Homeschool Certificate - record retention In Schools
Good afternoon. Today, I discovered Homeschool Certificate - record retention In Schools. Which could be very helpful in my opinion so you. record retention In SchoolsOver the years, Nigerian school administrators, especially, the lslamiyyah schools had paid Lip services to the proper retention of records. All these schools do is simply teach and graduate students. Any way as observed by Nti, (2000:12) in 1964, a headmaster of one primary 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 assistance Commissioner was given to him to complete. The pupil graduated many years before the headmaster even went to primary 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 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 view according to Nti (2000:12) is the history of the school kept systematically. This means that the systematic increase of the school at assorted points in time need to be fully 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 record as a written statement about a happening. School record retention 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 advance of the school. Head of School shall refer to both head instructor 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) general Records.
Also linking Muslim schools to the class of voluntary agencies concerned 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 education but also to proper school records retention in Nigeria. Here cognitive and efficient domains are extremely 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, advance and relinquishment 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) previous school attended (g) Last class read (h) Day, month, class, of admission (i) Records of advance (j) date of leaving school (k) theorize for leaving etc (1) transfer certificate number.
All the entries should be hand-written and corrections should be made in such a way that the primary entry and the revision 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 student until such student leaves the school. Students' regular 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 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 record showing names, address of all foremost visitors to the school as well as the purpose of such visit.
5. Punishment Book
The education law permits only the head of school or his representative to levy bodily punishment on erring students. A proper 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 record helps to safe the teachers against aggrieved parents. It can serve as observe for the school to trace the trend of such students.
6. education Law
The school should keep education Law with its regulations to sustain 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 record File
This is a record containing the reports of visits to the school by inspectors as it helps during follow-up inspections.
9. Staff Duty Book.
This is a record that shows a brief record of happenings in the school on daily basis. In secondary schools, the perfects also write daily record 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 primary 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, doing objectives, etc. Lit has to be kept by every instructor to be marked and endorsed by the headmaster.
3. record Of Work Book
This aspect supplementary break down the Task of work into weekly records of what the instructor 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 effect it without forgetting a process. It reduces your power 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, 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 either 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 someone else 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 branch and the estimate of subjects arid periods taught by a instructor in a week.
8. Lesson Attendance Register
It is kept by the class captain of each branch 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. transfer Certificate
This is in a booklet form issued to students who leave the school before getting to the terminal 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 distinct branch Matters Need To Be Kept
C). Finance Record
The school needs account records such as:
i. Wages and payment voucher:- these are kept in labeled files to show Wages 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 wage 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 record all the debit and prestige 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 account of the landed property and other assets of the school with liabilities shown.
viii. I.O.U Book:- This is used to assistance short term financial aid 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 really detected)
ii. Staff movement Book:- This is the record that indicate when staff move out of the school during school hours and when they returned.
iii. Staff Confidential Report: (Annual evaluation record 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 record of assistance with proper references.
v. Staff List:- List of staff suppose to be kept including the school organization.
vi. Files on branch 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 account Book
iii. Board of Directors minutes Books
iv. Suggestion files and Box
v. education Book or Internal Circular File
vi. Correspondence Files on assorted Subjects
Importance Of record retention In The Schools
The importance of record retention 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 efficient guidance and counseling assistance for students in the public vocation domains
4. Provides facts needed on ex-students by higher and other related convention and employers of labour for admission or placement.
5. Facilitate the contribute of facts to parents or guardians for efficient monitoring of the advance of their children in school or performance.
6. Provides data needed for planning and decision development by school authority
7. Provide' a basis for the objective evaluation of the state of teaching and learning in the school, including staff and students doing by supervisors and inspectors.
8. contribute facts for the school community, the general public, employers, researchers for the advancement of knowledge.
9. It ensures that the headmaster keeps strictly to the education 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 retention 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 branch matter.
3. Ignorance on the part of head teachers:- Some head teachers are not even aware of the importance of records retention in school or how to even keep these records.
4. Poor management by Head instructor or supervisor:- Some Head teachers do not keep records because no body invite for such records.
5. If the facts given are false or incomplete, it cannot give us accurate facts needed.
Conclusion:
This means that we must know the importance of retention records and with truthful and unblemished facts This will enable our schools to be up to date and rejoinder to any quiz, or fill any form about our school without difficulties.
Reference:
Olanrewaju, I.T (2008) importance of record retention 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 course Book On education pp 69-78
3. Eke E(2000)"School management and Management" In Nti (2000) education Cycle 4. Pp 12-13
4. Dibu Ojerinde, 0.0 and Tukur, H (2005) "Record Keeping" Inspection hand-operated in Nti Pgde by Dls. Pp2 1-27.
By
Mal. Abdulkarim N. Bello
College Of Education, Jalingo
Taraba State, Nigeria.
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