Professional Documents
Culture Documents
Group no 1
Presented to: Miss Uzma Presented by: Hira Kanwal Iqra Akram Mamoona Masood Maryam Anees
30 32 42 44
On regular basis, information on school personnel (pupils, teachers and non-teachers), facilities, funds and school activities, are collected and preserved. This collection becomes school records. School records are therefore information or data which are collected on various aspects of a school and preserved for future use. The information or data which are written manually or electronically are preserved in books, files, diskettes and other electronic materials. Mbiti (1974), summaries this concept when he states that school records include all books and files containing information on what goes on in school, who is in the school and the type of properties owned
School records serve as a bank in which information is deposited and kept with the hope of retrieving and utilizing in the future. Proper keeping of school records could enhance planning process, serve as historical record, provide knowledge on student s academic performance and facilitate schools financial administration. It will also provide a basis for advisory and counseling services. School records provide raw data which can be used by officials of education ministries for planning purpose. Data collected from school records on pupils enrolment and school facilities can be analyzed in order to determine the number of teachers and other resources that would be needed by the school. Within the school, records would enhance planning for placement of students into higher classes.
School records can enhance managerial duty performances in the following area: Planning for resource acquisition and utilization (I) Student and staff personnel services (II) Financial management (III) Improvement of instructional programme (IV) Maintenance of effective interpersonal relationship with the community and external agencies.
School record:
The record maintenance is the prime duty of head master/head mistress in school. He can get help of his clerk, teachers and students in this regards. Every school runs by public or private management has its own record. According to Article No.42 Punjab Education Code, the following books and registers shall be maintained in every institution.
The cash register Acquittance roll Contingent Register Stock Register Admission and Withdrawal Register 6. Property Register 7. Visitor s Book 8. Correspondence Register 9. Examination Register 10. Teacher Attendance Register 11. Accession Register 12. Conduct and punishment book 13. Causal leave Account Register 14. Log Book 15. School Students biodata forms 16. The Punjab Education Code 1. 2. 3. 4. 5.
Attendance Register
An attendance register is a book in which the presence or absence of students in a school is recorded on a daily basis. It is a statutory record that must be kept by every school. This record is kept on individual class basis. The class teacher is the custodian of this record.
The school cash Register In local language it is called cash book. All government income and expenditure of institution is registered in it, all bills passed by Account Office and Drawn from the treasury, are written in the cash book. It is a record of financial transactions in schools. It gives information about income and expenditures. It promotes accountability and prevents corrupt and sharp practices. Contingent register This register is specified for contingency grants which are received from government in which expenses of news paper, books, ice light, water, gas, buying of stationary and purchase or repair of machines are registered in it. The head and sub head of every grant is appointed from the government. A register of contingent expenditure shall be kept in each office and the initials of the Head of the Office, or of a gazetted officer to whom this duty has been delegated by the Head of the Office, shall be entered against the date of payment of each item.
Stock register
Record of the particulars related to the issuance of stock certificates to stockholders. Included are the shares issued, par value, name and address of owner, date of issuance, shares returned, cancelled shares, and other pertinent information. Proper record of such stocks purchased and disposed is essential for effective control of such articles. For this purpose stock registers are maintained in which all the purchases and disposal of articles are entered. The stocks purchased may be of the following two types. Permanent Articles Consumable Articles
Examination register
It contains entry of all the exams, the name of students, father name of students and Roll no and the marks obtained by the students. It keeps data on student s academic performance in termly basis. It assists in monitoring student s academic progress.
Accession register
The accession register is an official administrative document. All objects in the collection should be listed in it in chronological order of accession number. It proves that the object belongs to the school. It serves as the basis for setting up the school s entire documentation system. It is the school s memory. It should be bound in hardback format and its pages should be numbered.
Student biodata form All bio-data of student is available in this register, the name, father s name, roll number, qualification, total marks obtained in the previous class is also entered in it. Causal leave Register Teacher and servants can take 25 holidays in a year. It contains the record of whole holidays. Acquaintance roll The pay of teachers and allowance is entered in cash book then the name of every teacher and servant in it. Correspondence Register The incoming and out coming post of institution is registered in it. In large institution separate registers are used for diary and dispatch. Teacher Attendance Register The daily Attendance of teachers is noted in it. Property Register The property of the institution is registered in this register. It contains all information of property and the building.
The following guidelines are adopted for the maintenance of the school. Name Write the name of school and register on the cover page. Opening certificate Give a certificate on the first page of the register bearing the number of pages, date of opening. Paging M proper paging before opening a new register pages should be numbered. Maintenance Write care fully, avoid mistakes, use beast ink, keep clean and in better position, do not leave blank space in a register. Closing Certificate When a register is finished then give closing certificate at the last page with date, month and year of closing. Quality Purchase a register of good quality regarding paper, printing and binding. Correction and Rewriting Avoid rewriting in any register especially in Cash Book. If it is necessary to correct any entry then draw a line on the wrong entry keeping in view that the first entry and correction may be clear and read easily and head teacher (DDO) authorized each correction and at each correction his signatures are must.
1) Totals of Cash Book All the totals of Cash Book must tally with the receipt and disposal side; do not leave any Colum blank. 1) Cancellation of a page Due to certain reasons if it is necessary to cancel a page the Head draw two lines as // and write cancelled and sign it. 1) Authenticity Record writing, record keeping is serious responsibility of Head Master / head Mistress, it must be true and authenticated by other means like date and supporting files. 1) Requirement of good Record / Filling System Use modern equipment i.e. computers, classify accurately, and give training to the staff to handle it. Make Record Room. Make filing/registers manual and at the last good supervision by head of institution. From an analysis of records maintained in representative high schools in the different parts of the country, it was found that they were designed to serve the purpose.
Thank you!