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School and Classroom Management

Group no 1

Presented to: Miss Uzma Presented by: Hira Kanwal Iqra Akram Mamoona Masood Maryam Anees

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Concept of School record:


School records are books, documents, diskettes and files in which are embodied information on what goes on in school (e.g. social, academic and non academic activities, important events etc), the school plant as well as other relevant information focusing on the growth and development of the school (Olagboye, 2004).

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.

Using school record as a management strategy:


One purpose a school record can serve is to assist in effective management of the school. Managers are required to keep records not only because it is a statutory duty but because of its value in improving management practices.

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.

Objectives of School record:


These are: To assist in guidance, including classification and placement of pupils. To improve class room teaching methods by giving the teacher information regarding the individual differences of pupils. To assist in educational research. To meet motivate pupils work.

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 log Book


The log book is a historical record of events that have significant effects on the schools activities. Their importance s are as follows; It records detailed happenings, during the visit of dignities whose signatures appear in the school visitors book It gives background information to a new manager. It amplifies the local history of a village or town, especially the role of the school in such development.

The Visitors book


The book is meant for recording the visit of important personalities, including officials from the ministries of education or other related government agencies or any other school related visitors. Importance includes: It provides a record of the interest shown by the community in the school. It could serves as a means of getting the contact addresses of very important people who have shown interest in the school.

Admission and withdrawal Register:


This is a permanent record book into which is entered information regarding the entry and exit, including the details of the education and progress of each pupil that ever passes through the school; The importance includes: Serves as a historical document or reference with detailed records of every child who was admitted into the school. The admission register is a reference for tracing the entry progress and exit of any student admitted into the school.

Conduct and punishment book


The book contains the names of pupils who create disciplinary problems in school and the nature of punishment awarded mostly canning, flogging, whipping and hard knocks. Importance s are: To ensure that proper procedure is followed in punishing offenders. It reduces cases of misuse of punishment. Recording and noting student name in the book naturally reduces indiscipline in schools.

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.

Fundamental Elements, Salient Features and Practical Aspects


The records, if they are to be pf real value, should be full and complete in detail. At the same time, they should be maintained in such a way that the minimum of clerical work is involved. At any rate, they should not take so much of the headmaster s time as it will hamper him to discharge his outer duties relating to class teaching and the organization and the supervision of school activities. Another essential requirement for the school records are for the test of honesty of those who have to maintain them accuracy is ensured to great extent by promptness of entries in the records are the important documents in fact, they are the most value able part of school equipment they should always be available in the school premises and kept in a safe place under lock and key. They should not on any account be removed from the school.

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!

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