School Record Management in Educational Leadership and Management

ALLAMA IQBAL OPEN
UNIVERSITY, ISLAMABAD
ONLINE WORKSHOP
SCHOOL RECORDS MANAGMENT
in
EDUCATIONAL LEADERSHIP
AND MANAGEMENT
CC 8605 -
Presented by:
Ch. M. Ashraf
m.ashraf0919@gmail.com
https://www.slideshare.net/RizwanDuhdra
Telegram: https://t.me/duhdra

Capsule Statement
❑ School record includes books/registers, document,
discs, CDs, files etc. that contain information
pertaining to the development and smooth
functioning of the school. This topic encompasses
the role of school record to effective educational
management, the importance of keeping record in
schools, types of school records and
characteristics of good record management in
schools.
1/13/2021
By: Ch. M Ashraf https://www.slideshare.net/RizwanDuhdra

Topic outlines
❑ Introduction
❑ Importance of record Maintenance
❑ Types of school records
❑ Characteristics of good record management
❑ Safely managing and preserving school records
❑ Conclusion
1/13/2021

1-Introduction
❑ Educational problems arise with increasing
strength of students in schools on daily basis.
Keeping the available resources in view, adequate
record keeping of human and material resources is
needed to respond the issue of ever increasing
enrollment.
❑ The complexity in school administration, its
constraints, contingencies and other difficulties also
make record keeping a necessity.
❑ The management of record is a vital responsibility
of the school head.
1/13/2021

1-Introduction
❑ The purpose of school record maintenance is to
ensure that accurate and proper records are kept
regarding students’ achievement and growth, school
activities and matters that will promote school
efficiency and effectiveness (Akanbi 1999). The
school records include personal details of pupils
along with their academic performance,
assessments and exam results, school policies,
minutes of school based meetings, informations
received from provincial government and other
public bodies.
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2-Importance of record maintenance
The importance of good record keeping
transcends into short and long terms benefits and
affects the overall achievement of educational
objectives (Ololube, 2013).
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2-Importance of record maintenance
• Accountability
• Decision Making
• Employment/ Staffing / Human Resource Needs
• Guidance Counselors
• Information Bank
• Information for Parents
• Students Academic Achievement and Behaviour
• Planning
• Subject Time Table / Teacher wise Time Table
• Supervisors / Inspectors
Some other reasons for record management in schools
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3- Types of school records
School records can be classified into two categories-
statutory and non-statutory record. Statutory
records are the records prescribed by education
edicts and laws of state but non-statutory, while not
prescribed by law, are equally important for the
smooth functioning of a school.
❑ A number of examples of the school records are
given in following slides.
1/13/2021

1. Admission and Withdrawal Register
2. Examination / Results Register
3. Teachers’ Attendance Register
4. Lesson Plan File/ Booklet
5. Class Timetable
1/13/2021

6. Students’ Progress Report
Name: ……………. Father’s Name: ……………. Class: ……. Term:
……….
Overall Performance: Satisfactory
Behaviour: Good
Subject Total
Marks
Marks
Obtained
Remarks
Math 100 50 Avg. (Not
improved)
English 100 80 V. Good
(Improved)
X X X X
Y Y Y Y
1/13/2021

7. Individual Cumulative Record Register
Name: ..……… Father’s Name: ..……… Contact No.: ..………
Class: ..……… Admission Date: ..……… Age: ..………
Family Back Ground: ..………………………………… Co-curricular
Activities: ……..
Health condition: ..……… Disease: ..……… Last Medical Check
up: …..…
Academic Achievement
English: ..……… Urdu: ..……… Math: ..……… Science: ..………
Social Studies: ..………
Reading: ..………Writing: ..……… Speaking: ..………
Overall Performance: ..………. .……… Behaviour: ..………
1/13/2021

8. Students Attendance Register
9. Student’s Registration / Enrollment Record
10. Joining and Relieving of Teachers/ Employees
11. Counter Files of Transfer and Leaving
Certificates
12. Syllabus (term wise)
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13. Students Bio data (for communication to the
parents)
Sr./
No.
Admissio
n No
Name Father’
s Name
Clas
s
Home Address Contact
No.
1/13/2021

14. Students’ Health Record
S/N
o
Name Father’s
Name
Disease Medical
Check
up Date
Consulta
nt
Present
Conditi
on
Remar
ks
1/13/2021

15. Teachers Workbooks / Daily Planner
16. National Policy on Education
17. Logbook
18. Education Edicts and Laws
19. School Cash Book
1/13/2021

20. Disciplinary Record / Punishment Register
Name
Father’s
name
Class
Offence
Fine/Punishm
ent Imposed
Remarks
1/13/2021

21. Scheme of Studies
22. Employees Movement Register
23. Pay-roll of Teaching and Non-teaching Staff
24. Proceedings of FTF Committee Meeting
25. Bank Statement of FTF Account
1/13/2021

26. Yearly Academic Calendar
1st Term 2016
1st April – 31st May Teaching Work
1st may – 7th May Monthly Test
2nd term 2016
15th Aug. – 14 Sep. Teaching Work
15th Sep – 22nd Sep. Monthly test
23rd Sep – 21st Oct Teaching Work
22nd Oct. – 31st Oct. Monthly test
3rd Term 2016
1st Nov. – 15th Dec. Teaching work
5th Dec. – 15th Dec. Monthly Test
Revision 2016-17
16th Dec.-28th Feb Weakly Test
1st Mar.- 10 Mar Annual Exam
31st March Result
Declaration
1/13/2021

27. Farog-e-Taleem Fund Register
28. School Stock Register
29. Library Stock Register
30. Library Issue Resister
31. Lab Register
1/13/2021

32. Visitors’ Book / Register
Sr
/N
o
Name CNIC Contact
No
Purpos
e of
Visit
Time of
arrival
Depart
ure
Remar
ks
1/13/2021

33. Record of Minutes of Governing Bodies’
Meetings
34. Curriculum
35. Order Book / Circular File
36. School Building Map (Showing covered and un-
covered areas)
37. Daily News Paper Record
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38. Receipt and Dispatch Register
39. Service Books of Non-gazetted Staff Members
40. Leave Record of Teaching and Non-teaching
Staff
41. Telephone Register
1/13/2021

42. Donation Register
S/
No
Name Address, Contact
#
Nature of
Donation
Purpose
of
donation
Remarks
1/13/2021

43. PTM Record Register
S/
No
Name
(Father/Moth
er)
Contact
No.
Student
Name
Class Remarks by
Parents
Parents
Signatu
re
1/13/2021

44. Tree Register
S/
No
Name of Tree No. of
Tree
Allotted
No
Conditio
n
Remarks
1/13/2021

4- Characteristics of Good Record
Management
❑ The processing, retrieval and utilization of
records is not always an easy task.
❑ According to Ibara (2010) the following are
characteristics or attributes of good record
management (although modification can be
made)
1. Completeness
2. Cost(should not be too expensive)
3. Flexibility
4. Quality (accurate/ reliable)
5. Relevance
6. Retention and Disposition of
Records
7. Timeliness
8. Variability
9. Maintenance
10.Responsible Custodian of Records
1/13/2021

5- Safely Managing and Preserving School
Records
❑ School record management involves the storage,
retrieval and use of information.
❑ Different methods and systems can be used to
bring about efficient records management. Some
of the ways records can be safely managed and
preserved according to are:
1. Classification
2. File storage
3. File maintenance
4. Check out
5. Natural factors
6. Secrecy
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6- Conclusion
❑ With a view to provide an optimal teaching and
learning environment, school records are also kept of
teachers and other staff members, materials are
acquired pupils admitted, examined, attendance and
enrollment, staff and student transfers, and so forth.
❑ It is also concluded that poor record management
results in difficulties in administrating, planning
and monitoring of educational systems globally
leading to a number of management and policy
implementation problems in schools.
1/13/2021

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