PAC 411: EDUCATIONAL ADMINISTRATION AND MANAGEMENT

Credit Hours: 3 Units

Introduction to Educational Administration: Definition of
administration, management, educational application of
administration and management; Theories of administration; scientific
management including bureaucracy, human relations, behavioral
approach, systems approach, legal basis of education in Kenya: party
manifestos, the constructions the Education Acts and subsequent legal
notices, Presidential Pronouncements; "school organization, registration
categorization, management, roles and Boards and committees; Teaching
management; Administrative Processes, Theories of Motivation, Legal
Basis of Educational Administration and Management in Kenya, School
Leadership, Power and Authority, Management of School Personnel,
Management of Students, School Administration, Management of School
Finances, Change and Management of Change.

TOPIC ONE
THE PROCESS OF EDUCATION ADMINSTRATION
Introduction
Administration is generally considered as consisting of the
administration tasks which are performed by administrators. It is the process
through which decisions are made in an organization. Most scholars agree on the
following basic definition of administration.

Administration is the process of directing and controlling life (or

human behavior) in any social organization, such as industry, a
government department or a private firm, a family or a school. In the
administration of a school for example, the head makes decisions and takes action to
achieve the desired goals. The administrator whose goal should be quality education.
-The administration is a systematic process of setting up objectives and crucial
policies of any organization. These objectives and policies are set by top-level
authorities.
-Administration tends to comprise of forecasting, planning, organization, and
decision making in the organization. The success of the company is dependent on
the performance of the administration department.
-A startup needs a powerful and skilled administrative planner for its welfare. The
crucial responsibility of the administration is to ensure the quality results of the
company.

Management: Management is the process of working with and through

individuals and groups of people to accomplish organization goals.
-Management is the act of managing people, resources, and how to utilize them to
achieve organizational goals. It is simply the process of getting work done by
others.
-The major activities found in management are planning, coordination, controlling,
leading, organizing, and motivating among many other things.
Main Difference between Management and Administration
1. Management implement policies and objectives whereas administration help
in policy formulation.
2. Management is done by both middle and lower level authority while
administration by top-level authority
3. Administration form the organization while management maintain the
functions of the organization
4. Management make executive decisions while administration make crucial
decisions of the organization
5. Management comprises of technical and human relationship skills while
administration consists of administrative qualities
6. The main function of management is governing and executive while the
administration is legislative and determinative
7. Administrative entails policy formulation while management policy
implementation.
8. Management work under administration while the administration has full
control over activities of the organization
9. Management represents employees while administration represent owners of
the organization
10. Administrators are mainly found in government, military, religious and
educational organizations while managers in business organizations
Comparison Table (Management Vs Administration)
 Basic Terms Management Administration

It is the skill of organizing

It is the process of setting up
Meaning people, resources and getting
objectives and crucial policies
work done

Authority Both middle and lower level Strictly upper level

Core function Policy implementation Policy formulation

Role Executive Decisive

Area of
Work under administration Fully control over activities
Operation

Key Person Manager Administrator

Function Governing and executive Legislative and determinative

Making policies and assembling

Main Focus Managing work
resources

Government offices, business

enterprises, military, religious,
Application Profit-making organizations
hospitals, clubs, and educational
organizations.

Who will do the work? And What should be done? And when
Decides on
How will it be done? should it be done?

ADMINSTRATIVE PROCESSES
Major processes:
The concept of administration grew from that of management, which is still preferred
in industry. It refers to administrative thinking and planning and involves both
major and minor processes. The four major processes are planning,
organizing directing, and controlling
1. Planning
This is forecasting. It is the method that is used in setting goals and objectives and
devising ways and means to achieve them.
2. Organizing
This is the aspect of collecting and putting together both human and material
resources. In order to achieve organizational goals, personnel need to be hired and
materials obtained
3. Directing
This includes the various methods used in order to motivate and influence
hired personnel to defective work. One could motivate workers or students
by providing rewards for work well done in the form of promotion and increased
enrolments.
4. Controlling
This is the method used in assessing the result of a plan. One assesses or evaluates in
order to know whether the personnel and the system as a whole have helped in
achieving the goal that was set to be achieve. The feed back obtained is the most
important source of information for personnel manager in the controlling process.
Minor process
Henri Fayol, one of the earliest administrators focused his attention on what he
preferred to label as elements of management. These elements include: planning,
organizing, commanding, coordinating and controlling (POCCC). These
elements were applied first to industrial production. They are also applied in
public administration.
Two other propagators of administration Luther Gulick and Lyndall Urwick
applied Fayol’s theory. Luther particularly, suggested that the functions of all
administrators should be organized a long the principle of POSCORD. This means:
planning organizing, staffing, directing, coordinating, reporting and budgeting. The
word POSDCORD is an acronym, which was designed to call attention to the general
duties of a chief executive or a personnel manager.
APPLICATION OF THE PROCESS OF EDUCATION ADMINISTRATION IN
SCHOOLS
In order to do an effective job, the public administrations have to perform
competently the following functions:
a) Planning
In this processes, administrators decide in advance what is to be done, for instance,
they may define and objective of the organization. Within the planning process
public administrators set long goals which are further broken down to medium
term and short term goals.
b) Organizing
This is where the head teacher devises the method of fitting together people and
other resources. To provide quality education, for example, one will need to deploy
qualified teachers to teach their best subjects as far as possible. One will also
need to schedule the teaching assignments on the school timetable, eliminates
clashes in the use of special rooms, workshops, laboratories and personnel.
c) Staffing
This function is similar to that of organizing since it deals with
identifying, employing and assigning human resources needed to pursue
an objective and fulfill programme demands. The success of a school will
depend on the kind of teaching and non-teaching staff employed and
deployed.
d) Directing
This function (task) is concerned mainly with authority. It involves
consulting as well as issuing directives and general orders in order to attain
organizational goals. It involves commanding and leading. Those elements are both
used in our modern school system. For instance, a school head may command,
direct, influence or lead his staff members to work to improve the school mean
score. Whatever the method used, the purpose is always to organize school activities
as efficiently as possible.
e) Coordinating
This process involves relations with staff and student body. Its main function is
that of unifying the activities of the various components of the school community
in order to attain the desirable objective. A school head ensures team work
among his staff so that all the various school activities may be included in
the timetable and the whole process may run smoothly.
f) Reporting
This is how the school manager keeps the authorities, the board of
governors and the parents informed of the progress of the school.
Some reporting is necessary because of the public demand accountability.
In this case, reporting will provide some feedback. Each member of the organization
must know who to report to from whom to get orders. Every piece of information,
good or bad concerning the plan must be made available; all policies implemented
and all errors corrected.
g) Budgeting
This task deals with expenditure. It deals with both inputs and outputs. Financial
resources must be allocated for the purpose of accomplishing the organizational
goals and objectives. The organizational budget calls for planning; all expenses must
be accounted for and audited. Public administration must plan how to use the
money available either on activities of on necessary items of equipment.