In response to a rising tide of complaints from public servants over discrepancies in their recorded dates of birth, the Public Services Commission (PSC) has issued a sweeping revision of its policy, setting out clearer and more stringent procedures for birth date corrections within Ghana’s public service system.
The PSC’s new directive, outlined in Circular No. 1/2S and signed by Chairman Prof. Victor K. Agyeman, replaces the earlier guidelines detailed in Circular No. 4/24, which was dated June 26, 2024.
The new guidelines are set to take effect from May 2025.
The Commission’s decision comes “in view of the large number of public servants who claim their dates of birth have been captured wrongly in the public service system,” the circular explained.
In what appears to be an effort to streamline and lend more credibility to the correction process, the PSC now categorizes correction requests based on the number of years being adjusted.
Three-Tier Approach to Corrections
For corrections involving a period of less than two (2) years, the PSC directs that “the applicant shall submit a request in writing, including reason(s) why the anomaly occurred, together with the original supporting/base documents to the Head of Entity.”
Upon receipt, the head will “review and forward same to the PSC for approval.” Only applications that receive a positive recommendation from the head of the entity will be considered by the Commission.
In cases where the correction spans between two (2) and five (5) years, the procedure becomes more rigorous.
The applicant is again required to submit a written request and relevant documents, but “the Head of Entity shall constitute a committee to verify the original supporting/base documents and also investigate the reason(s) for the disparities.”
The verified report, if favorably recommended, will be submitted to the PSC for consideration.
For discrepancies of greater than five (5) years, the scrutiny intensifies.
The applicant must follow the same process of written request and documentation submission.
However, once the request reaches the PSC, “the PSC will constitute a 3-member committee, including a representative from the entity concerned, to verify the original supporting/base documents and investigate the reason(s) for the disparities.”
Leadership Urged to Disseminate New Rules
Heads of all public service organizations are being tasked with spreading the word.
“Heads of organizations are enjoined to bring these guidelines to the notice of all members of staff for their guidance,” the circular emphasized.
This move reflects the PSC’s broader commitment to ensuring data accuracy in public records and preventing potential abuses of the system, such as manipulation of retirement timelines or promotions.
In recent years, date of birth corrections have emerged as a contentious issue within Ghana’s public institutions, with some allegations of attempts to prolong public service tenures.
The PSC’s structured, tiered approach appears aimed at restoring trust and standardizing a process that has previously been criticized as opaque and inconsistent.
The circular, signed off with appreciation for cooperation, concluded: “Thank you for your cooperation.”
With these changes, the PSC has thrown down the gauntlet, making it clear that while errors in documentation will be addressed, they must be justified with evidence, transparency, and due process.
-BY Issah Olegor
