School records are important to organize information about students, teachers, finances, and operations. The head teacher is responsible for maintaining various registers including admission, attendance, assessment results, leave, assets, finances, and correspondence. Teachers must also maintain attendance registers and lesson plans. Records should be accurately kept and stored securely at the school to document students' academic performance and support smooth school administration.

1. School Record
By:
Tahir Mahmood
Master Trainer of AFAQ
Resource Person of AIOU (Education)
International Educational writer of blogpost
Quotes Writer of Googol
Motivational Speaker (Human Apple)
Professional Educational Training Organization (AJK
Head)
Child Rights (Social Worker)

2. School Record
Objective and Importance
Smooth performance
Better correspondence
Rapid and transparent audit
Time saving
School history
Staff and student record
Facilities for students, parents and staff members
Computerized record

3. Purpose of School
The purpose of school registers
and records is to better organize
record keeping and ensure there is
an efficient system for keeping and
passing on information.

4. Responsibility
The Head Teacher has the overall
responsibility to keep, check and sign all
the registers required. The Head
Teacher has overall responsibility for the
control of all school equipment and
stocks of textbooks and stationery.
Teachers are responsible for maintaining
the Attendance Registers for their
classes. Each teacher is responsible for
returning all textbooks and unused

5. Policy
All Registers, Account Books, School
Log Book/Diary and the Stock Book
remain the property of the school and
are not to be removed from the school.
Student. files are to be kept at the school
they are attending and sent on to their
new school . when they transfer.

6. • Registers and Books to be maintained
The following registers and books are
required to be maintained under Article 42
of the Punjab (AJK) Education Code, and
Dastoor-ul-Amal as well as other
prevailing rules and instructions of the
School Education Department issued from
time to time.

7. (A) Related to o/o Head of Institution
• AJK Education Code.
The book should be available in school library.
• Order Book.
For necessary orders, instructions, important information etc.

8. Log Book for Official Vehicle.
Use for Govt. Vehicles- Car, Jeep, Tractor, Bus,
motorcycle etc, showing purpose of use and utilization
of petrol/diesel/CNG- meter reading.
• Visitor’s Book:
For writing of opinion, comments, remarks by
officers other than inspection officers of School
Education Department, political personalities,
other dignitaries, officers from other departments

9. • Movement Register:
For writing of movement of Head Teachers and
Staff Members if they leave the school during
duty hours.
• Teachers Attendance Register:
The attendance shall be recorded regularly and
punctually. Arrival and Departure – time with
signatures/ initial but not in capital words.
• Casual Leave Account Register:
Record of casual leaves taken by staff
members.

10. • Conduct and Punishment Register:
(Article 43)
Remarks need only be entered in this
register when a student is commended for
special merit / special report / reward etc.
or
punished for misbehavior / breach of
discipline (Article 13 &14 Punjab Education Code.

11. • Property Register / Permanent Stock
Register/Assets Register
For permanent stock, i.e. furniture,
admirals ceiling fans etc. annual physical
verification (DPI(SE) Punjab No. 49171/G-
1 dated 20-04-1994) Ist week of July of
every year, auction of breakage material
with the approval of competent authority.
Documentation regarding land of school
from Revenue department
• .

12. Teachers / Employees Personal Files.
Containing complete service record. Service Books
of the Officials remain in custody of DDO or
Controlling Officers. Record of PERs/ACRs should
be maintained.
Correspondence Registers:
a) Receipt Register/ Diary Register
b) Dispatch Register
both registers should be maintained accurately
and properly day to day– checking by the officers.
c) Peon Book – Delivery of Dak.

13. • Supervisory Diary of Head Teacher:
Inspection of classes / checking of teacher’s
diaries / checking of various affairs / personal
notes etc.

14. •
Daily Attendance Register ( Roz namchah)
Enrolment of students- present, absent etc.
Scholarship Register:
Scholarships on the basis of 5th , 8thand 10th
class examination, complete particulars.

15. • (B) Register related to Finance:
• Cash Book
cheques / amounts received from Govt.
treasury.
income / Receipts
Payments.
1stpage
2ndpage
Acquaintance Roll:
Receipt of amount by staff members – fixing of
revenue stamps- signature or thumb impression.

16. • Contingent Grants Register:
Letter No, and date, amounts sanctioned,
expenditure along with relevant file of
documents / receipts.
• Contingent Stock Register:
Stationery and other consumable articles
• Pay Rolls / Pay Bills:
Computerized / Manual Bills

17. G.P. Fund Register:
 Record of G.P Fund deductions of
staff members.
 F.T.F Register and School Council
proceeding / Meeting Register and
Related Record / Pasting file.
• (C) Students Record
• Admission and Withdrawal Register.
 Name of the students, Father’s name
and date of birth should be entered
accurately and properly
 Admission forms pasting
files. School Leaving

18. • Students Attendance Register.
– Daily attendance both times, no column of
attendance register should be left blank,
entries of funds etc.
• Examination Register--- result of
students --- progress report
• (D) Teacher’s Record
• Teacher’s Diary
Lesson plan, particular of students, personally notes etc.

19. Library Register/ Digital Library:
Record of books available in library, Maps,
Drawing, Photographs , Microfilms, Sound
recordings, Electronic devices, Cds, Educational
films etc.
• Library issue Register:
Books issued to the students and teachers

20. • Stock Registers (Consumable Articles)
Science Laboratory, Sports, Miscellaneous.
• (E) General Registers.
•
•
• Tree Register--- auction of trees ---- in consonance of Forest
Department through School Council--- Amount be deposited in
Provincial Consolidated Fund.
(Guide lines for cutting of trees in schools---
Letter no. SO(SE-1) 8-4/2006 dated 8-2-2007)
• Bazam-i-Adab & other Societies / Clubs
Boy Scouting, Girls Guiding, Dramatic Society, Environment Club,
Parents Teachers Association etc.

21. •Time Table
Teacher’s time table
Class time table
Leave arrangement– temporary
time table

22. • Record of Universal Primary
Education(UPE) Record of School
going age Children, Record of Kids.
• Universal Secondary Education (USE)
• Record of Distribution of Free Books.

23. Admission Register
Each Head Teacher shall keep an
Admission book to record the names
and ages of all students entering the
school for the first time.

24. Student Files:
There should be a file kept on each
student, containing basic information
such as family details, birth certificate,
copies of academic performance
reports, health reports, and student
transfer card.

25. Attendance Register:
Each teacher shall keep a daily
Register of attendance of all pupils
in their class. It shall be kept in the
classroom and made available for
the Head Teacher and authorized
visitors to check.

26. Teachers' Files/ Service Book
These should contain
personal details, reports,
level of education etc, not
confidential information.

27. Staff Register:
The Head Teacher shall keep in
his/her office a Register of teachers'
attendance. Each teacher is to sign
the Register when they start and
finish work each day.

28. School Log Diary
The Head Teacher shall keep in his/her
office a School Log I Diary book to record
important happenings every week.

29. School Accounts Book
Refer to the section on monitoring school
accounts, in the procedure "Planning and
Budgeting for Schools".

30. Accident Book
To keep a careful record of
any accidents which happen
to either children or members
of staff while they are on the
school premises.

31. School plant
School plant refers to everything
within the school premises which
includes the site, buildings, equipment
and all essential structures, permanent
and non-permanent as well as machines
and laboratory equipment and others