Record Keeping in the School School Management

2.  Introduction
 Objectives of School Records:
 Purpose of school records
 Importance of record keeping
 Abuses of school records
 Record Keeping and Other Tips for New Teachers
 Establishing Productive Record Keeping Practices
 Attendance Register
 Examination Record
 Enrollment Record

3.  “A record is defined as a documented proof of a transaction.”
 Records Management is knowing what you have, where you have it and
how long you have to keep it
School records
 School records include books, documents, diskettes, and files
 It contain information pertaining to the growth and development of the
school

4. Record keeping is
 Receiving,
 Classifying,
 Arranging
 Preserving
 The incoming and outgoing information about the on going matters, assets,
liabilities and the personnel of an institution , systematically placed in order to
reproduce it promptly for any future reference.
 It also includes the record about the students.

5. To help the School
To locate each pupil quickly.
To have available the facts significant about each pupil.
To explain and remove undesirable conditions.
To find if all legal requirements are met.
To determine if any administrative or other changes are desirable.
To make important investigation and case studies possible.

6. To help the Class-room Teacher
To known pupils when the school year begins.
To determine what work a pupil is capable of doing.
To provide learning activities suitable to each pupil.
To formulate a basis for the intelligent guidance of pupils.
To identify and make proper provisions for mentally slow.
To make assignments to committee work and monitorial positions
To make periodic reports correctly and in time.

7. To help the Pupil:
To receive fair consideration in his classification.
To do his best in making a good record.
To make a progress in accordance with his ability.
To secure development of his natural capabilities.
To secure transfer of correct information to other schools when desired.
 To receive proper adjustment and guidance

8.  Policy makers and planners use information for monitoring the education
system
 School record keeping is critical for the management and accountability of
the education system.
 School records are used in the management and operation of schools
 School records are used to inform parents and communities about their
school
 Schools also need to systematically maintain and use school records so that
information is available to policy makers and planners for monitoring the
education system.

9. Accountability
 Record keeping is vital because of its fundamental role in the process of
efficient information production and collection.
 School records are an important means of accountability because they
provide proof
Decision Making
School records help school administrators to make decisions.
Records provide raw data that enable coherent, balanced and objective
decisions on issues such as
 Promotion,
 Student and staff discipline,
 Teaching and learning performances.

10. Employment:
 Properly kept records on the human resources serve useful employment and
planning related purposes.
Information Bank:
 Records kept in schools serve as an information bank from which school
administrators can recall information as needed.

11. Planning:
 Accurate data assists educational planners to identify areas of need that
should be addressed or accorded priority attention.
Student Academic Achievement and Behavior:
 Certificates and testimonials are issued to graduating students to show how
they performed during their studies.

12.  It tells the history of the school
 It facilitates continuity in the school administration
 It facilitates and enhances the provision of effective guidance and
counseling service
 Provides information needed on ex-students by higher and other related
institution and employers
 Facilitate the supply of information to parents or guardians for effective
monitoring

13.  Provides data needed for planning and decision making
 Provide a basis for the objective assessment of the state of teaching and
learning.
 Provide information for the school community, the general public,
employers, and researchers.
 It ensures that the school head keeps strictly to the education regulations.
 School records can be used as reference materials for both the teachers
and the administrators.

14. Sometime according to Aleiyideino, (2000) some school abuse records keeping
Non availability of records:
 They do not keep such records and cannot produce same when the need
arise.
Problem of storage:
 Some school have these records but are not properly stored according to
subject matter.
Ignorance on the part of head teachers:
 Some head teachers are not even aware of the importance of records keeping
in school or how to even keep these records.

15. Sometime according to Aleiyideino, (2000) some school abuse records keeping
Poor Supervision by Head teacher or supervisor
 Some Head teachers do not keep records because nobody request for such
records.
 If the information given is false or incomplete, it cannot give us accurate
information needed.

16. In order to keep good records following are the tips
Keep Good Records Plan,
 Plan and Plan Some More
Establish a Rapport with Parents

17. Keep Good Records Plan
 You should also keep a careful record of your lesson plans. Set up a master
calendar
 This will give your lessons more focus, and make it easier
 Keeping a binder or folder to organize your plans will save you time
 Be sure to take notes or document things you would like to adjust to make
your plan

18. Establish a Rapport with Parents
 It’s important to have the parents on your side. One easy way is to send
home a disclosure statement at the beginning year
 This statement clearly outlines class rules and explains your policy on
makeup work, attendance.
 If you are teaching elementary school students, a weekly newsletter can
really help build your relationship with parents.
 Be sure to keep physical or digital copies of that on file too.

19. Collaborate With Other Teachers
 It helps to consult with other teachers about any aspect of managing your
classroom.
 They may be willing to share lesson plans for a unit or give advice on
dealing with a difficult student.
 If you’re on a team, you may want to coordinate your assignments to help
the students get deeper into the curriculum.

20. Notebooks
 Many teachers use notebooks to store and collect student data.
Index cards on a ring:
 When you use file cards, punch a hole in the top left corner of the card and
put it on a ring
Individual student folders:
 Folders can contain multiple assessments and can be used particularly
when conferencing with parents.

21. Class Record Chart
 Sometimes you need to collect similar information for all of your students.
 A class record chart helps you organize this type of record keeping.
Clipboard
 keeping a clipboard is the most convenient way to collect assessment data
for your students.
 Teachers keep anecdotal record forms and other types of forms, along with
labels, in the clipboard.

22.  It is a record of child indicating growth and development while in school in
all aspects are recorded
 It is mirror which reflects the many-sided development of a pupil
 Keep Good Records One of the best things you can do is to keep good
records.
 If you had to report a student to the office, or if you contacted a parent
directly

23. Maintained in each class and section, showing the names of the pupils on
the roll of the class or section, during a month.
Separate attendance register sections must be used for each class/section.
Different subject and/or different levels of the same subject cannot be
taught in the same classroom

24. Student sign-in sheets
 May only be used during the first week of instruction
 Shall be prepared by the teacher and contain all of the information
Summary attendance records
 Schools which convert the initial teacher attendance records into summary
attendance records many continue to do so;
 however, such records do not replace the daily attendance records.

25. Computer attendance records
 Use of computer maintained attendance records may be permitted, but
require prior approval of Bureau of Proprietary School Supervision

26. Making Entries
 The teacher shall make the entries in hard copy attendance registers
 Standardized school symbols must be used
(e.g., P = present; A = absent; L = late; M = make-up)
 Holidays and other non-scheduled days must be clearly marked.
 The teacher must clearly mark the beginning and ending dates of leaves of
absence
 The teacher must clearly indicate the last date of attendance for students
who withdraw or are terminated.

27. Make-up work
 Make-up work must be clearly differentiated from regular attendance
 Separate make-up attendance registers shall be maintained, meeting all of
the requirements
 The make-up attendance must clearly show the date of regular attendance
that is being made up.

28. An examination record is defined as a documented proof of a formal test or
transaction.
This can refer to academic activities which fall within the normal routine
of an organization
Why there is need to have all examination records?
 Record keeping tracks students’ progress and provides evidence to support
grading decisions.
 For organizing, processing, and communicating the students
understanding of the curriculum.

29. Examination register
 After examination, the marks and progress of the pupil entered in the
register.
 The class teacher should exercise great certain entering the marks
 .The signature of the headmaster should also be obtained in this register
after every examination.
Assessment Folders
Assessment folders house a collection of assessments that monitor students'
progress..
Record assessment scores on the cover of each folder for easy access.
Use assessment folders in conferences and during a referral process

30. Checklists
 Checklists are an easy way to record scores, behavior, effort, and
participation—all of which are part of the feedback provided on report cards
or progress reports.
Progress Report
 After every examination a detailed report about the progress of a student is
sent to the parents.
 This is done either by a progress report card or in a school diary.

31. An enrollment record was a record of all individuals who enrolled in
an educational institution
It is a record of all the pupils who are admitted to a school.
 According to departmental rules, the admission register is to be preserved
permanently in the school.
it is to be free from mistakes because this register is at times required by
superior authorities in a court of law as an evidence for the date of birth of
the pupils.
 At the time of admission pupil submit their relevant records like birth
certificate, TC etc. along with their application.

32. The Enrollment register should contain the following items.
 The serial number and name of the pupil.
His father's name, caste, occupation and address.
His date of birth.
Date of admission to the school
The class to which he is admitted.
Dale of withdrawal or migration from the school.