School Records AND Registers PDF

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School Records and Registers...

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SCHOOL REGISTERS AND RECORDS REQUISITES OF SCHOOL REGISTERS 1. If school records are to be of real value, they should be completed in all respects and details. They should be maintained in a manner that minimum clerical work is involved. Too much of officialdom is undesirable 2. Records should be genuine, valid, reliable and accurate. Accuracy can be ensured by promptness of entries and their regular and systematic checking 3. Records should be simple, flexible and up -to-date. They should be easily understood by those for whom they are meant 4. Separate files should be maintained for each separate record or report.In this way these will be easily accessible to those who wish to consult them. 5. Records should kept in the school office under proper lock and key and nobody should be allowed to remove them from the school.Even the inspectors and school officials should not be allowed to take files of these recordswith them after their visit is over.Whatever files and records are to be inspected or consulted,they should be inspected in the school,during the course of the visit. HOW TO MAINTAIN SCHOOL RECORDS 1. A stock list of all records and registers be prepared and maintained in each school 2. On the outer cover of each register or file,containing the records,the name of the school,the serial number,number of register or records,the name of the register or file,the number of the volume,the number of pages of the volume and the dates of opening and closing the volume should be clearly mentioned. 3. Whenever a new register or file is opened,its page should be numbered consequently either in red ink or with a numbering machine. 4. All the files and registers should be kept quite neat and tidy.There should be as few cuttings and over-writings as possible.Wherever correctness are to be made a line should be drawn through the wrong figure or entry.Under no circumstances it is to be scratched.Each correction should be initialled by the head of the office or instituition. 5. A new volume of a register or file should not be opened every year if the older one still containssome blank pages.No blank space should be left.All entries should be made in ink and all registersand files should be checked periodically.

KINDS OF SCHOOL RECORDS,REGISTERS AND REPORTS A.GENERAL 1. The school calender 2. Log book 3. Visitor’s book 4. Service book of teachers and other employees 5. Staff duty register 6. Staff address register 7. Teacher’s personal files 8. General order book B.FINANCIAL 1. Salary register of Accquittance roll 2. Contingency register 3. Cash book 4. Fee collection register 5. Bills register 6. Government grants file 7. Contingent orders book 8. Register of receipts and dis bursement of scholarships 9. Donations register 10. Ledger showing receipts and expenditure 11. Students fund register C.EQUIPMENT 1. Stock book of furniture and appliances 2. Furniture issue register 3. Stationery stock register 4. Stationery issue register 5. Sport register 6. Library accession register 7. Library issue register 8. Journals and newspaper register

9. Library catalogue 10. Crafts stock register D.CORRESPONDENCE 1. Receipt and dispatch register 2. Departmental orders,circular file 3. University circular file 4. Leave register 5. Memo book E.EDUCATIONAL a)Dealing with curriculum and daily work: 1. Class time-table 2. Teachers time-table 3. General time-table 4. Monthly and term -wise program of work 5. Teacher’s diaries 6. Home work register 7. Teachers free periods time-table 8. Activities allotment register b)Dealing with admission and attendance 1.Admission register 2.Pupils attendance register 3.Teacher’s attendance register 4.Withdrawal and transfer certificate register c)Dealing with examinations 1.Monthly progress register 2.Annual examination result register 3.University and departmental examination result register 4.Cumulative record register d)Dealing with supervision and inspection 1.Headmasters supervision register 2.Punishment register

3.Private tuition register 4.Honours-roll register 5.Headmaster’s order book 6. Headmaster’s instruction book 7.Pupil’s health and physical record 8.Guidance record 9.Hobbies record SOME IMPORTANT SCHOOL RECORDS AND REGISTERS 1.The School Calendar-It contains complete information about the probable dates of the various events and activities to be done in a school during the coming year of the session. It contains information about the general ,local and gazette holidays, dates of monthly, quarterly and annual tests, dates of meetings of the school and faculty committees, dates of important school functions like the annual prize distribution day ,annual sports day, the parents day, the annual variety show, the school foundation day, the U.N.O day, Human Rights Day, Independence day, Republic day etc. Dates of school and district tournaments, local and other excursions, submission of various reports to the Department and the university dates of sending admission for different examinations and other yearly routine are also mentioned therein. School Calenda r is thus very helpful in giving regularity and exactness to the working of the school in general and to the adjustment of proper time of various school functions and activities in particular. 2.Log Book-It is a register meant exclusively for the remarks of the inspector or some other officer of the Education Department, paying an official visit to the school .It is designed for this purpose especially. The first portion of the log book is meant for recording the facts and figures, relating to the school at the time of inspection or visit while the second portion contains the remarks and observations made by the inspecting officer with regard to the progress and achievement or deterioration shown by the school in various fields, both academic and non-academic. It must not be however confined to the Inspector’s remarks only. It should be a record of all the important events as they occur during the year .It should furnish material for the history of the school year after year. Along with important happenings

and events in the institution, it should also mention the introduction of new text-books or apparatus, visits of inspecting and other officials, change in school routine and the like. All entries in the Log book should only be made by the Headmaster .It should contain only facts and figures and not expression of opinion of those facts. 3.Admission register-It is a record of all the pupils who are admitted to a school. It contains the serial number and name of the pupil-His/her father’s name, occupation and address, his date of birth, date of admission to school and the class to which the pupil is admitted. It also contains a separate column for entering the date of the pupil’s withdrawal or migration from the school. Since the admission register is to be preserved permanently in the school, it is essential that it should be got specially bound and kept in safe custody. In schools where the number of pupils is not very large, only one register is kept for the whole of the school. In big schools, however the admission registers may be kept department-wise Eg-primary , middle and high or higher secondary 4.PUPIL’S ATTENDANCE REGISTER-Each class or section has its own attendance register showing the names of the pupils during a particular month. In this register, attendance of each pupil is marked both in the beginning of the school day and its ending for all the working days of the school. All entries are made in ink and no marks are left in between. Pupils are marked as’ leave’ or ‘sick’ only when their leave applications are sanctioned by the Headmaster ,otherwise they are marked as ‘absent’ if they do not attend the school on a particular day without getting proper permission to do so. The name of the pupil who remains absent without leave for two consecutive days, attendance is striked off from the rolls. Holidays are indicated in red ink. In this register the fees, funds and fines received from each pupil are also shown against the names of the pupils concerned. On the last working day, of each month, a summary of average daily attendance and other necessary information is to be submitted to the department that is prepared by the teacher in charge, and is got checked by another teacher deputed for this duty. After this ,it is countersigned by the Headmaster. 5.TEACHER’S ATTENDANCE REGISTER-Like the pupil’s attendance register, the teacher’s attendance register is also maintained in every school. It shows the time of all teachers, leave taken by them during the month, holidays and other off-days etc. This register is generally placed outside the Headmaster’s room and as soon as the school bell rings, it is

removed and placed before the Headmaster for checking up cases of late arrival ,If any. 6.SERVICE BOOKS-The service book of all the employees are kept in the custody of the Headmaster in case of High and higher secondary schools and with the Block or District Education Officer in case of primary and middle schools run by the government. The service records contain introduction about the employee’s date of appointment and transfers ,his date of birth,qualifications,identification marks, permanent home address, study of extraordinary leave taken with or without pay, new grades got, efficiency bar crossed over, increments received, suspension, degradation or reinstatement if any etc. Entries in service books should always tally with entries in other records elsewhere. Service in other institutions and departments should be got daily verified and entered in these books by the competent authority. 7.CUMULATIVE RECORD CARDS-It is a card maintained for every pupil indicating the work done by him in the school from day to day, month to month , term to term and year to year. It contains the results of different assessments and judgements held from time to time during the course of the study of a student. It contains information regarding all aspects of life of the child-physical, mental, moral and social. It seeks to give as comprehensive a picture as possible of all the all-around development of personality of the child. Entries in the cumulative cards should be faithfully recorded. 8.CASH BOOK AND LEDGER-It is a record of all money transactions carried through from day to day in the school .All amounts received by the school from fees,fines,funds,donations,scholarships,stipends,grant-in aid or from the Government treasury are entered on the credit side while all the payments like the teachers salaries, scholarships, stipends, contingent expenditure etc. are entered on the debit side. Balance is brought forward on each new day and shown neatly in red ink. The day’s business is closed with the Headmaster’s signature to avoid any discrepancies Ledger is necessary complement of the cash book. All entries made in the cash book are carried to the ledger in their respective accounts item -wise. Such a procedure facilitates checking at a glance how much amount has been spent on a particular item. It also facilitates the preparation of budget as well as monthly and annual accounts,statistics and returns. 9.STOCK REGISTER-It is a register for keeping a record of all the movable property in the

school.Whenever any equipment or furniture of a more or less permanent nature is brought and placed in the school, it is duly entered in the stock register. Such an entry contains the name of the article, Its quantity, Its price, date of purchase, names of the firm which supplied it and the authority, ordering its purchase. A physical checking of the entire property in the school must be done every year towards the close of the school -term,by some senior member of the school staff .Such a practice is very useful .It shows which articles are missing and which need immediate repairs. Checking work can be simplified if room -wise property lists in duplicate all prepared previously. A copy of this list may be hung up on the wall of each room and the teacher -in -charge of the room should be made responsible for the safe custody. Broken and unserviceable articles should be stricken off under Headmaster’s signature.

10.ANECDOTAL RECORDS Their purpose is to provide information regarding a student’s development over a period of time. They provide ongoing records about individual instructional needs, capture observation of significant behaviours that might otherwise be lost providing ongoing documentation of learning that may be shared with students, parents and teachers. Anecdotal records must contain a factual description of what happened , when and under what circumstance the behaviour occurred. The interpretations and recommended action should be noted separately from the description. Each anecdotal record should contain a record of a single incident . The teacher is able to understand the pupil in a realistic manner. It provides an opportunity for healthy pupil-teacher relation. It helps the students to improve their behaviour as it is a direct feedback of an entire observed incident. The student can analyze his /her behaviour better. It can be used by the students for self-appraisal and peer assessment. 11.Special records maintained in basic schools-The craft created system of basic education tends to satisfy the basic needs of children. It places a lot of emphasis on craft work which is the core of all educational process. These craft records are of three types-for recording actual process of the craft work, recording products their quality and quantity and for evaluating the skill achieved by the pupils...