Cheek Iii Emerson Cheek Law Offices - record retention In Schools
Good evening. Today, I learned about Cheek Iii Emerson Cheek Law Offices - record retention In Schools. Which may be very helpful if you ask me therefore you. record retention In SchoolsOver the years, Nigerian school administrators, especially, the lslamiyyah schools had paid Lip services to the permissible keeping of records. All these schools do is naturally teach and graduate students. Any way as observed by Nti, (2000:12) in 1964, a headmaster of one customary 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 group aid Commissioner was given to him to complete. The pupil graduated many years before the headmaster even went to customary school. Therefore, the headmaster did not know the man personally and did not know what to write about him.
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The only solution available 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 scholastic performance, records of yearly 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 person to be successfully appointed.
Definition Of Concepts
School records keeping: This notion according to Nti (2000:12) is the history of the school kept systematically. This means that the systematic increase of the school at various points in time need to be completely 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 narrative as a written statement about a happening. School narrative keeping 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 improve 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) scholastic Records (c) Finance Records (d) Staff Record(e) normal Records.
Also linking Muslim schools to the type of voluntary agencies interested 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 development of schooling but also to permissible school records keeping in Nigeria. Here cognitive and productive domains are extremely exhibited unlike group 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, improve and resignation of students, it should contain the following particulars about the admitted students.
(a) Admission whole (b) Name in full (c) Sex (d) Name and address of parent/guardians (e) Day Month and year of birth (f) previous school attended (g) Last class read (h) Day, month, class, of admission (i) Records of improve (j) date of leaving school (k) hypothesize for leaving etc (1) exchange certificate number.
All the entries should be hand-written and corrections should be made in such a way that the customary 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 trainee until such trainee leaves the school. Students' regular attendance or otherwise can be traced here easily, it should contain (a) Admission whole (b) Name in full, sure name first etc.
3. Log Book.
This book contains records of foremost 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 narrative showing names, address of all foremost 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 impose corporal punishment on erring students. A permissible reoord is kept containing (a) The name of the offender (b) The date of such punishment (c) The nature of offence (d) the person who administered the punishment etc.
This narrative helps to protect the teachers against aggrieved parents. It can serve as discover for the school to trace the trend of such students.
6. schooling Law
The school should keep schooling Law with its regulations to help the school in operating in line with such regulations.
7 National procedure On Education
Each school must have a copy of the National procedure on Education.
8, Inspection narrative File
This is a narrative containing the reports of visits to the school by inspectors as it helps while follow-up inspections.
9. Staff Duty Book.
This is a narrative that shows a brief narrative of happenings in the school on daily basis. In secondary schools, the perfects also write daily narrative 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). scholastic Record
i) beloved copy of syllabus
ii) scholastic Syllabus files
1. beloved Syllabus:
Academic programme of institutions are based on beloved syllabus of the procedure to be run, it could be customary school syllabus, Nti syllabus for teachers colleges, Waec/Neco syllabus etc. The school need a syllabus to follow.
2. Project Of Work
This is the aspect that breakdown the syllabus into teaching units. It is broken down into topics, carrying out objectives, etc. Lit has to be kept by every teacher to be marked and endorsed by the headmaster.
3. narrative Of Work Book
This aspect additional break down the Project 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. Lesson Note Book
One may call it Lesson 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 vigor of remembering the next step to do while teaching. It should contain topic, date, time of the day, duration of the lesson, age, sex, and class. Others includes: aims and objective, previous knowledge introduction, presentation evaluation and conclusion.
5. Marks Books
This is used in compiling continues evaluation (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 evaluation Dossier/Report Sheet
Schools used C.A dossier for exam records for every student. Two copies are needed for a student, one for the school and another one for the student. It should contain 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 whole of duration allocated to a subject and the whole of subjects arid periods taught by a teacher in a week.
8. Lesson Attendance Register
It is kept by the class captain of each subject 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. exchange Certificate
This is in a booklet form issued to students who leave the school before getting to the concluding 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 scholastic Records Of distinct subject Matters Need To Be Kept
C). Finance Record
The school needs catalogue records such as:
i. Wage and payment voucher:- these are kept in labeled files to show Wage payment 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 income 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 narrative all the debit and credit 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 catalogue of the landed asset 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 payment 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 genuinely detected)
ii. Staff movement Book:- This is the narrative that indicate when staff move out of the school while school hours and when they returned.
iii. Staff Confidential Report: (Annual evaluation narrative Form-Aper Form) This is used for staff promotion and reward.
iv. Staff Files: Each member of staff should have a personal file, which contain the narrative of aid with permissible references.
v. Staff List:- List of staff suppose to be kept along with the school organization.
vi. Files on subject matter in the accounts need to be kept
E). Ejgeneral Records:
A school also need the following records:
i. Parents Teachers connection Minutes book
ii. Parents Teachers connection catalogue Book
iii. Board of Directors minutes Books
iv. Hint files and Box
v. schooling Book or Internal Circular File
vi. Correspondence Files on various Subjects
Importance Of narrative keeping In The Schools
The significance of narrative keeping 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 enhance the provision of productive advice and counseling aid for students in the group work domains
4. Provides facts needed on ex-students by higher and other connected custom and employers of labour for admission or placement.
5. Facilitate the provide of facts to parents or guardians for productive monitoring of the improve of their children in school or performance.
6. Provides data needed for planning and decision manufacture by school authority
7. Provide' a basis for the objective evaluation of the state of teaching and learning in the school, along with staff and students carrying out by supervisors and inspectors.
8. provide 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 keeping by:
1. Non availability of records:- They do not keep such records and cannot furnish same when the need arise.
2. Question of storage:- Some school have these records but are not properly stored according to subject matter.
3. Ignorance on the part of head teachers:- Some head teachers are not even aware of the significance of records keeping 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 ask for such records.
5. If the facts given are false or incomplete, it cannot give us literal, facts needed.
Conclusion:
This means that we must know the significance of keeping records and with particular and faultless facts This will enable our schools to be up to date and talk to any examine or fill any form about our school without difficulties.
Reference:
Olanrewaju, I.T (2008) significance of narrative keeping In School" being Paper Presented to the agency of Phe University of Ilorin Pp 1-10.
2. Aleiyideini, Sc et al (2002)"Record Keeping" in Nti (2002) School management procedure 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.
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