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TYPES OF RECORDS WHICH CAN BE FOUND AT SCHOOL



                                                              


Records are a document that memorizes and provides objective evidence of activities performed, events occurred, results achieved, or statements made. OR are a valuable source of information about the achievements and history of an institution.
School records are official documents, books and files containing essential and crucial information of actions and events which are kept and preserved in the school office for utilization and retrieval of information when needed. School records containing information that shows school attendance, what goes on in the school and the properties that the school owns. Good record keeping enables one to find information easily.
The following are the types of school records:-
Records that show attendance this is the records that consist of several records like admission register that indicates when a learner joins the school for the first time, including particular of a learner. It is kept in the head master office. Class register it is kept by the class teacher on behalf of the head master, it should be submitted to the head teacher once a week for checking. The class teacher remains accountable for the marking and keeping of this register. Staff attendance register this indicates the daily attendance of each teacher; teachers are expected to sign this register when they report on duty. They indicate the time of arrival and when they depart from school. Failure to sign the register is an indication that the teacher did not report on duty and hence is subject to disciplinary action.
Records that shows what goes on in a school, this record contain a number of records like the log book is referred to as a book having the history of the school, information entered in the log book includes teachers who are absent, public holiday events, curriculum taught and equipment purchased and others. Visitor’s book concerning with all guests to the school sign the visitor book indicating their address and observation noted, it is kept by the head teacher. Examination records this includes national examination performance, end of the year school examination result as well as term examination result which must be kept in the head teacher’s office. Timetables, this record includes master timetable, the class timetable and the teacher’s personal timetable. The class and the teacher’s personal timetable are extracted from master timetable. Correspondence files common official correspondence may include staff correspondence, school orders receipt and invoices and others. Minutes files this include staff meeting indicates what was discussed and resolution made during each meeting. It is also kept by the head master. Confidential files this contains any documents and circulars which are not meant to be made public are kept in confidential files. They may contain information such as annual reports on teacher’s performance. Teachers’ performance files records teachers’ works and performance, this file is used by officers assessing the teacher. Teacher on duty report book contains each days observation made by teachers and prefects on duty.
Records that show school property it is also called store ledger, this includes permanent store ledger which records long lasting equipment, for example furniture, sewing machines, computers, typewriters, radios, television, vehicles, farm implements, carpentry tools and science laboratory equipment. Expendable stores ledger records of items which are left after use, but have changed form, lost shape, are worn out or broken example, sport equipments, dusters, textbooks. Consumable stores ledger this records materials that get used and nothing remains. Example chalk, paper, rubbers, pen and pencil. Inventories show items handled by teachers for particular classes. Each teacher is expected to sign for each item borrowed from the stores and return it by the due date. Write-off certificate and handing over and taking over report.
Financial records this is the types of record that is concerning with the keeping of money records. The financial record at school includes things like cash books, bank records, and school budget. Here you can find records of the total money used in a certain event, at the same time you can find the money received from people or company as aids. Hence the record that can be found at school.
Generally, the record keeping at school is more important simply because it help the summary information to accompany learners on transfer or promotion to other schools and level, help also for inspectors who may need to go through records of work of a particular teacher facing disciplinary action or for promotion purpose and other issues.




                                                                REFFERENCE
T.Jane, W.Kezziah, G.Lizzie and A. Gladys (2008): Mastering PTE Education. Oxford university press. Nairobi.

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