Please take the time to review the questions carefully. If this form is not being filled in by the school Head
Teacher, then the information provided must be verified and the form stamped by the school administrator on
page 5.
Unless otherwise noted in the questions, the data entered should reflect the status of the school as of 30th April
in the current school year.

SECTION A: SCHOOL INFORMATION

1. Province: Indicate the name of the province in which the school is located
2. District: Indicate the name of the district in which the school is located
3. TESS Zone: Enter the TESS zone for the school in which the school is located
4. School name: Indicate the official name of the school
5. EMIS number: Enter the EMIS number for the school (if the school has no EMIS #, leave blank)
6. GPS Coordinates: Enter the latitude and longitude coordinates for the school. You can get these by
downloading and installing the ‘My GPS Location: Realtime GPS’ application from google Play
Store. Obtain the coordinates from the flagpole at your school with an accuracy of 10m or less.
7. Constituency: Indicate the name of the constituency in which the school is located
8. Ward: Indicate the name of the ward in which the school is located
9. Year founded: Indicate the year in which the school came into existence.
10. Local language of instruction: Enter the approved local language of instruction for the school
11. Running agency: This refers to the agency that manages the school. Select GRZ if the school is
fully funded by the Government of Zambia. Choose Private / Church school if the school is
supported and managed by a private individual, group or church and if the pupils are charged a fee.
Select Grant-aided if the school receives government grants, but is managed by a church agency.
Select Community if the school is supported and managed by the community or church.
12. School location: Indicate whether the school is urban or rural
13. Boarding type: Select whether the school offers weekly boarding, full boarding or whether the school
is a day school
14. Is school a zonal center: Indicate whether the school is a TESS zonal center or not
15. Education level: Select all the grade levels that are offered at the school.
16. ECZ center number for G1-7: Indicate the Examinations Council of Zambia (ECZ) center number for
grade 7
17. School distance to DEBS’ Office: Round off the distance to the nearest kilometer. For example, if
the school is 1.4 kilometers or less away from the DEBS’s office, enter 1 and for a school that is 1.5
kilometers or more away, enter 2.
18. School has school feeding: Select whether or not the school has a feeding program
19. Library facility: Select which library facilities are available at the school. Select none if no such
facility exists.
20. Source of power: Select the source of power for the school from the choices given. Select all that
apply.
21. School has an active internet subscription: Select whether or not the school has an active internet
subscription.
22. Available networks for internet. Select sources of reliable internet connectivity at the school.
23. Mobile networks available: Select which mobile networks for phone communication are available at
the school. Select none if not available.
24. Availability of secure storage: Select all secure storage facilities available at the school. If not
available, select none or specify other facilities not included on the list.
25. Source of water: Select all sources of water for the school. Select all that apply
26. Special education needs: Select whether the school is a special school or not, or if the school has a
special education unit.

DEFINITIONS

SPECIAL EDUCATION: The provision of education, which is additional to, or different from that provided for
learners of the same age group, regardless of setting.

Version 7.0 Last Updated 26 April 2024.

SPECIAL EDUCATION INSTITUTION (SPECIAL SCHOOL): An educational institution predominantly
designed to meet the special education needs of a learner who by reason of disability or condition is unable to
benefit from the regular mainstream education or the inclusive education setting.

SPECIAL EDUCATION UNIT: This is an education arrangement where there is more than one special
education class within the mainstream education institution dedicated to the education of Learners with
Special Education Needs.

27. Special education needs services: select all special education needs services offered at the school.

SECTION B: SCHOOL CONTACT INFORMATION

28. Head Teacher Surname: Write the surname of the officer who is Head Teacher/Teacher in charge.
29. Head Teacher First name: Write the first name of the officer who is Head Teacher/Teacher in
charge.
30. Sex: Select the sex of the Head Teacher either male or female.
31. Phone: Enter the phone number for the Head Teacher with country code (+260).
32. Email: Enter the email address for the Head Teacher if there is one available to receive information
from the Ministry of Education.
33. Deputy Head teacher surname: Write the surname of the officer who is Deputy Head Teacher.
34. Deputy Head teacher first name: Write the first name of the officer who is Deputy Head Teacher.
35. Sex: Select the sex of the Deputy Head Teacher either male or female.
36. Phone: Enter the phone number for the deputy head teacher with country code (+260).
37. Email: Enter the email address for the deputy head teacher if there is one available to receive
information from the Ministry of Education.

SECTION C: CLASS INFORMATION AND ENROLLMENT

LOWER PRIMARY
Questions 38 to 43: Enter the number of streams/classes for each grade level (ECE-Grade 4)
Questions 44 to 55: Enter the number of learners disaggregated by sex (boys and girls) that; (i) are
enrolled (ii) repeated the grade from previous year to current year and (iii) dropped out in the previous
academic year for each grade level. Do not include transfers.
UPPER PRIMARY
Questions 56 to 58: Enter the number of streams/classes for each grade level (Grade 5 to -Grade 7)
Questions 59 to 64: Enter the number of learners disaggregated by sex (boys and girls) that; (i) are
enrolled (ii) repeated the grade from previous year to current year and (iii) dropped out in the previous
academic year for each grade level. Do not include transfers.

SECTION D1: PREGNANCY

Pregnancies-Girls pregnant by age and grade
Questions 65 to 72: For all grades and levels, enter the total number of female pupils who became
pregnant in the previous school year.

SECTION D2: RE-ENTRY FOR GIRLS (PREGNANCY RELATED)

Questions 73 to 80: For all grades and levels, re-admission refers to pupils who left school due to
pregnancy but were re-admitted in the current year.

SECTION E: TEACHER INFORMATION

Questions 81 and 82: Enter number of teachers assigned to each grade level disaggregated by sex
Questions 83 and 84: Enter number of teachers with a college or university qualification for each
grade level disaggregated by sex
Questions 85 and 86: Enter number of teachers recruited in the previous academic year assigned
to each grade level disaggregated by sex.
87. Staffing –Total Number of Teachers Primary Section: Enter total number of teachers for the
primary section disaggregated by sex.
88. Total number of teachers
a. assigned to grades 1,2 and 3: Enter head count number of teachers disaggregated by sex
b. assigned to grades 4,5,6 and 7: Enter head count number of teachers disaggregated by
sex

Version 7.0 Last Updated 26 April 2024

Page 2 of 8
SECTION F: LEARNERS WITH SPECIAL EDUCATION NEEDS (LSEN)

DEFINITIONS

LEARNER(S) WITH SPECIAL EDUCATION NEEDS (LSEN): An exceptional learner or individual who differs
from others in mental, physical or social characteristics to such an extent that, for full development of inherent
potential, he/she needs modifications of school, college or university provision and practice. He/she may need
Special Education Services.

LSEN-DHH: Learners with partial hearing ability or with complete loss of hearing (deaf) accessing Special
Education at Special School or Special Education Unit.

LSEN-VISUAL IMPAIRMENT: Learners with low vision, partial sightedness or with complete loss of sight
(blind) accessing Special Education at Special School or Special Education Unit

LSEN-LEARNING DISABILITY: Learners with difficulties in acquiring and using listening, speaking, reading,
writing, reassuming and mathematical abilities due to dysfunction of central nervous system accessing
Special Education at Special School or Special Education Unit.

Questions 89 to 96. LSEN: Indicate the number of learners by type of special education need disaggregated
by sex and grade.
97. Total: Total number of learners with special education needs at the school by grade.

SECTION G1: INFRASTRUCTURE FOR PRIMARY SECTION

For questions 98 and 99 use the following descriptions to define the type of infrastructure.
a. Temporary: A temporary Structure is a building that has been built with all or some of the building
materials that have a short life span. e.g., school made of pole and mud.
b. Incomplete: An incomplete structure is a permanent structure which is under construction and not
completed.
c. Permanent: A permanent Structure is a structure which is made of concrete blocks or burnt bricks
in cement and mortar, and the roof is either asbestos, cement roofing sheets, tiles or corrugated
iron sheets.
98. Classrooms ECE to G7: provide the number of classrooms by type and condition
99. Special Education Rooms ECE to G7: provide the number of special education rooms by type and
condition.
100. Desks ECE to G7: provide the number of desks by condition

SECTION G2: TOILETS

101. Number of Toilets by type-Pit latrine: enter number of pit latrines for boys, girls and staff
102. Number of Toilets by type-Flushable: enter the number of flushable toilets for boys, girls and staff

SECTION H: LITERACY TIMETABLE

Questions 103-105. Enter the time allocated for literacy lessons for each grade.

SECTION I: EQUIPMENT INFORMATION

106. Desktop computers: Provide the number of school-owned functional desktop computers
107. Laptop computers: Provide the number of school-owned functional laptop computers
108. Tablets: Provide the number of school-owned functional tablets
109. Radio: Provide the number of school-owned functional radios
110. Solar kit: Provide the number of school-owned functional solar kits

SECTION J: EFFECTS OF CLIMATE CHANGE

Questions 111-115 Select whether the school had to close or stop classes due to weather related events in
the past 12 months and specify the cause. Also indicate the number of days that the school closed or
cancelled classes due to weather related events and if any damage to school infrastructure or teaching and
learning materials was recorded and reported.

SECTION K: DATA PROVIDER DETAILS:

Questions 116 to 120: data provider to indicate name, position, phone number, date of filling out the form
and signature to confirm accuracy of data submitted.

Version 7.0 Last Updated 26 April 2024

Page 3 of 8
 SCHOOL PROFILE FORM
Academic Year: ……………………
SECTION A: SCHOOL INFORMATION
1. PROVINCE 2. DISTRICT 3. TESS ZONE

4. SCHOOL NAME 5. EMIS NUMBER 6. GPS COORDINATES

LAT:

LONG:
7. CONSTITUENCY 8. WARD 9. YEAR FOUNDED

10. APPROVED LOCAL LANGUAGE OF 11. RUNNING AGENCY 12. SCHOOL LOCATION

□ GRZ □ Community □ Urban □ Rural

INSTRUCTION

□ Private □ Grant 13. BOARDING TYPE (Select one)

aided □ Weekly □ Full □ Day

14. Is school a ZONAL CENTER? 15. Education Level 16. ECZ Center Number For G1-7

□ Yes □ No □ ECE □ G1-7

□ G8-9 □ G10-12
17. SCHOOL DISTANCE TO DEBS’ 18. School has SCHOOL 19. LIBRARY FACILITY at School
OFFICE (KM) FEEDING (Select all that apply)

□ Yes □ No □ Classroom □ Stand-Alone

□ Mobile □ None
20. SOURCE OF POWER (Select all that 21. School has an ACTIVE 23. MOBILE NETWORKS AVAILABLE
apply) INTERNET SUBSCRIPTION. (Select all that apply)

□ ZESCO (Main power grid) □Yes □ No □ Airtel □MTN □ Zamtel

□ Solar □ Generator □ None
□ Standalone hydropower 22. AVAILABLE NETWORKS FOR INTERNET (Select all that apply)

□ Airtel □MTN □Zamtel □ Other (specify………………...…)

□ None
□ None
24. AVAILABILITY OF SECURE STORAGE 25. SOURCE OF WATER (Select all that apply)

□ Bore hole, pumped □ Bore hole, piped

(Select all that apply)

□Strong Room □Lockable Cabinet □ Lockable Trunk

□ Piped water □ Well, unprotected
□ None □ Other (specify) ………………
□ Well, protected □ None
26. SPECIAL EDUCATION NEEDS (SEN) 27. SPECIAL EDUCATION NEEDS (SEN) Services Offered at School
School Details (Select one only) (Select all that apply) for Special Schools or schools with SEN Units Only

□ School IS a Special Education □ Deaf & Hard of Hearing (DHH) □Visual Impairment
□Learning Disability □ Intellectual Disability □ Autism
Institution/ Special School only - Stand
alone.

□School HAS a Special Education Unit - □ Physical Disability □Health Impairments

annexed

□ School IS NOT a Special School and □ Attention Deficit & Hyperactivity Disorder (ADHD)
HAS NO Special Education Unit (if
selected, skip to 28)
□ Emotional & Behavioral Disorders (EBD) □Multiple Disorders

Version 7.0 Last Updated 26 April 2024

Page 4 of 8
SECTION B: SCHOOL CONTACT INFORMATION
28. HEAD TEACHER 29. HEAD TEACHER 30. SEX 31. PHONE 32. EMAIL

□ Male □Female
Surname First Name

33. DEPUTY HEAD 34.DEPUTY HEAD 35. SEX 36. PHONE 37. EMAIL

□ Male □Female
TEACHER, Surname TEACHER, First Name

SECTION C: CLASS INFORMATION AND ENROLLMENT

Do not leave blank. If no learners indicate 0

LOWER PRIMARY

38. 39. 40. 41. 42. 43.

Number of
ECE 3-4 ECE 5-6 Grade 1 Grade 2 Grade 3 Grade 4
STREAMS/
CLASSES

44. 45. 46. 47. 48. 49. 50. 51. 52. 53. 54. 55.
BOYS GIRLS BOYS GIRLS BOYS GIRLS BOYS GIRLS BOYS GIRLS BOYS GIRLS
Number of
LEARNERS

Number of
REPEATERS from
previous to current
academic year
Number of DROP-
OUTS in the
previous academic
year

UPPER PRIMARY
56. Grade 5 57. Grade 6 58. Grade 7
Number of STREAMS/CLASSES

59. 60. 61. 62. 63. 64.

BOYS GIRLS BOYS GIRLS BOYS GIRLS
Number of LEARNERS

Number of REPEATERS from

previous to current academic year
Number of DROP-OUTS from
previous to current academic year

SECTION D1: PREGNANCY

Pregnancies (Girls pregnant by age and grade)
65. 66. 67. 68. 69. 70. 71. 72.
Age
ECE Grade 1 Grade 2 Grade 3 Grade 4 Grade 5 Grade 6 Grade 7

12 and below
13
14
15
16
17 and above

Version 7.0 Last Updated 26 April 2024

Page 5 of 8
SECTION D2: RE-ENTRY FOR GIRLS (PREGNANCY RELATED)
Re-Entry (Number of girls re-admitted: by age and grade)
73. 74. 75. 76. 77. 78. 79. 80.
Age
ECE Grade 1 Grade 2 Grade 3 Grade 4 Grade 5 Grade 6 Grade 7

12 and below
13
14
15
16
17 and above

SECTION E: TEACHER INFORMATION

E2. E3.
E1. Number of QUALIFIED TEACHERS Number of TEACHERS
Number of Grade TEACHERS (graduated from teaching RECRUITED in the previous
college/university) academic year assigned to:
81.MALE 82. FEMALE 83. MALE 84. FEMALE 85. MALE 86. FEMALE

ECE
Grade 1
Grade 2
Grade 3
Grade 4
Grade 5
Grade 6
Grade 7

MALE FEMALE TOTAL

87. Staffing: Total Number of TEACHERS (Primary Section)

88a. Total Number of TEACHERS assigned to Grades 1, 2 and 3

88b. Total Number of TEACHERS assigned to Grades 4,5,6 and 7

SECTION F: LEARNERS WITH SPECIAL EDUCATION NEEDS (LSEN)

F1. Does your school have learners with Special Education Needs? If yes, fill
out the table below. If no, skip to section G1. □ Yes □ No
DEAF & HARD OF VISUAL LEARNING
OTHER 97.
HEARING (DHH) IMPAIRMENT DISABILITY
TOTAL
89. BOYS 90. GIRLS 91. BOYS 92. GIRLS 93. BOYS 94. GIRLS 95. BOYS 96. GIRLS

ECE

Grade 1

Grade 2

Grade 3
Grade 4

Grade 5

Grade 6

Grade 7

Version 7.0 Last Updated 26 April 2024

Page 6 of 8
SECTION G1: INFRASTRUCTURE FOR PRIMARY SECTION

Number of rooms and desks (general): (enter the total number of rooms and desks)
Permanent (indicate condition)
Description Temporary Incomplete
Good Fair Poor
98. Classrooms (ECE to
G7)
99. Special Education
Rooms
100. Desks (ECE to G7)

SECTION G2: TOILETS

Description Number of TOILETS BY TYPE

(please indicate the number 101. 102.

of functional toilets) Pit latrine Flushable

(i)Toilets Boys
(ii)Toilets Girls
(iii)Toilets Staff

SECTION H: LITERACY TIMETABLE

TIME ALLOCATED FOR LITERACY

103. 104. 105.
Day Grade1 Grade 2 Grade 3
From To From To From To
Monday
Tuesday
Wednesday
Thursday
Friday
Indicate the exact time Literacy is taught at your school e.g., Grade 1, from:09:00 To: 10:00 or from 14:00 to 15:00

SECTION I: EQUIPMENT INFORMATION

Indicate the number of functional equipment only.
106. 107. 108. 109. 110.

Description Desktop Laptop Tablets Radio Solar Kit

computers computers
Please indicate the
number for each

Version 7.0 Last Updated 26 April 2024

Page 7 of 8
SECTION J: EFFECTS OF CLIMATE CHANGE

111. In the past 12 months, have you had to close school or stop classes for any weather-related issues
like flooding, fires, drought, strong winds, heavy rains or landslides?

□ Yes □ No

112.If YES, for what reason did you have to close school or stop classes? (Select all that apply. If NO,
leave it blank.)

□ Strong winds (Damaged infrastructure, roof etc.) □Flooding □Heavy Rains □Drought □Landslide
□Others specify: ________________
113. If YES, how many days did you close the school or cancel classes due to the weather-related events?
(If NO, leave it blank.)

Number of Days School closed: _________________

114. Did the weather-related event cause damage to:

A. School infrastructure: □ Yes □ No

B. Teaching and Learning Materials (TLMs): □ Yes □ No
115.
For any infrastructural damage experienced by the school, did you report it to the relevant authorities
such as (DMMU, DEBS Office)?

□Yes □ No
Section K: Data Provider Details

116. Name

117. Position

118. Phone number

119. Date

120. Signature

Official school stamp

Version 7.0 Last Updated 26 April 2024

Page 8 of 8