MINESEC USER GUIDE

INTRODUCTION

The “Clean School” concept took root at the Ministry of Secondary Education under the leadership of Her Excellency Prof Nalova Lyonga. This highly moralising concept is increasingly noticed in all areas, both in schools and in the central services. It is to ensure the sustainability of this rather laudable initiative that the Sub department of Reception, Mail and Liaison through this guide is committed to contributing to the effectiveness of this innovative vision. The objectives include:

  • Bring information to the users (Teachers, future teachers from the Higher Teacher Training Schools, economic operators, etc.
  • make the various components in the administrative system aware of the need for the respect of hierarchy and therefore the hierarchical procedure – route – in the circulation of mails;
  • Limit physical contact between users and staff of the central service in charge of mail, for this has been a disruptive factor in the smooth working process;
  • clear the Ministry’s corridors, among others….

Without claiming to be perfect, we have included in this guide a directory of the various files entering MINESEC, together with the elements that constitute each individual file and information on where they should be submitted.

1.  SECONDMENT

  1. A stamped application – with full address (Tél. Number, service number, stating grade, workplace);
  2. Photocopy of absorption or contract order;
  3. Letter from the host structure;
  4. Copy of the most recent increment order;
  5. Attestation of effective presence at work for the current year.

Place to submit the complete file: MINESEC – 

2.  INCREMENT POSITION BONUS (ECHELON)

  1. A stamped application – with full address (Tél. Number, service number, stating grade, workplace);
  2. A certified photocopy of the required certificate;
  3. An attestation of presentation of the original of the certificate;
  4. A photocopy of the absorption order;
  5. A copy of latest increment instrument;
  6.   f.  Attestation of effective presence at work for the current year.

Place to submit the complete file: RDSE

3.  CHANGE OF MARITAL STATUS

  1. A stamped application – with full address (Tél. Number, service number, stating grade, workplace);
  2. Certified copy marriage certificate;
  3. Attestation of effective presence at work for the current year;
  4. The most recent payslip.

Place to submit the complete file: DDSE – RDSE

4.  INCREMENT IN GRADE

– Ref: Decree No. 94/199 of 7 October 1994 on general status of Public Service of the State amended and supplemented by decree No. 2000/287 of 12 October 2000 –

Requirements: This is Only for personnel who have never been promoted to a higher rank, and who are of category B1 or B2 of the Public Service, the concerned should have had the 7th echelon of the 2nd class and be at least 40 years old.   

No. Documents to be provided Remarks
1. Stamp application – current rate – State the name and full address
2. Photocopy of the recruitment instrument – recruitment order/contract of work/absorption – Staff who have worked as State agents and or contract staff before being absorbed as civil servants must provide, in addition to their instrument of absorption, their instrument of recruitment and or their employment contract.
3. Photocopy of the instrument of reclassification – where applicable – Only for personnel recruited to a lower rank to category A2 and having benefited of a reclassification
4. Last instrument of increment giving entitlement to the rank
5. Attestation of effective presence at work

 

5.  INCREMENT OF SENIOR STAFF

– Ref: Decree No. 2000/359 of 5 December 2000 on the special status of civil servants in the National Education Corps –

Requirements: Only personnel who have never been promoted to a higher rank, or senior position, in the categories – Grade 1 Teacher in General or Technical Education – or B2 – only the Senior Teachers in Nursery and Primary Education who have had 16 years’ seniority in this grade are qualified for promotion.     

No. Documents to be provided Remarks
1. Stamped application current rate State the name with full address
2. Photocopy of the recruitment instrument – recruitment order/contract of work/absorption – Staff who have exercised as State agents and/or contract staff before being absorbed as officials must produce, in addition to their instrument of absorption, their instrument of recruitment and/or their employment contract
3. Photocopy of the reclassification instrument – where applicable – Only for staff recruited at a lower grade than category A1 and who have been reclassified
4. Most recent instrument of increment giving entitlement to the rank
5. Attestation of effective presence at work

Place to submit the complete file: DDSE – RDSE

6.      RECLASSIFICATION – HTTC & HTTTC

  1. A stamped application – with full address (Tél. Number, service number, stating grade, workplace);
  2. A certified copy of the birth certificate;
  3. A certified copy of the First Degree;
  4. A certified copy of DIPES II/DIPET II;
  5. A photocopy of the decree of absorption into the public service;
  6. A photocopy of increment instrument – the date of issue precedes the date of graduation –;
  7. An attestation of presentation of the original of the First Degree;
  8. An attestation of presentation of the original of the DIPES II/DIPET I
  9. A press release launching the competitive entrance examination
  10. A press release on admission into the HTTC/HTTTC;
  11. A press release on the results of DIPES II/DIPET II;
  12. An authorisation to compete or in-service training at HTTC/HTTTC;

n.An attestation of service after the in-service training;

  1. An order for the study leave;
  2. An attestation of effective presence at work;
  3. A recent payslip

The documents must be signed by a competent administrative authority. – Governor, SDO, DO, or Mayors of the Council. –

7.  TRANSFER TO CHAPTER 25

  1. a. Stamped application to MINESEC – stating grade, Tel. No., service number, workplace –;
  2. Photocopy of the absorption or contract order;
  3. Recent payslip – not older than three months –;
  4. Attestation of effective presence at work;
  5. Photocopy of national identity card.

Place to submit the complete file: DDSE – RDSE

8.  FINANCIAL ASSISTANCE

  1. Stamped application to MINESEC – stating grade, Tel. No, workplace ;
  2. Photocopy of the absorption or contract order;
  3. Photocopy of the last increment instrument;
  4. Attestation of resumption of service – current year ;
  5. Attestation of effective presence at the workplace
  6. All the supporting documents.

Place to submit the complete file: RDSE

9.      UNPAID STUDY LEAVE

  1. FOR PERSONAL REASONS
  2. Stamped application to MINESEC – stating grade, Tel. No., service number, workplace – ;
  3. Photocopy of the absorption or contract order/decree;
  4. Photocopy of the last increment;
  5. Attestation of assumption of service for the current year;
  6. Attestation of effective presence at the work place for the current.
  7. Recent payslip.

 

  1. FOR STUDY PURPOSES
  2. Stamped application to MINESEC – stating grade, Tel. No., service number, workplace –;
  3. Photocopy of the absorption or contract order/decree;
  4. attestation of the assumption of service for the current year;
  5. Attestation of effective presence at the work place for the current year.
  6. Admission letter;
  7. Recent payslip.

Place to submit the complete file: DDSE – RDSE

10.    SHORT OR LONG-TERM SICK LEAVE

  1. Stamped application to MINESEC – stating grade, Tel. No., service number, workplace – ;
  2. Photocopy of the absorption decree or contract;
  3. Photocopy of the last increment instrument;
  4. Medical record with a recent medical certificate signed by an approved medical doctor;
  5. Attestation of effective presence at work for the current year;
  6. Attestation of assumption of service for the current year;
  7. Recent payslip – not older than three months – ;
  8. All justifying documents.

Place to submit the complete file: DDSE – RDSE

11. REIMBURSEMENT OF EXPENSES

  1. Stamped application to MINESEC – stating grade, Tel. No., service number, workplace – ;
  2. Photocopy of the absorption decree or contract;
  3. Photocopy of the last increment instrument;
  4. Attestation of assumption of service for the current year
  5. Attestation of effective presence at work for the current year;
  6. All supporting documents.

Place to submit the complete file: DDSE – RDSE

12. AUTHORISATION TO SIT IN FOR THE COMPETITIVE ENTRANCE

  1. Stamped application to MINESEC – stating grade, Tel. No., service number, workplace –;
  2. Photocopy of the absorption decree or contract;
  3. Photocopy of the last increment instrument;
  4. Attestation of resumption of service for the current year
  5. Attestation of effective presence at work for the current year;
  6. Copy of the text launching the competitive entrance;
  7. Certified Photocopy of the required diploma.

NB: for any candidate whose authorisation is pending to take part in the competitive entrance, he or she should include the attestation of registration in the school or the certificate at the end of the training programme

Place to submit the complete file: DDSE – RDSE OR MINESEC

13.     RECOMMENDATION LETTER

  1. Stamped application addressed to MINESEC (stating the grade Tel. No., service number, workplace;
  2. Photocopy of the absorption instrument or contract;
  3. Photocopy of the most recent increment instrument;
  4. Recent payslip – not older than three months;
  5. Attestation of resumption of service – current year;
  6. Attestation of effective service at work – current year;
  7. Copy of text launching the competitive entrance/or selection;
  8. Certified copy of the required certificate.

Place to submit the complete file: MINESEC

14.     TRAVELLING OUT OF THE COUNTRY

  1. Stamped application addressed to MINESEC (stating the grade Tel. No., service number, workplace;
  2. Photocopy of the absorption instrument or contract;
  3. Photocopy of the most recent increment instrument;
  4. Recent payslip – not older than three months);
  5. Attestation of resumption of service (current year);
  6. Attestation of effective presence at work ;
  7. Where applicable justifying documents

Place to submit the complete file :  RDSE OR MINESEC as the case may be

15.     REINSTATEMENT OF SALARY

A.    ABSENCE NOTICED BY THE DELEGATE

  1. Stamped application (stating the grade Tel. No., service number, workplace);
  2. Certified copy of the Instrument suspending the salary;
  3. Documents justifying the salary suspension;
  4. Payslip of the month of salary suspension;
  5. Last payslip preceding the salary suspension;
  6. Attestation of resumption of service;
  7. Attestation of effective service at work;
  8. Letter of explanation from the delegate who had previously ascertained the absence.

Place to submit the complete file: DDSE – RDSE

  1. ABSENCE NOTICED BY THE SENIOR DIVISIONAL OFFICER (SDO)
  2. A stamped application (stating the grade, Tel. No., service number, workplace);
  3. Prefectoral order to notice the unauthorised absence;
  4. Prefectoral order lifting salary suspension;
  5. The payslip of the month of salary suspension;
  6. The payslip preceding the salary suspension;
  7. Attestation of resumption of service;
  8. Attestation of effective presence at the workplace;
  9. Letter of explanation from the SDO who had previously ascertained the unauthorised absence.

Place to submit the complete file: DDSE – RDSE

C.   END OF TEMPORARY LEAVE OF ABSENCE

  1. A stamped application (stating the grade, Tel. No., Service number, workplace);
  2. Photocopy of temporary leave of absence order;
  3. Photocopy of the end of temporary leave of absence order;
  4. No salary/recent payslip

Place to submit the complete file :  MINESEC

D.   END OF SECONDMENT

  1. Stamped application (stating the grade, Tel. No., service number, workplace);
  2. Photocopy of the secondment order;
  3. Photocopy of the end of secondment order;
  4. No salary/recent payslip

Place to submit the complete file :  MINESEC

16.     CAR MAINTENANCE

  1. Stamped application (stating the grade, Tel. No., service number, workplace);
  2. Certified copy of the instrument of the appointment of the official;
  3. Attestation of entry into service at the workplace;
  4. Resumption of duty for the current academic year;
  5. Attestation of effective presence at work (not older than three months);
  6. Certified photocopy of car registration document;
  7. Attestation of use of the car for service purposes;
  8. Photocopy of National Identity Card (NIC);
  9. Recent payslip (not older than three months);
  10. Photocopy of a valid attestation of technical inspection of the car.

Place to submit the complete file: DDSE – RDSE

17.     TRANSPORT REQUISITION

  1. A stamped application addressed to MINESEC (stating the grade, Tel No., service number, workplace);
  2. Certified photocopy of the appointment or transfer instrument (retirement order);
  3. Attestation of entry into service at the new workplace;
  4. Attestation of effective presence at the workplace (not older than three months);
  5. Attestation of distance (issued by the transport department);
  6. A certified photocopy of the marriage certificate;
  7. A collective life certificate for minor children
  8. Photocopies of children’s birth certificates;
  9. A recent payslip (not older than 3 months);
  10. Certificate of non-attribution of transport requisition (Regional Financial Control);
  11. Certificate of non-payment of transport requisition (Central Treasury);
  12. Bank Identification Statement or bank details.

NB: NB: Pensioners are not affected by numbers (C and D)

Place to submit the complete file: DDSE – RDSE                      

18.     REGULARISATION OF PRE-ABSORPTION SERVICES

  1. Stamped application addressed to MINFI C/O MINESEC (stating the grade, Tel. No., service number, workplace);
  2. Photocopy of recruitment instrument;
  3. Copy of absorption instrument;
  4. Attestation of effective service at work (not older than three months);
  5. A recent payslip (not older than three months);
  6. Photocopy of tenure (not older than three months).

Place to submit the complete file :RDSE – MINESEC

19.     ARREARS OF TECHNICAL, TEACHING AND EVALUATION, RESEARCH AND DOCUMENTATION ALLOWANCES

  1. A stamped application (stating the grade, Tel. No., service number, workplace);
  2. A photocopy of absorption or contract instrument;
  3. Attestation of effective presence at work (not older than three months);
  4. Arrears payslip;
  5. A recent payslip (not older than three months).
  6. Photocopy of the decision of permanent contract (not more than 3 months old).

Place to submit the complete file: DDSE – RDSE 

20.     DUTY-POST ALLOWANCES

  1. A stamped application (stating the rank, phone number, service number, workplace);
  2. A certified true copy of the appointment instrument;
  3. An attestation of effective presence (not older than 3 months);
  4. An attestation of the assumption of duty after the appointment;
  5. A recent payslip (not older than 3 months).

Place to submit the complete file: RDSE – MINESEC

21.     CHANGE OF INCREMENTAL POSITION

Incremental position is automatic except in case of a change of grade or reclassification.

In this case, the user shall produce:

  1. An application without fiscal stamp;
  2. A copy of the latest increment instrument;
  3. An attestation of effective presence at work;
  4. A copy of the reclassification or increment of grade instrument.

22.     CHANGE OF GRADE

  1. A stamped application (stating the rank, phone number, service number, workplace);
  2. A copy of the absorption instrument ;
  3. A copy of the latest increment instrument;
  4. An attestation of effective presence at work.

Place to submit the complete file: SCHOOLS – DDSE – RDSE

23.      DEATH AND SURVIVOR BENEFITS

A.    DEATH AND SURVIVOR’S BENEFITS

(Death in active service)

No. Required documents Remarks
1. Stamped application (curent rate) State the name and full address
2. Photocopy of the recruitment instrument (employment/contract/absorption instrument) Staff who worked as State agent and/or contract workers before being absorbed as civil servants shall produce, in addition to their absorption, employment and/or contract instrument
3. Certified true copy of the validation instrument regularising services rendered before absorption into the public service (where applicable) Only for staff who worked as State Agents and/or contract workers before being absorbed as civil servants and who validated pre-absorption services. This instrument shall be certified at the Ministry of Finance.
4. A photocopy of the reclassification or grade increment instrument. Only for staff recruited at a grade below category A2 and having benefited from grade increment and/or reclassification instruments
5. Latest increment order
6. Certified true copy of the death certificate
7. Detailed report from the immediate boss describing the causes of death and the certificate of the type of death (where applicable) In the event of death as a result of an accident due to or occurring as a result of or in connection with service
8. Original copy of the mission order (where applicable) If the death occurred during an official mission
9. Inheritance certificate
10. Affidavit of no appeal
11. Certified true copy of the marriage certificate (where applicable) If the deceased was married at the time of death
12. Proof of residence of the spouse The certificate of residence is signed by the Divisional Officer
13. Certificate of monogamy or polygamy where the spouse is a woman
14. Certificate of no legal separation and no divorce
15. Certificate of non-remarriage and not open cohabitation Where the spouse is a woman
16. Certificate of non-remuneration or the spouse’s payslip
17. Collective life certificate for minor and adult school-age children
18. Certified true copies of birth certificates for minor and adult school-age children (needy disabled children are considered to be school-age minors) Certified true copies of the birth certificates for children recognised and/or born before marriage shall be marked with a marginal acknowledgement in accordance with the provisions of Order 81/002 of 29 June 1981 on the organisation of civil status and various provisions relating to the condition of natural persons
19. Schooling certificate for minor and adult school-age children Original copies only
20. Acknowledgement of care and upbringing of recognised children and/or orphans of both parents If they exist
21. Certified true copy of the guardian’s NIC Only if there are recognised children and/or orphans of both parents
22. Proof of residence of the guardian Only if there are recognised children and/or orphans of both parents
23. Certificate of celibacy (where applicable) If the deceased was single at the time of death
24. Certified true copy of the deceased’s NIC If the deceased had neither spouse nor child at the time of death
25. Proof of residence of the deceased If the deceased had neither spouse nor child at the time of death
26. Certified true copy of the divorce certificate (where applicable) If the deceased had divorced from his/her spouse
27. Certified true copy of the spouse’s death certificate (where applicable) Only if the spouse had died

B.    SURVIVORS’ PENSION TO BENEFICIARIES

(died while on retirement)

No. Required documents Remarks
1. Stamped application (current rate) State the name and full address
2. Photocopy of the retirement instrument the beneficiaries of staff who do not have a retirement instrument at the time of death may submit the survivor’s pension file subject to the said decision. To this end, they should attach all the deceased’s career documents as mentioned in the table above.
3. Certified true copy of the death certificate
4. Inheritance certificate
5. Affidavit of no appeal
6. Certified true copy of the marriage certificate (where applicable) If the deceased was married at the time of death
7. Proof of residence of the spouse The certificate of residence is signed by the Divisional Officer
8. Certificate of monogamy or polygamy
9. Certificate of no legal separation and no divorce
10. Certificate of non-remarriage and not open cohabitation
11. Certificate of non-remuneration or the spouse’s payslip
12. Collective life certificate for minor school-age children
13. Certified true copies of birth certificates for minor school-age children (needy disabled children are considered to be school-age minors) Certified true copies of the birth certificates for children recognised and/or born before marriage shall be marked with a marginal acknowledgement in accordance with the provisions of Order 81/002 of 29 June 1981 on the organisation of civil status and various provisions relating to the condition of natural persons
14. School testimonial of under-age children Original copies only
15. Acknowledgement of care and upbringing of recognised children and/or orphans of both parents If they exist
16. Certified true copy of the guardian’s NIC Only if there are recognised children and/or orphans of both parents
17. Proof of residence of the guardian Only if there are recognised children and/or orphans of both parents
18. Certificate of celibacy (where applicable) If the deceased was single at the time of death
19. Certified true copy of the divorce certificate (where applicable) If the deceased had divorced from his spouse
20. Certified true copy of the spouse’s death certificate (where applicable) Only if the spouse died

24.     RETIREMENT

A.    NORMAL RETIREMENT

No. Required documents Remarks
1. Stamped application (current rate) State the name and full address
2. Photocopy of the recruitment order (employment/contract/absorption decision) Staff who worked as State agents and/or contract workers before being absorbed as civil servants shall provide, in addition to their absorption, employment and/or contract instrument
3. Certified true copy of the validation instrument of pre-absorption services (where applicable)

 

Only for staff who worked as State agents and/or contract workers before being absorbed as civil servants and who validated pre-absorption services. This instrument shall be certified at the Ministry of Finance.
4. A photocopy of the reclassification or increment of grade instruments. Only for staff recruited at a grade below category A2 and having benefited from increment of grades and/or reclassification instruments
5. Latest increment instrument
6. Proof of residence The certificate of residence is signed by the Divisional Officer
7. Certified true copy of the marriage certificate (where applicable)
8. Collective life certificate for minor school-age children
9. Certified true copies of birth certificates for minor school-age children (needy disabled children are considered to be school-age minors) Certified true copies of the birth certificates for children recognised and/or born before marriage shall be marked with a marginal acknowledgement in accordance with the provisions of Order 81/002 of 29 June 1981 on the organisation of civil status and various provisions relating to the condition of natural persons
10. School testimonial of under-age children Original copies only

B.    EARLY RETIREMENT

No. Required documents Remarks
1. Stamped application State the desired date of retirement
2. Photocopy of the recruitment instrument (employment/contract/absorption order) Staff who worked as State agents and/or contract workers before being absorbed as civil servants shall provide, in addition to their absorption, employment and/or contract order
3. Certified true copy of the validation instrument of pre-absorption services (where applicable) Only for staff who worked as State agents and/or contract workers before being absorbed as civil servants and who validated pre-absorption services. This instrument shall be certified at the Ministry of Finance.
4. A photocopy of the reclassification or increment of grade instruments. Only for staff recruited at a grade below category A2 and having benefited from increment of grades and/or reclassification instruments
5. Latest increment instrument
6. Proof of residence The certificate of residence is signed by the Divisional Officer
7. Certified true copy of the marriage certificate (where applicable)
8. Collective life certificate for minor school-age children
9. Certified true copies of birth certificates for minor school-age children (needy disabled children are considered to be school-age minors) Certified true copies of the birth certificates for children recognised and/or born before marriage shall be marked with a marginal acknowledgement in accordance with the provisions of Order 81/002 of 29 June 1981 on the organisation of civil status and various provisions relating to the condition of natural persons
10. School attendance certificate of minor school-age children Original copies only
11. Attestation of effective presence at work
12. Recent Payslip

NB: FOR AN EARLY RETIREMENT, PROVIDE AN ATTESTATION OF TERMINATION OF SERVICE AFTER THE APPROVAL OF THE MINISTER OF THE PUBLIC SERVICE AND ADMINISTRATIVE REFORMS.

 Place to submit the complete file: RDSE – MINESEC

25.     DISABILITY PENSION

No. Required documents Remarks
1. Stamped application (current rate) State the name and full address
2. Minutes of the National Council of Health
3. Photocopy of the recruitment order (employment/contract/absorption order) Staff who worked as State agents and/or contract workers before being absorbed as civil servants shall produce, in addition to their absorption, employment and/or contract decision
4. Certified true copy of the validation instrument of pre-absorption services. Only for staff who worked as State agents and/or contract workers before being absorbed as civil servants. This instrument shall be certified at the Ministry of Finance.
5. A photocopy of the reclassification or increment of grade instruments. Only for staff recruited at a grade below category A2 and having benefited from an increment of grades and/or reclassification increments
6. Latest increment instrument

26.     STUDY LEAVE

A.    IN-SERVICE TRAINING IN HTTC AND HTTTC.

  1. A stamped application addressed to the Minister of Public Service and Administrative Reforms c/o the Minister of Secondary Education;
  2. Two personal information sheets with a passport-size photograph duly signed by a competent authority;
  3. A photocopy of the absorption instrument;
  4. A photocopy of the latest increment instrument;
  5. A photocopy of the results of the in-service training (MINESUP);
  6. A certificate of resumption of duty (current year);
  7. A recent attestation of effective presence in the current position;
  8. An authorisation to sit for entrance examinations signed by MINESEC.

Place to submit the complete file: RDSE – MINESEC

              B.OTHER TRAINING INSTITUTIONS

  1. A stamped application addressed to the Minister of Public Service and Administrative Reforms c/o the Minister of Secondary Education;
  2. Two personal information sheets with a passport-size photograph duly signed by a competent authority;
  3. A photocopy of the absorption or contract instrument;
  4. A photocopy of the latest increment instrument;
  5. A recent payslip;
  6. An attestation of registration in school;
  7. The funding letter for foreign scholarships;
  8. A statement of the accounts of financial implications relating to the training period (national scholarship);
  9. A legal opinion from the user minister.

Place to submit the complete file: RDSE – MINESEC

27.     EXTENSION OF STUDY LEAVE

  1. A stamped application addressed to the Minister of Public Service and Administrative Reforms C/O MINESEC;
  2. A photocopy of the study leave instrument;
  3. A letter or attestation of funding of the study leave extension;
  4. A letter or attestation extending study leave;

 Place to submit the complete file: MINESEC

28.     END OF STUDY LEAVE

  1. A stamped application addressed to the Minister of Public Service and Administrative Reforms C/O MINESEC;
  2. A photocopy of the study leave instrument;
  3. A certified true photocopy of the certificate issued at the end of study leave;
  4. Attestation of presentation of the original of the certificate obtained at the end of study leave;
  5. A copy of end-of-training report
  6. A copy of a dissertation or thesis;
  7. An attestation of resumption of duty.

Place to submit the complete file: MINESEC

29.     FINANCIAL ASSISTANCE/ABSORPTION FILE HTTC/HTTTC

A.    HTTTC GRADUATE

 Documents to be provided for Financial assistance
No. Number Nature of documents Title of the signatory
1. 1 A stamped application The person concerned
2. 1 Certified true photocopy of a marriage certificate (where necessary) A civil or an administrative authority
3. 1 A certified true photocopy of a birth certificate A civil or an administrative authority
4. 2 Individual notice The person concerned
5. 2 Antelope forms The person concerned
6. 1 A collective certificate of the assumption of duty MINESEC (Ministry of Secondary Education)
7. 1 The press release of admission into the school MINESUP (Ministry of Higher Education)
8. 1 A certificate of the name (if necessary) An administrative authority
Composition of file for Absorption
No. Number Documents Signatory’s position
1. 1 A stamped application The concerned
2. 1 A certified true photocopy of a marriage certificate (where necessary) A civil or an administrative authority
3. 2 Certified true copy of birth certificate A civil or an administrative authority
4. 1 A certificate of the name (if necessary) An administrative authority
5. 2 Personal Information sheets An administrative authority
6. 1 A certificate of non-conviction A judicial authority of the place of birth
7. 2 Certified true copies of certificates required for the entrance examination An administrative authority
8. 2 Certified true copies of DIPET 1 for those having spent five years An administrative authority
9. 2 Certified true copies of the certificate obtained at training school An administrative authority
10. 2 Certified true copies of the GCE Ordinary Level for graduates who went in with GCE Advanced Level An administrative authority
11. 2 Attestations of presentation of original of the GCE Ordinary Level for graduates who went in with GCE Advanced Level SDO or Governor
12. 2 Attestation of presentation of the original of the entry certificate SDO or Governor
13. 2 Attestation of presentation of the original of DIPET 1 for those having spent five years SDO or Governor
14. 2 Attestations of presentation of the original of the end, of course, certificates SDO or Governor
15. 1 A collective certificate of the assumption of duty MINESEC (Ministry of Secondary Education)
16. 1 A 10-year commitment letter

Engagement bond

An administrative authority
17. 1 A medical check-up form Regional Delegate of Public Health
18. 1 Curriculum vitae The concerned
19. 1 The press release launching the competitive entrance examination MINESUP (Ministry of Higher Education)
20. 1 The press release publishing results of successful candidates MINESUP (Ministry of Higher Education)
21. 1 The press release publishing results of successful candidates to the top third (where necessary) MINESUP (Ministry of Higher Education)
22. 1 The press release publishing the results of successful candidates for DIPET 1/DIPET 2 MINESUP (Ministry of Higher Education)

NB:

  • Financial files must be forwarded unfailingly no later than two (2) weeks before graduation.
  • Absorption files must be forwarded no later than one (1) month after graduation.
  • No document should be signed at the Police Station
  • Schools are required to provide result slips in both hard and soft copies.

B.    HTC GRADUATES

Composition of documents: Financial assistance
No. Number Documents Signatory’s position
1. 1 A stamped application The concerned
2. 1 A certified true photocopy of a marriage certificate (where necessary) A civil or an administrative authority
3. 1 A certified true copy of the birth certificate A civil or an administrative authority
4. 2 Individual notice The concerned
5. 2 Antelope forms The concerned
6. 1 A collective certificate of assumption of duty MINESEC (Ministry of Secondary Education)
7. 1 The press release publishing results of successful candidates of the entrance examination MINESUP (Ministry of Higher Education)
8. 1 A certificate of the name (where necessary) An administrative authority
Composition documents : Absorption files
No. Number Documents Signatory’s position
1. 1 A stamped application The concerned
2. 1 A certified true copy of the marriage certificate (where necessary) A civil or an administrative authority
3. 2 Certified true copies of birth certificate A civil or an administrative authority
4. 1 A certificate of the name (where necessary) An administrative authority
5. 2 Personal Information sheets An administrative authority
6. 1 A certificate of non-conviction A judicial authority of the place of birth
7. 2 Certified true copies of certificates required for the entrance examination An administrative authority
8. 2 Certified true copies of Bachelor’s Degree for those having spent five years An administrative authority
9. 2 Certified true copies of DIPES 1 for those having spent five years An administrative authority
10. 2 Certified true copies of the certificate obtained at the training school An administrative authority
11. 2 Certified true copies of the GCE Ordinary Level for graduates who entered with GCE Advanced Level An administrative authority
12. 2 Attestations of presentation of the original of the GCE Ordinary Level for graduates with GCE Advanced Level SDO or Governor
13. 2 Attestations of presentation of Bachelor’s Degree for those having spent five years SDO or Governor
14. 2 Attestations of presentation of original copy of admission diploma SDO or Governor
15. 2 Attestations of presentation of the original copy of DIPES 1 for those who spent five years SDO or Governor
16. 2 Attestations of presentation of original of certificate obtained at training SDO or Governor
17. 1 A certificate of collective assumption of duty MINESEC (Ministry of Secondary Education)
18. 1 A 10-year commitment letter engagement bond  

An administrative authority

19. 1 A medical check-up form Regional Delegate of Public Health
20. 1 Curriculum vitae The person concerned
21. 1 The press release launching the entrance examination MINESUP (Ministry of Higher Education)
22. 1 The press release publishing results of successful candidates for the entrance examination MINESUP (Ministry of Higher Education)
23. 1 The press release publishing results of successful candidates to the top third (where applicable) MINESUP (Ministry of Higher Education)
24. 1 The press release publishing results of successful candidates to DIPES 1/DIPES 2 MINESUP (Ministry of Higher Education)

Note:

  • Financial assistance files must be forwarded unfailingly no later than two (2) weeks before graduation.
  • Absorption files must be forwarded no later than one (1) month after graduation.
  • No document should be signed at the Police station
  • Schools are required to provide result slips in both hard and soft copies.

30.     SPECIAL AUTHORISATION OF PAYMENT

A.    ABOVE CFA F 5.000.000

  1. A stamped application;
  2. A copy of the absorption or increment instrument;
  3. A photocopy of the certificate of collective assumption of duty;
  4. A photocopy of the first certificate of the assumption of duty;
  5. A certificate of resumption of duty per year;
  6. An attestation of effective presence per year;
  7. An attestation of effective presence not older than three (3) months;
  8. A certified true copy of payslip for the month of salary arrears.

B.    ABOVE CFA F 10, 000,000

  1. A stamped application;
  2. A bank identification statement;
  3. A copy of the collective lump sum owed (to be printed from the payroll file of the planning of payment of arrears, also available on minesec.cm)
  4. A copy of authorisation to pay (to be supplemented by MINFI)

Place to submit the complete file: MINESEC (Ministry of Secondary Education)

31.     CREATION OF A PRIVATE GENERAL AND TECHNICAL SECONDARY SCHOOL

S/N Documents required for a general private secondary school
1 A declaration to create signed by the proprietor on a standard form
2 Attestation of presentation of the proprietor’s original certificate (at least the 1er degree );
3 Proprietor’s certificate of non-conviction
4 A certificate of land ownership, covering an area not less than 2500m2, signed by the local land registrar
5 A recommendation letter signed by a DO or a 1st or 2nd class traditional ruler
6 A technical study file including foundation studies of buildings to be put up with specification and cost estimates
7 A Geotechnical study file of the soil when the buildings are made up of several storeys
8 Legal opinion of SEDUC and RDSE concerned

32. OPENING OF A PRIVATE GENERAL AND TECHNICAL SECONDARY SCHOOL

S/N Documents required for a general private secondary school
1 A declaration to open signed by the proprietor a standard form
2 A true copy of the order to create the school
3 A true copy of the building permit
4 A membership certificate in one of the Private Education Associations
5 A list of names of administrative and teaching staff with their academic or professional qualifications, respective employment contracts and photocopies of national identity cards as well
6 List of the didactic equipment available
7 An attestation of the bank account of the school
8 Attestation of availability of funds representing three (3) months of staff salary;
9 Legal opinion of SEDUC and RDSE concerned

33.     CREATION AND OPENING OF AN EVENING SCHOOL 

Statements on the creation and opening of an Evening School must be submitted simultaneously, against receipt, to the local representative of the private education association, who has fifteen (15) days to forward them with a legal opinion to the Regional Delegate. The latter has thirty (30) days to forward, with a legal opinion, (the including said declarations, with a copy of the receipt,) to the Minister of Secondary Education.

The file shall comprise:

  1. A certified true copy of the building permit or a registered lease agreement or a free of charge transfer of buildings;
  2. A membership certificate in one of the Private Education Associations;
  3. A list of names of administrative and teaching staff;
  4. A list of didactic equipment;
  5. An attestation of available funds representing three (3) months’ salary of the permanent staff;
  6. Photocopies of staff certificates;
  7. The instrument to open the host .

34. CREATION OF A PRIVATE TEACHER TRAINING COLLEGE

No. DECLARATION FOR THE CREATION OF A PRIVATE TEACHER TRAINING COLLEGE 
01 An attestation of presentation of the proprietor’s original certificate (Bachelor’s Degree at least)
02 A certificate of non-conviction of the applicant not older than three (3) months
03 A certificate of land ownership of the piece of land where the school will be built issued by a competent authority
04 A recommendation letter with a sample form signed by an administrative authority or traditional ruler (1st or 2nd class) of the area where the school will be constructed, guaranteeing the good morality of the proprietor
05 A list of specialties
06 A technical study file comprising foundation studies of structures to be put up along with a cost estimates issued by competent authorities or a technical expertise file in the case the buildings already exist
07 A geotechnical study of the soil issued by the relevant services when the building has many floors
08 The report of the field visit signed by all the members of the mission team (RDSE)
For legal persons, add to the previous numerous documents:
09 The instrument authorising the opening of the school
10 The status and Internal rules and regulations
11 A proof of the effective functioning or activity of the legal person

35. OPENING OF A PRIVATE TEACHER TRAINING COLLEGE

No. DECLARATION FOR THE OPENING OF A PRIVATE TEACHER TRAINING COLLEGE: APPLICATION FILE
01 A true copy of the building permit
02 A copy of an attestation of non-rejection of the declaration
03 A membership certificate in one of the Private Education Association
04 A list of names of administrative and teaching staff with their academic or professional qualifications and respective employment contracts
05 A list of the didactic equipment available
06 An attestation of the bank account of the school which shall be different from the proprietor’s personal bank account
07 An attestation of available funds representing three months of staff salary
08 A report of the field visit signed by all the members of the mission team (RDSE)

36. CREATION AND OPENING OF A PRIVATE TEACHER TRAINING COLLEGE FOR EVENING CLASSES

No. DECLARATION FOR THE CREATION AND OPENING OF A PRIVATE TEACHER TRAINING COLLEGE FOR EVENING CLASSES
01 A certified true copy of building permit or a registered lease agreement or a free of charge transfer of buildings
02 A membership certificate in one of the Private Education Associations
03 A list of names of administrative and teaching staff;
04 A list of the didactic equipment
05 An attestation of available funds representing three (3) months’ salary of the permanent staff
06 Photocopies of staff certificates;
07 The decision to open the school concerned
08 The report of the field visit signed by all the members of the mission team (RDSE)

37. EXTENSION OF A PRIVATE TEACHER TRAINING COLLEGE

S/N. DECLARATION FOR THE EXTENSION OF A PRIVATE TEACHER TRAINING COLLEGE
1 An attestation of non-rejection of the declaration issued by the competent minister
2 A certified true copy of building the permit
3 A membership certificate in one of the Private Education Associations
4 A list of names of administrative and teaching staff with their academic or professional qualifications and respective employment contracts
5 The list of names of didactic equipment
6 Attestation of funds availability;
7 Descriptive plans and cost estimate issued by competent authorities or a document from a technical expert in the case where the building is already constructed
8 Geotechnical studies of the soil must be attached when the buildings are made up of several storeys
9 A staff list (administrative and teaching) along with respective working contracts and new equipment
10 The name of the new section, specialty or cycle
11 The report of the field visit signed by all members of the mission team (RDSE)

38.     SUBVENTION

A.    SUBVENTION TO A PRIVATE EDUCATION ASSOCIATION

a.  A stamped application (current rate)

  1. A statement of account information of the association (current year)
  2. An expenditure account of the subvention of the previous school year.

B.SUBVENTION TO A PRIVATE SCHOOL OR TRAINING INSTITUTIONS

  1. A stamped application (current rate);
  2. A certified true copy of the registration certificate;
  3. Certified true copies of creation and opening orders and where applicable that of the extension of school;
  4. A receipt of payment of FENASSCO’s contributions;
  5. A statement of account information (current year);
  6. An expenditure account of the subvention of the previous year.
  7. A Submission certificate issued by the National Social Insurance Fund (NSIF);
  8. An attestation of payment of taxes issued by the competent tax authorities;
  9. An insurance certificate covering the civil liability of the school issued by an authorised insurance company;
  10. A list of permanent teachers of the school accompanied by their teaching authorisations;
  11. A legal opinion from the Regional Delegate for Secondary Education confirming the sound administrative, pedagogical and financial management of the school.

39.PAYMENT OF FAMILY ALLOWANCES

  1. A stamped application addressed to the Minister of Secondary Education (stating the grade, phone number, service number, workplace);
  2. An attestation of effective presence (not older than three – 3 – months);
  3. A recent payslip (not older than three – 3 – months);
  4. A prefectoral order with justifying documents (including a stamped application addressed to the DO, a photocopy of the absorption instrument, a certificate of non-payment by the NISF; a certified true copy of the marriage certificate, a certified true copy of the child’s birth certificate; a school testimonial; certificate of life, an attestation of non-remuneration activity for the husband/wife; an attestation of effective presence and a payslip).

Place to submit the complete file: DDSE – RDSE

40.   TRANSFER FOR (HEALTH, FAMILY REUNION REASONS OR A NORMAL TRANSFER)

  1. An application for transfer with a legal opinion of the immediate boss;
  2. A photocopy of posting, transfer, or appointment instrument;
  3. A certificate of resumption of duty (for the current school year);
  4. An attestation of effective presence (current school year)
  5. A certified true copy of the marriage certificate (in case of a family reunion)
  6. Proof of residence of the spouse;
  7. An attestation of effective presence of the spouse (current school year)
  8. A medical record (in case of a health problem)

Place to submit the complete file: YOUR WORKPLACE (SCHOOL)

       41.      ABSORPTION INTO THE PUBLIC SERVICE (Contract workers)

  1. Stamped application at the current rate (with full address)
  2. Certified copy of birth certificate
  3. Recruitment instrument
  4. Latest increment instrument
  5. Reclassification
  6. Certified copy of the diploma(s) and Attestation of Presentation of the Original of the diploma
  7. Attestation of effective presence at workplace
  8. Certificate of non-conviction
  9. Curriculum vitae
  10. Receipt (1500) and (1000, C and D) (5000, A)
  11. Latest payslip
  12. Medical check-up report
  13. Ten-year commitment engagement bond
  14. Certificate of assumption of service
  15. Two (2) information sheets with 4×4 photo.

 Place to submit the complete file: RDSE – MINESEC

42.    CONFIRMATION IN A POST

  1. Stamped application
  2. Absorption decree
  3. Certificate of effective presence at workplace
  4. Latest payslip
  5. Mark sheet
  6. Photocopy of the latest increment

Place to submit the complete file: RDSE – MINESEC

NB; All Official mails to this ministerial department are adressed to the Minister Of Secondary  

ACRONYMS AND ABBREVIATIONS

 DDSE: DIVISIONAL DELEGATION OF SECONDARY EDUCATION

DIPES: HIGHER TEACHER DIPLOMA

DIPET:  HIGHER TECHNICAL TEACHER DIPLOMA

ENS: HIGHER TEACHER TRAINING COLLEGE

ENSET: HIGHER TECHNICAL TEACHER TRAINING COLLEGE

FENASSCO: NATIONAL FEDERATION OF SCHOOL GAMES

GCE: GENERAL CERTIFICATE OF EDUCATION

MINESEC: MINISTRY OF SECONDARY EDUCATION

MINESUP: MINISTRY OF HIGHER EDUCATION

MINFI: MINISTRY OF FINANCE

RDSE: REGIONAL DELEGATION OFSECONDARY EDUCATION

SEDUC: EDUCATION SERETATRIAT