THE IMPORTANCE OF ESSENTIAL RECORDS

THE IMPORTANCE OF ESSENTIAL RECORDS

General Records

School  Calender : The School  calendar is mirror  where the proble dates of various events and activities to be done during the coming session are reflected . It is usually prepared at the beginning of each academic session. It should contain the following stems of information .

I.       Information about the general, local and gazette holidays

II.    Dates for the submission of monthly, quarterly, holidays and annual reports and returns

III.  Dates of monthly, quarterly and annual examinations

IV . Dates of the meetings of the school and faculty committees, Teachers                                                  associations, different societies, school excursions and educational tours,     school tournaments ctc….

V.       Dates of  important school information like the annual prize day, the parents day, Independence day, Republic day, Birthday.

Log Book : The Log book is specifically designed for the purpose  of containing remarks of the school inspectors or other important officers of the education department, who pay an official visit to the school. But it should not be confined to the remarks of the inspecting officers only. It should contain a complete record of the important events that occur during the session. It should also contain the history of the school of the of a particular year.

Visitors book : During the course of an academic year, a number of important visitors, Inspectors and other guests pay visits to the school. Their opinions and suggestions may be very helpful for improving the working of the institution in future. A look in to the visitors book tells a great deal about an institution

Service Registers : The Service book contains the service history of the employees. Information like the employee’s date of appointment, his date of birth, educational qualifications, identification, permanent home address, transfer, leave accounts, date of increments, reversion if any of reinstatement etc… are carefully written in this book . The original service book is kept in the custody of the headmaster in the secondary school.

Admission Registers : It is record of all the pupils who are admitted to a school. According to departmental rules, the admission register is to be reserved permanently in the school . Therefore, it is essential that it should be got specially bound and kept in safe custody. It is to be free from mistakes because this register is at time required by superior authorities in a court  of law is an evidence for  the date of birth of the pupils. The admission register should contain the following items

1.     The serial number and name of the pupil

2.     His fathers name, caste, occupation and address

3.     His date of birth

4.     Date of admission to the school

5.     The class which he is admitted

6.     Date of withdrawal of migration from the school

FINANCIAL  Records

Fee- Collection Registers : When Pupils pay fee, details of the payment entered in a register and a receipt issured to tha effect. The Fees are handled over to the office in time . Fee concessions and scholarships are also sometimes granted  to pupils. Records for them also have to be maintained.

Educational Records

Pupils attendance register : Attendance register sis a very reliable prof of a pupils presence in the institution. The teacher should therefore maintain this record very carefully and should not allow anybody to handle or deal with this important basic document . The teacher’s attendance register also should be handled by the head of the institution very carefully.

Teacher’s attendance registers : To record  the daily attendance   of the teachers, schools maintain the teacher’s attendance register. This shows the time of arrival and  departure of  the teachers on each day the teachers are to sign  regularly in the for noon and afternoon every day. Time of arrival of the late comers should be indicated leave  taken by (he teachers during the should be kept outside the room of the head masters. When the first period starts. It should go to the  headmaster for verification.

Class timetable & General Timetable :- the  teacher should learn the process of contracting a class timetable , teacher’s timetable and master timetable are drawn in most of the schools. Timetable can also be made for sports and games, homework etc……..

Monthly progress registers : After every examinations detailed report about the progress of a student is sent to the parents. In some schools, this is done through pupils diaries. This arrangement serves as a link between the school and the home, and the childs progress is thus properly watched by all concerned.

Terminal Examination registers : After examination the marks and progress of the pupil are not in a register. Examination registers in very important documents. The board of examination concerned depends on the entries made in these records. The class teachers should exercise great care in entering the marks. They should take the help of their colleagues in comparing and verifying the marks. The signature of the headmaster should also be obtained in this register after every examination.

Headmaster’s supervision registers :- Super vision and administration are two combined functions which are mostly blended in one supervision is improving the total teaching learning situation. This situation is no more “detection or fault finding”. A headmaster should follow the following principles of supervision.

·        Its purpose is to help, encourage and guide rather than criticize.

·        It should be done in a spirit of occupation.

·        It should be done regularly and effectively.

·        Partiality and prejudice should find no place in it.

·        The criteria of supervision should be known to teachers.

Cumulative records :- A cumulative records is a document in which the relevant information about a particular students at  one educational institution is recorded cumulatively. This gives a complete and growing picture of the individual students, which helps him during his long stay at the school and at the time of living it, in the solution of his manifold problems of educational, vocational, personal and social. It follows the pupil from class to class and from school.

Equipment records

Stock book of furniture and school appliances :- This register keeps information of all the movable properly of the school while purchasing equipment or furniture it must be duly entered in this properly register. The it must be duly entered in this property register. The head  of the institution should check this register . The head of the institution should check this register Physically at least once in a year verification report should be recorded in the stock register. It can show which a sticles are missing and which need immediate repairs the register should contain the following information.

Stock and issue register of sports material :- In a school, Various articles are purchased. Furniture, stationery, books, science- equipment, sports material etc. are some  of the main items. It is very important to maintain stock registers for these articles in order to keep a check on their use.

Account Books

Cash book for daily receipt and expenditure :  Cash book is a record of all money transaction accruing from day to day in the school money received by the school from different sources like fees, fines, donation, stipends, scholarship, grant-in aid are entered on the credit side 

SOUMYA.K.R

SOCIAL SCIENCE