CLASSIFICATION OF SCHOOL RECORDS

 *CLASSIFICATION OF SCHOOL RECORDS* 

The school keeps many records which could be classified into two:

1) Statutory Records

2) Non-Statutory Records.

Statutory Records

These are records prescribed by the education law/edict. They are records, which must be kept in all schools in the education system. Statutory records are therefore mandatory and each school is expected to present them on demand to constituted authorities.

Non-Statutory Records

Are records considered useful by the school for Internal consumption. They are not mandatory but voluntarily kept by the school, because of their functional value. It is not legally binding that a school must keep them but it is used for the day to day running of the school.

The Statutory Records:

1) The Class Attendance Register

The register is a book in which the presence and absence of pupils/students in the school is recorded on daily basis.

2) The Dairy (Teacher's Record of Work)

Used for recording what has been done at the end of the week and what is recorded is actually what the teacher has completed. It is a weekly assignment.

3) The Admission Register

This record is been kept by the head of school. It contains details of every child admitted by the school.

4) The Log Book

This is a confidential record, which is kept by the principal or school head. No unauthorized person has access to it. The log book is the most secret book taking care of the teachers and students and what they have been doing.

The log book is used in recording events like absence from duty by any staff member including the head and visits to school by important personnel. Since the log book contains vital and confidential information or records, it must be well preserved. When properly kept, the log book serves as a historical record.

5) Staff Records

This record contains  staff details such as name of staff, sex age, permanent address, qualifications with dates obtained, area of specialization, date of resumption of duty, marital status, number of children, present salary, promotion tabulated in years, date of resignation from school, salary on leaving, reasons for leaving, last pay certificate (LPC), state of origin, local government area of origin and home town. 

6) Corporal Punishment Book

Corporal punishment refers to punishment by whipping, beating or inflicting physical injury on the body of the child. This is to protect pupils/students from unnecessary or unreasonable punishment by teachers. The book also protects teachers from being unjustly criticized by parents, education authorities and general public.

7) Financial Records

These include cash book, receipt booklet, account book, account ledger, invoices and receipts for payment.

8) Official Correspondence File

This must be kept by the school head for security purposes. All official letters received must be file accordingly, and photocopy with acknowledge copy of letters sent out must be filed.

9) Student Academic Records (Continuous Assessment Records)

This an essential conventional records that must be kept for every class in the school. The record contains information on performance in class tests, assignments, terminal and annual promotion examination.

10) The Time Table (Master Time Table)

It regulates the school heartbeat. It is also an invaluable piece of paper in which subjects taught in the school and each class is documented, break period and when the day's work is to end. Also, it shows the time and the lessons for each day of the week and the teachers to teach those subjects.

11) Examination Records

These records contain all examination taken by the students both external and internal examination.

12) The School Budget Book

This is not available in most schools because of obvious reasons. Schools hardly budget, so why keep a budget register? The budget states estimated income and proposed expenditure.

A school that fails to make a budget, lacks financial control.

13) Lesson Notes and Plan

Just as the scheme of work is drawn from the syllabus so is the lesson note or plan drawn from the scheme of work.

Lesson notes/plan demand that teachers should select topics from the scheme of work and write very clear lessons with specific and measurable objectives. It demands that teachers should show evidence of previous knowledge possessed by pupils, which are relevant to the new lesson (entry behavior). A breakdown of the lesson content into step by step logical sequence and indicating the expected pupils/teachers activities in the course of the lesson (content development).

14) Time Book

This is a simple register which provides columns for date, serial numbers, name of staff, time in, signature, time out, signature and remark. It helps to check truancy, punctuality and the duration of a staff in the school for each school day.

15) Visitor's Book

This is a book in which the visitors who pay any visit to the school may sign on arrival and before leaving the school.

16) Testimonial and Transfer Certificate Book

Is a record that keeps the testimonial and transfer certificate of each student who is leaving the school.

17) The National Policy on Education

This document is a compendium of the nation's objectives, educational philosophy and goals. It spells out clearly the ends to be realized at each level and type of education and prescribes how those ends are to be realized. 

18) Minutes of Meeting

This should be kept in files or in note books provided for that purpose. Minutes of meetings expected to be kept in schools include staff meetings, board of governors or directors, PTA, etc.

19) Conduct Book

It covers punishment and commendation records on pupils. The punishment section of this record usually covers the date, name and class of pupils, offence covered. The conduct book protect the child from aggressive teachers and protect the teachers from noisy parents.

20) Records of Pupil's Personal Hygiene

This is a record of how pupils take care of their bodies and clothes. The cleanliness of the month, teeth and nails; in fact, the entire body and uniforms worn are assessed and recorded.

21) Ex-Students' Records

An ex-student might come visiting the school in search of testimonial, referee report or statement of result. Non availability of records on the student or difficulty in supplying the information sought can be frustrating and disgusting.

22) Records of Clubs

Clubs activities, list of members, coordinating staff and patrons should be itemized in detail.

23) Duty Roster

Duties assigned to teachers and prefects should be documented, as well as the problems encountered in the discharge of the said duties.

24) Staff Movement Book

This is a record of the movement of staff for each school day. Provisions are made for serial number, name of staff, date, time left, destination, time expected back and signature.

The document is useful in accounting for the whereabouts of school staff, especially during the visit of school inspector/supervisors. It also helps the school management in locating staff incase of emergency.

25) Fees Register

This register can be physical or computerized. It reflects fees collected from each child per class.

26) Inventory or Stock Book

This includes the record of movable and immovable assets, consumables and non-consumable items such as school library, laboratory, furniture, game facilities, home economics, building and teaching facilities.

27) Weekly Report Book

It is used by a teacher on duty in the week to record down what happened in the school compound during the week.

28) Inspection Report Book/File

This records should contain discussions, observation and recommendation and conference held between visiting supervisors and school staff. This record represents an important reference point for school Improvement.

29) Record of Building and Physical Development in School

Each school is expected to keep a copy of the school survey and building plan. There should also be a site plan that shows all survey posts or pillars to demarcate the school boundaries against land speculators who may have trespass intention.

30) Records of Games and Sporting Activities

Records should be kept on each sporting activities offered in the school. Special attention should be paid on student's performance on each game, including sports' records for each sporting year.

31) Progress Records

Each class should have a progress record. A big book is often used this purpose. The record shows the list of subjects offered in the class, detailed of the performance of each student in class tests and terminal examinations in all subjects, marks scored in each subject, total marks, average marks based on the total number of subjects offered, students position in each subject and student overall position in class.

32) Individual Record Card

This contains a comprehensive information about a student. It contains the same kind of general information found in the admission register. If a student transfers to another school, a copy of this card can be sent to the new school.

PROTECTION OF SCHOOL RECORDS

These school records mentioned above can be protected. 

However, school records must be protected from fire hazards, theft and deterioration. Their importance is so great that often a time, it is prescribed by law for their preservation.