We should understand that record keeping is one of the most important management tools in school system.
These records keeping will help the management to take the key decisions like “controlling Overhead costs”, “Student & Teacher progress”,”School progress”, etc…..
Some of the important reason of record keeping in schools are for Accountability, Decision Making, acts as Guidance Counsellor, acts as an Information bank, helps in planning of day-to-day school functions, helps in analysing the Student Academic Achievement and their Behaviour, introducing the new learning techniques and technologies to school.
School Records :
Some of the below records will help the management in planning, controlling, implementing and monitoring of policies, as well as teachers and students activities.
1. Admission and withdrawals register:
It is a record of all the pupils who are admitted to a school and the names of those who withdrew from various classes in the school.
According to departmental rules, the admission register is to be preserved permanently in the school.
Therefore, it is essential that it should be got specially bound and kept in safe custody.
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.
All these papers are to be carefully preserved and entered in the admission register.
2. Attendance register:
This is another important register which is to be maintained in each class and section, showing the names of the pupils on the roll of the class or section, during a month.
The attendance should be marked in the beginning of the school hour and blanks should not be left. Students who remain absent from the school without leave for fifteen consecutive attendance is struck off from the rolls.
Its main function as its name suggests is to show the presence and absence of every student enrolled in the class.
Besides this it also provides us with many other details like Students’ address, admission number details for quick reference, different categories of children present in a class and their back ground and thus guides us in planning a lesson in accordance with the differences.
At the end of every term, class teacher should close the register and submit it to the school head for crosscheck and countersign.
3. Class timetable:
Class timetables are a record of how, when and where classes are held. These keep students organised and informed about upcoming classes and help students to manage their time and schedule.
4. The School calendar:
The school calendar is a mirror where the probable dates of various events and activities to be done during the coming session are reflected. It is prepared at the beginning of each academic session. It would contain the following information.
(i) Information about the general, local and gazette holidays.
(ii) Dates for the submission of monthly, quarterly, holidays and annual reports and returns.
(iii) Dates of monthly, quarterly and annual examinations.
(iv) Dates of the meetings of the school and faculty committees, Teachers’ Associations, different societies, school excursions and educational tours, school tournaments etc.
(v) Dates of important school functions like the annual prize day, the parents day.
The school calendar provides important information about various activities to be carried out throughout the academic session.
5. Health records:
This records the names of students who were ill and sent to school sick bays or the hospital for treatment.
6. Cumulative Record Cards:
It is a document in which the relevant information about particular students at one educational institution is recorded cumulatively.
This gives a complete and growing picture of the individual student, which helps him during his long stay at the school and at the time of leaving it, in the solution of his manifold problems of educational, vocational; personal and social.
It follows the pupil from class to class and from school. It provides an opportunity to have a comprehensive picture of the all-round development of the personality of the child. It is a very important record which should be maintain in every school.
7. Lesson plan:
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.
8. Log book:
It would contain a complete record of the important events that occur during the session. It should also contain the history of the school of a particular year.
Information like the introduction of new text books or apparatus, visits of the inspecting officers, changes in the school routine, absence or illness of any of the official staff etc., should be written in the Log Book.
The Log Book is specifically designed for the purpose of containing remarks of the school inspector or other important officers of the education department, who pay an official visit to the school.
But it should not be confined to the remarks of the inspecting officers only.
The Head of the school is the only authority to make entries in this book.
9. Teacher’s Attendance Register:
To record the daily attendance of the teachers, schools maintain the teacher’s attendance register.
This shows the time of arrival and departure of the teachers on each day. The teachers are to sign regularly while entering the school and leaving the school everyday.
Time of arrival of the late comers should be indicated. Leave taken by the teachers during the month holidays etc., are to be written on it.
It should be kept outside the room of the Headmaster / Headmistress.
When the first period starts, it should go to the Principal for verification.
10. Disciplinary records:
Disciplinary records are kept to protect students from arbitrary punishment from teachers and to exonerate teachers from unwarranted criticisms by parents or students.
In most cases, the head teacher approve of any disciplinary action before it is administered to a student or students.
Records concerning the disciplinary action and its approval are documented for future reference.
11. School cash book:
Cash Book is a record of all money transactions occurring from day-to-day in the school.
Money received by the school from different sources like fees, fines, donations, stipends, scholarships, grant-in-aid are entered on the credit side.
On the debit side the payments like the salaries of the teachers, stipends, scholarships, contingent expenditure incurred, deposits made in the Treasury, bank and post office are shown.
Balance is shown in red ink. It should be regularly written and the day’s business should be closed with the signature of Head of the school. It should be an up-to-date record.
12. School stock Register:
This register keeps information of all the movable property of the school.
While purchasing equipment or furniture, it must be duly entered in this property register.
The head of the institution should check this register physically at least once in a year. Verification report should be recorded in the stock register.
It can show which articles are missing and which need immediate repairs.
The register should contain the following information :
(i) Name of the article.
(ii) Quantity of the articles.
(iii) Date of purchase.
(iv) Name of the firm which supplied the articles.
(v) The authority ordering purchase
(vi) Signature of the authority.
13. Examination registers:
After examination, the marks and progress of the pupil entered in a register. The class teacher should exercise great care in entering the marks.
The signature of the headmaster should also be obtained in this register after every examination.
Correspondence registers, all relevant letters received from parents as well as replies sent to these should be recorded. Orders, circulars and notices are also be safely kept in files.
Purchase records:When articles are bought receipts, vouchers, cash memo etc. should be obtained and keep in the office for future reference.
These have to be produced at the time of audit.
14. Progress report:
After every examination a detailed report about the progress of a student is sent to the parents.
This is done by a progress report card.
15. Reports to the Parents:
To get cooperation from the parents reports containing various information about the child should be sent to the parents periodically.
It should contain information like the academic progress of the child, his health condition, participation in curricular and co-curricular activities and other important information.
As a result, the parents can know the physical, intellectual, social, moral and emotional growth of their children.
Parents are also requested to guide their children according to the information given in the report.
16. Scheme of work:
A scheme of work is a guideline that defines the structure and content of a subject.
It shows how resources such as books and equipment are to be used and how class time, class activities and class assessments are to be carried out to ensure that the learning aims and objectives of the subject are met.
A scheme of work can be shared with students so that they have an overview of their subjects.
17. Service Book:
The service book contains the service history of the employees.
Information like the employee’s date of appointment, his date of birth, educational qualifications, identification marks, permanent home address, transfer, leave accounts, date of increments, reversion if any of reinstatement etc., are carefully written in this book.
The original service book is kept in the custody of the head of the school.
The authorities should duly verify the service book and make necessary entries.
The first page of the service book contains the following information :
3. Date of birth by Christian era as nearly as can be ascertained.
4. Educational qualification.
5. Exact height by measurement.
6. Personal mark for identification.
7. Father’s name and residence.
8. Left hand thumb and finger impression.
9. Signature of the teacher.
10. Date of entry into service.
11. Signature of Head of the school.
From the next page the name of the post, temporary or permanent, monthly pay, date of increment, details of leave account etc., are written neatly.
The entries of the first page should be renewed or re-attested at least every five years except in the case of finger prints.