SCHOOL RECORDS

MAINTENANCE OF SCHOOL RECORD

OBJECTIVE AND IMPORTANCE

• Smooth performance
• Better correspondence
• Rapid and transparent audit
• Time saving
• School history
• Staff and student record
• Facilities for students, parents and staff members
• Computerized record
 WHAT IS RECORD?

• “A record is defined as a documented proof of a transaction.”

• “Records Management is knowing what you have, where you
have it and how long you have to keep it”.
 MAINTENANCE OF RECORDS
Registers and records form the core of any organization. They
provide deep insight into the state and status of the organization.
A school is no exception. We maintain so many records to keep
track on the events going on in school.
 TYPES OF RECORD

Admission registers Assignment registers

• Attendance registers Personal files
Disciplinary records Assessment registers
• Record of achievement Record of Work
 TYPES OF RECORD

(A) Related to o/o Head of Institution

(B) Register related to Finance:
(C) Students Record
(D) Teacher’s Record
(E) General Registers
(F) Directory of School:
 (A) RELATED TO O/O HEAD OF
INSTITUTION

• Punjab Education Code.

The book should be available in school library.
• Order Book.
For necessary orders, instructions, important information etc.
• Log Book. (For schools only)
The Log Book is specifically designed for the purpose of
containing remarks/opinion of the school inspector 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.
 CONT….

• Log Book for Official Vehicle.

Use for Govt. Vehicles- Car, Jeep, Tractor, Bus, motorcycle etc,
showing purpose of use and utilization of petrol/diesel/CNG-
meter reading.
Visitor’s Book:
For writing of opinion, comments, remarks by officers other
than inspection officers of School Education Department,
political personalities, other dignitaries, officers from other
departments. Their opinions and suggestions may be very
helpful for improving the
working of the institution
 CONT….

• Movement Register:
For writing of movement of Head Teachers and
Staff Members if they leave the school during
duty hours.
• Teachers Attendance Register:
The attendance shall be recorded regularly and punctually. Arrival and Departure
– time with signatures/ initial but not in capital words.
It should be kept outside the room of the headmaster. When
the first period starts, it should go to the headmaster
for verification.

• Casual Leave Account Register:

Record of casual leaves taken by staff members.
TEACHER’S ATTENDENCE REGISTER
ORDER BOOK
 CONT….

• Conduct and Punishment Register:

(Article 43)
Remarks need only be entered in this register when a student is
commended for special merit / special report / reward etc.
or
punished for misbehavior / breach of
discipline (Article 13 &14 Punjab Education Code.
 PROPERTY REGISTER/PERMANENT STOCK REGISTER
/ASSETS REGISTER

This register keeps information of all the movable property of the school. While
purchasing equipment or furniture, it must be duly entered in this property
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 articles are missing and which need immediate repairs.
The register should contain the following information :
(i) Name of the article.
(ii) Quantity of the articles.
(iii) Date of purchase.
(iv) Name of the firm which supplied the articles.
(v) The authority ordering purchase,
(vi) Signature of the authority.
 CONT…..

• Teachers / Employees Personal Files.

Containing complete service record. Service Books of the
Officials remain in custody of DDO or Controlling Officers.
Record of PERs/ACRs should be maintained.
• Correspondence Registers:
a) Receipt Register/ Diary Register
b) Dispatch Register both registers should be maintained
accurately and properly day to day– checking by the officers.
c) Peon Book – Delivery of Dak.
 CONT……..

• Supervisory Diary of Head Teacher:

Inspection of classes / checking of teacher’s diaries / checking
of various affairs / personal notes etc.
• Daily Attendance Register ( Roz namchah)
Enrolment of students- present, absent etc.
• Scholarship Register:
Scholarships on the basis of 5th , 8th and 10th class examination,
complete particulars.
DAILY ATTENDENCE REGISTER
(B) REGISTER RELATED TO FINANCE:

• CASH BOOK
cheques / amounts received from Govt. treasury.
• 1stpage income / Receipts
• 2ndpage Payments.
Cash Book is a record of all money transactions occurring from day-to-day in
the school. Money received by the school from different sources like fees, fines,
donations, stipends, scholarships, grant-in-aid are entered on the credit side.
On the debit side the payments like the stipends, scholarships, contingent
expenditure incurred, deposits made in the Treasury, bank and post office are
shown.
Balance is shown in red ink. It should be regularly written and the day's
business should be closed with the signature of -the headmaster. It should be an
up-to-date record.
 ACQUAINTANCE ROLL:

Every school must prepare an acquaintance roll for each month.

It must contain the salaries paid to teachers and to other
employees number of days of the month during which the
teacher was employed.
Receipt of amount by staff members – fixing of revenue stamps-
signature or thumb impression.
 CONT….

• Contingent Grants Register:

Letter No, and date, amounts sanctioned, expenditure along
with relevant file of documents / receipts.
• Contingent Stock Register:
Stationery and other consumable articles
• Pay Rolls / Pay Bills:
Computerized / Manual Bills
 CONT….

F.T.F Register and School Council proceeding /

Meeting Register and Related Record / Pasting file.

School Councils
• In order to formally promote local community and parental
engagements in the affairs of public schools, Government
of Punjab had introduced school councils.
School Council’s register contains all details of the members,
proceedings of the meetings and minutes of the meetings on
monthly basis
 PURCHASE RECORDS

When articles are bought receipts, vouchers, cash

memo etc. should be obtained and keep in the
office for future reference. These have to be
produced at the time of audit.
 HISTORY SHEET

History sheet is very important document which contains each

detail of the record of repair and maintenance of school building
, furniture and machinery.
SCHOOL BASED ACTION PLAN
 (C) STUDENTS RECORD

• Admission and Withdrawal Register.

It is a record of all the pupils who are admitted to a school.
According to departmental rules, the admission register is to
be preserved 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 times required by superior
authorities in a court of law as an evidence for the date of birth of the pupils.
At the time of admission pupil submit their relevant records like
birth certificate, bay form , copy of father/Guardian’s ID card etc. along with their
application. All these papers are to be carefully preserved and entered in the admission
register.
• Admission forms pasting files.
• School Leaving Certificate.
ADMISSION AND WITHDRAWAL REGISTER.
 STUDENTS RECORD……

The admission register should contain the following items.

(i) The serial number and name of the
pupil.
(ii) His father's name, caste, occupation and address.
(iii) His date of birth.
(iv) Date of admission to the school,
(v) The class to which he is admitted.
(vi) Date of withdrawal or migration from the school.
 ATTENDANCE REGISTER

This is another important register which is maintained in each

class and section, showing
the names of the pupils on the roll of the class or section,
during a month.
The attendance is marked in the beginning of the school hour.
Entries should be made in ink.
Blanks should not be left.
Holidays are marked in red ink.
Its main function as its name suggests is to show the presence and absence of every student
enrolled in the class.
Besides this it also provides us with many other details like Students’ address, admission
number details for quick reference, different categories of children present in a class and
their back ground and thus guides us in planning a lesson in accordance with the differences.
It involves
calculations like average daily attendance.
 EXAMINATION REGISTER

After examination, the marks and progress of the

pupil entered in a register. The class teacher
should exercise great care in entering the marks.
The signature of the headmaster should also be
obtained in this register after every examination
 CUMULATIVE RECORD CARDS:

It is a document in which the relevant information about

particular students at one educational institution is recorded
cumulatively.
This gives a complete and growing picture of the individual
student, which helps him during his long stay at the school and at
the time of leaving it, in the solution of his manifold problems of
educational, vocational; personal and social.
 PROGRESS REPORT

After every examination a detailed report about the progress

of a student is sent to the parents. This is done
either by a progress report card or in school dairy.
 (D) TEACHER’S RECORD

• Teacher’s Diary
Lesson plan, particular of students, personally notes etc.
• Library Register/ Digital Library:
Record of books available in library, Maps, Drawing,
Photographs , Microfilms, Sound recordings, Electronic devices,
Cds, Educational films etc.
• Library issue Register:
Books issued to the students and teachers
 CONT…..

• Stock Registers (Consumable Articles)

Science Laboratory, Sports, Miscellaneous.
 SERVICE BOOK:
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 marks, 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.
The authorities should duly verify the service book and make necessary
entries. The first page of the service book contains the following information
1. Name
2. Residence.
3. Date of birth by Christian era as nearly as can be ascertained.
4. Educational qualification.
5. Exact height by measurement.
6. Personal mark for identification.
7. Father's name and residence.
8. Left hand thumb and finger impression.
9. Signature of the teacher.
10. Date of entry into service.
 (E) GENERAL REGISTERS.

• Tree Register--- auction of trees ---- in consonance of

Forest
Department through School Council--- Amount be deposited
in Provincial Consolidated Fund.
• (Guide lines for cutting of trees in schools---
• Letter no. SO(SE-1) 8-4/2006 dated 8-2-2007)
• Bazam-i-Adab & other Societies / Clubs
• Boy Scouting, Girls Guiding, Dramatic Society, Environment
Club, Parents Teachers Association etc.
 CONT……

• Time Table
Teacher’s time table
Class time table
Leave arrangement– temporary
time table
 CONT….

• Record of Universal Primary

Education(UPE)_____ Record of School
going age Children, Record of Kids.
• Universal Secondary Education (USE)
• Record of Distribution of Free Books.
 CONT…

• Directory of School:
History of school, situation of school, UC/PP/NA numbers, list
of Headmasters/Headmistress, list of teachers, Detail of Co-
curricular activities, results of SSC/ Middle standard / Primary
Standard, Enrolment of Students, feeding schools, detail of
school land etc.
 THE SCHOOL CALENDAR
• The school calendar is a mirror where the probable 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 etc.
• (v) Dates of important school functions like the annual prize day, the
• parents day.
• Thus the school calendar provides important information about
• various activities to be carried out throughout the academic session.
THE SCHOOL CALENDAR
 CORRESPONDENCE REGISTERS

All relevant letters received from parents as well

as replies sent to these should be recorded.
Orders, circulars and notices are also be safely
kept in files.
REGISTERS REGARDING PARENTS

The authorities may invite the parents of the pupil on all

important occasions and this register is very helpful to the
teachers at this time.