school records ASIMA SHAHZADI COURSE CODE 6502 AIOU

1. Educational
management and
supervision
6502
Asima shahzadi
asimashahzadi7@gmail.com

3. After studying this unit students will be able;
• To understand the need of school records
• To know the essential requirement of school records
• To define the different kinds of school records
Objectives of the Unit

4.  The information that is kept about a child at school, including biographical
information and exam results.
 Mbiti (1978) sees school records as comprising all the books, files or other
documents containing information relating to what goes on in the school,
who is in the school as well as what type of property the school owns record.
 According to Longman Dictionary of Contemporary English is: (i) a written
statement of facts, events, etc (ii) The known plas of someone’s past
behavior.
School Records

5. 1. Provision of useful information:
2. Guidance/counselor:
3. Useful help for decision making:
4. Helps to ensure accountability:
5. Provides data:
6. Inspection/supervision:
7. Facilitate the movement of pupil:
Need of School records

6. 1. The records must be full and complete.
2. They must be truthful and honest.
3. They must be available when needed.
4. They must be used to take appropriate actions.
5. They must be original.
6. They must be kept safe from excessive humidity and heat that can spoil them
Essential Requirements of School Records

7. 1. To assist in guidance , including classification and placement of pupils.
2. To improve class-room teaching methods by giving the teacher information
regarding the individual differences of pupils.
3. To assist in educational research
4. To meet requirements of and provide basis for , reports to state and local
authorities.
5. To motivate pupils’ work.
Purpose of the School records

8. 1. General records
2. Financial records
3. Educational records
4. Equipment records
5. Correspondence records
Kinds of School Records

9. General Records
1. Calendars
2. Log books
3. Visitor’s book
4. Service registers
5. Register of loans of building
6. Staff leave registers

10. 1. Register of fee collections
2. Register of receipt & expenditure (games)
3. Bill register
4. Register of donations ( for private school only)
5. Register of scholarships
6. Practical arts section bill book
7. Practical arts section order book
Financial Records

11. 1. Pupils’ attendance register
2. Teacher attendance register
3. Class time-tables
4. Teachers’ time-tables
5. Teachers’ monthly program of work
6. Pupils’ progress records
7. Admission register
Educational Records

12. 1. Stock book of furniture and school appliances
2. Library issue book
3. Stationary issue book
4. Stock and issue of games material
5. Register of newspapers and magazines received
6. Register of stock of raw material of the practical art section
Equipment Records

13. 1. Peon book
2. Manual book
3. File of departmental orders
4. Public examination file
5. Register of casual leave granted
Correspondence Records

14. Modes of keeping Records

15. Modes of keeping Records (Contin….)

16. 1. School calendar
2. Admission Register
3. . Attendance Register
4. The Log Book
5. Teachers’ Record of Work (Diary)
6. The School Time-Table
7. Staff Record Book
8. Visitors’ Book
9. Staff Movement Book
10.Cash Book
11.Stock Book
12.Continuous Assessment Book
13.School Inventory
Kinds of School Records

17. The admission and withdrawals register shows the names of
students that are enrolled each year in various classes in a school
and the names of those who withdrew from various classes in the
school.
Admission Register

18.  Attendance register shows the daily record of student attendance in each
class in the school.
 At the end of every term, the class teacher closes the register and submits it
to the school head to crosscheck and sign.
Attendance Register

19.  : A log book is an important official record kept to track significant
happenings that take place in the school such as the death of students and
staff, dates of resumption and closing of the school term, staff and student
misbehavior, etc.
 The head teacher keeps this book safely secured and must be presented to
the Ministry of Education or School Board upon request
The Log Book

20. This is a record of work showing what area of the syllabus/curriculum in a subject a teacher has
covered.
 The record is kept by each teacher and must be produced on demand.
It is important that each teacher enters in the record all the topics taught in the subject weekly
and submit to the principal through his head of department for checking, signature and date.
This important record is very useful when a teacher is transferred and another teacher has to
take over his job.
The teacher taking over would not have problem in identifying at what point he should start his
job.
Teachers’ Record of Work (Diary)

21.  Lesson plans are records kept to guide teachers during their teaching activities.
 These are written on a weekly basis to determine what and how the teacher will teach.
 A lesson plan is developed based on the school’s scheme of work, unit plan or
curriculum.
 It is presented to the head teacher for assessment, signature, date and name before it
can be used for teaching.
Lesson Plan/Notes

22. This record shows the daily activities/routine of the school.
The time-table shows the time the school opens daily, the time for morning devotion,
recesses (short and long breaks) and closing time.
It also shows the time a subject or a class is to hold; the teacher, the class and the classroom.
The school time-table is usually displayed in the office of the principal or vice principal
(academics), head of department’s office, the staff room, on the notice board(s) and each
teacher should be conversant with it or is expected to extract the time-table as it affects his
teaching functions and other duties in the school.
The School Time-Table

23.  This record contains the list of all the staff members in a school with their
biographical data.
 It contains such information as when a teacher joins the staff of the school,
his age, qualifications, experience, date of assumption of duty, date of
resignation and transfer and the reason(s) for such.
Staff Record Book

24.  This is filled by each teacher on daily basis.
 It shows how punctual and regular a teacher is in school.
 It is always kept in the school office where every teacher will see it, write his/her name,
time he/she arrives school and append his/her signature.
 Also, at the close of the school or before the close of the school for the day, the teacher
still has to indicate the time he/she is leaving the school.
 The principal or any of his designated vice has to check the time book at the end of the
day and enter his remarks.
Teachers’ Time Book

25.  This is a book in which any teacher going out of the school during the school
hours enters his name, destination, the reason for going out and the time he is
going.
 The time he returns is also indicated when he comes back.
 This serves as a control measure to reduce unauthorized movement of
teachers during official hours of work.
Staff Movement Book

26.  This book shows the incomes and expenditures of the school.
 The book is prepared by the bursar on daily basis. School incomes that are recorded in
the cash book include grant-in-aid, school levies, agricultural sales, gifts and donations
to the school etc, while the school expenditures that are recorded in the book include
stationeries, repairs and maintenance, transportation, utilities etc.
 The record indicates the financial management and ability of the school principal and
the school as well.
Cash Book

27.  This is the record of consumable and non-consumable goods in the school.
 The consumable goods are chalk, rulers, biros, dusters, etc, which are constantly used
and mostly used off.
 The non-consumables consist of furniture and fittings, equipment, radio television sets,
etc. The record should contain the date of purchases, quantity, type of article, date of
issue and return.
 It is very useful when the principal wants to make a requisition for materials for the
following year.
Stock Book

28.  It contains a comprehensive information about each student’s performance
and progress in academics, sports, social activities, etc in the school.
 The new education policy emphasizes on the up-to-date keeping of pupil’s
continuous assessment which is used for very many purposes.
Continuous Assessment Book

29.  This is the record of major equipment and facilities in the school.
 Such facilities include, the buildings, furniture, vehicles, generating plants,
mowers, tractors, etc.
 The date, the time, the value at the construction of the building or the
purchase of the materials are recorded down.
 It helps in keeping track of the major facilities of the school. It also helps to
monitor or indicate the depreciation of the facilities and equipment.
School Inventory