#1. record retention In Schools
Advertisements
record retention In Schools
![]()
Over the years, Nigerian school administrators, especially, the lslamiyyah schools had paid Lip services to the allowable holding of records. All these schools do is naturally teach and graduate students. However as observed by Nti, (2000:12) in 1964, a headmaster of one former school in our neighboring Bauchi State was faced with one serious experience. A form containing many questionnaires about one of the old pupils of the school who was nominated to be appointed as the chairman of the Federal public aid Commissioner was given to him to complete. The pupil graduated many years before the headmaster even went to former school. Therefore, the headmaster did not know the man personally and did not know what to write about him.
record retention In Schools
The only explication ready to the headmaster was to turn to the school records. The school records showed the year the pupil was admitted, the year he passed out, the records of his good academic performance, records of annual prizes given to the pupil among others.
It was these records that helped the headmaster to correctly and accurately filled the form that assisted the man to be successfully appointed.
Definition Of Concepts
School records keeping: This understanding according to Nti (2000:12) is the history of the school kept systematically. This means that the systematic growth of the school at discrete points in time need to be wholly recorded and kept by school administrators. It is the authentic register of instruments of officials accounts of transaction or accurance which are preserved in the schools office (Olanrewaju 200S).
Aleiyideino Sc et al (202) defined description as a written statement about a happening. School description holding according to these scholars are records that give a lot of facts about the school that will enable the authority to take decisions and asses the strengthen of the school. Head of School shall refer to both head teacher and principal.
Student: It shall be used to refer to both pupils and students. These records according to Dibu-Ojerinde,00 and Tukur(ed) (2005:21) classified school records into (a) Statutory Records (b) academic Records (c) Finance Records (d) Staff Record(e) normal Records.
Also linking Muslim schools to the class of voluntary agencies curious in educational development, Eke, et al (2000:46) explained that the Izalatil bid'a Wa Iqamatis Sunnah group, the Jama'atu Nasrul Islam, is the Islamic Trust of Nigeria (Itn) among others have contributed immensely not only to the improvement of schooling but also to allowable school records holding in Nigeria. Here cognitive and productive domains are very exhibited unlike public schools that deal with only cognitive domain.
It is in light of the above that we are going to discuss the classification of school records as listed by Dibu-Ojerinde 0.0 and Tukur H.as follows:
A). Statutory Records
1. Admission Register
This is a register of admission, strengthen and resignation of students, it should include the following particulars about the admitted students.
(a) Admission estimate (b) Name in full (c) Sex (d) Name and address of parent/guardians (e) Day Month and year of birth (f) former school attended (g) Last class read (h) Day, month, class, of admission (i) Records of strengthen (j) date of leaving school (k) guess for leaving etc (1) replacement certificate number.
All the entries should be hand-written and corrections should be made in such a way that the former entry and the correction are both clearly distinguished. It should be kept for not less than fifteen (15) years from the date of last entry.
2. Attendance Register.
This is register that is kept for each class containing the particulars in respect of every learner until such learner leaves the school. Students' quarterly attendance or otherwise can be traced here easily, it should include (a) Admission estimate (b) Name in full, sure name first etc.
3. Log Book.
This book contains records of leading events happening in the school. The history of the school can be compiled from this record. It should be kept under lock and key.
4. Visitors Book
This is a description showing names, address of all leading visitors to the school as well as the purpose of such visit.
5. Punishment Book
The schooling law permits only the head of school or his representative to inflict physical punishment on erring students. A allowable reoord is kept containing (a) The name of the offender (b) The date of such punishment (c) The nature of offence (d) the man who administered the punishment etc.
This description helps to protect the teachers against aggrieved parents. It can serve as gawk for the school to trace the trend of such students.
6. schooling Law
The school should keep schooling Law with its regulations to aid the school in operating in line with such regulations.
7 National course On Education
Each school must have a copy of the National course on Education.
8, Inspection description File
This is a description containing the reports of visits to the school by inspectors as it helps during follow-up inspections.
9. Staff Duty Book.
This is a description that shows a brief description of happenings in the school on daily basis. In secondary schools, the perfects also write daily description in prefect duty book.
10. Minutes Of Meeting Book
There should be a hard cover book to be used for recording of minutes of meeting for easy reference to the decisions taken in meetings.
B). academic Record
i) popular ,favorite copy of syllabus
ii) academic Syllabus files
1. popular ,favorite Syllabus:
Academic programme of institutions are based on popular ,favorite syllabus of the course to be run, it could be former school syllabus, Nti syllabus for teachers colleges, Waec/Neco syllabus etc. The school need a syllabus to follow.
2. Task Of Work
This is the aspect that breakdown the syllabus into teaching units. It is broken down into topics, operation objectives, etc. Lit has to be kept by every teacher to be marked and endorsed by the headmaster.
3. description Of Work Book
This aspect further break down the Task of work into weekly records of what the teacher has taught. It should be kept by teachers and cheeked and endorsed by the headmaster.
4. Episode Note Book
One may call it Episode plan, it is like the site plan for the architect. It is prepared so that you follow it without forgetting a process. It reduces your energy of remembering the next step to do while teaching. It should include topic, date, time of the day, duration of the lesson, age, sex, and class. Others includes: aims and objective, former knowledge introduction, presentation appraisal and conclusion.
5. Marks Books
This is used in compiling continues appraisal (Ca) record. It is used to build up Ca as it is whether on weekly, fortnightly or monthly as the case may be.
6. Continuous appraisal Dossier/Report Sheet
Schools used C.A dossier for test records for every student. Two copies are needed for a student, one for the school and other one for the student. It should include cognitive, affective and psychomotor domains of the student.
7. School Time Table
This shows the daily activities of the school, class by class, duration by duration and the names of teachers handling them. It sums up the estimate of duration allocated to a field and the estimate of subjects arid periods taught by a teacher in a week.
8. Episode Attendance Register
It is kept by the class captain of each field to be signed at the end of the duration by teachers. It can cheek teachers who do not go to classes as and when due
9. replacement Certificate
This is in a booklet form issued to students who leave the school before getting to the final class. It helps both the school releasing the students and the schools receiving students.
10. Leaving Certificate
Unclaimed certificates testimonials etc should be kept under key and luck
11. Files For academic Records Of different field Matters Need To Be Kept
C). Finance Record
The school needs inventory records such as:
i. Salary and cost voucher:- these are kept in labeled files to show Salary cost and other payments made in the school.
it School fees register:- It is kept to give the financial transactions in the school. It gives facts about earnings and expenditure items. It promotes accountability and prevents corrupt and sharp practices.
iii. Fees receipts:- It is issued to students as they pay fees while the duplicates is kept for auditor and inspectors.
iv. Cash Book:- It shows the receipts and payments of the school.
v. Ledger Book:- It is used to description all the debit and reputation transacts of the school.
vi. Bank Reconciliation to Reconcile the School Transaction with the bank (to come into agreement)
vii. Stock Book:- It is used to keep the inventory of the landed property and other assets of the school with liabilities shown.
viii. I.O.U Book:- This is used to aid short term financial assistance to staff, payable on cost of salary.
D). Staff Records:
i. Staff Time Book:- This is for staff attendance, it shows the tune each staff come to school (late corners cab be truly detected)
ii. Staff movement Book:- This is the description that indicate when staff move out of the school during school hours and when they returned.
iii. Staff Confidential Report: (Annual appraisal description Form-Aper Form) This is used for staff promotion and reward.
iv. Staff Files: Each member of staff should have a personal file, which include the description of aid with allowable references.
v. Staff List:- List of staff suppose to be kept along with the school organization.
vi. Files on field matter in the accounts need to be kept
E). Ejgeneral Records:
A school also need the following records:
i. Parents Teachers association Minutes book
ii. Parents Teachers association inventory Book
iii. Board of Directors minutes Books
iv. Advice files and Box
v. schooling Book or Internal Circular File
vi. Correspondence Files on discrete Subjects
Importance Of description holding In The Schools
The importance of description holding in schools according to Olgboye Cited in Olararenwaji I.T (2009:1) and Dibu Ojermde and Tukur (ed) (2005:27), include;
1. It tells the history of the school
2. It facilitates continuity in the school administration
3. It facilitates and improve the provision of productive guidance and counseling aid for students in the public career domains
4. Provides facts needed on ex-students by higher and other connected convention and employers of labour for admission or placement.
5. Facilitate the contribute of facts to parents or guardians for productive monitoring of the strengthen of their children in school or performance.
6. Provides data needed for planning and decision making by school authority
7. Provide' a basis for the objective appraisal of the state of teaching and learning in the school, along with staff and students operation by supervisors and inspectors.
8. contribute facts for the school community, the normal public, employers, researchers for the advancement of knowledge.
9. It ensures that the headmaster keeps strictly to the schooling regulations.
10. School records can be used as reference materials for both the teachers and the administrators.
Abuses Of School Records
Some time according to Aleiyideino, Sc et a! (2000:79) some school abuse records holding by:
1. Non availability of records:- They do not keep such records and cannot furnish same when the need arise.
2. Problem of storage:- Some school have these records but are not properly stored according to field matter.
3. Ignorance on the part of head teachers:- Some head teachers are not even aware of the importance of records holding in school or how to even keep these records.
4. Poor management by Head teacher or supervisor:- Some Head teachers do not keep records because no body request for such records.
5. If the facts given are false or incomplete, it cannot give us correct facts needed.
Conclusion:
This means that we must know the importance of holding records and with specific and perfect facts This will enable our schools to be up to date and riposte to any query or fill any form about our school without difficulties.
Reference:
Olanrewaju, I.T (2008) importance of description holding In School" being Paper Presented to the branch of Phe University of Ilorin Pp 1-10.
2. Aleiyideini, Sc et al (2002)"Record Keeping" in Nti (2002) School management course Book On schooling pp 69-78
3. Eke E(2000)"School management and Management" In Nti (2000) schooling Cycle 4. Pp 12-13
4. Dibu Ojerinde, 0.0 and Tukur, H (2005) "Record Keeping" Inspection manual in Nti Pgde by Dls. Pp2 1-27.
By
Mal. Abdulkarim N. Bello
College Of Education, Jalingo
Taraba State, Nigeria.
share the Facebook Twitter Like Tweet. Can you share
record retention In Schools.
