UNIT 7

School Records
Course code 0622
Course: ELEMENTARY SCHOOL
MANAGEMENT
OBJECTIVES
After Reading this unit, you will be able to:
1. To inform the students about the types of school records;
2. To realize the students about the scope, significance and
maintenance of school records;
3. To enable the students to up-date school records with accuracy,
authenticity and efficiency;
4. To enhance students skills for dealing with the day by day
increasing size of school records;
5. To sharpen students ability for school records maintenance and
management in underprivileged and contingent situations;
6. To enable the students/trainee-teachers to become a successful
manager of school records in an elementary school.
7.1 THE QURANIC FOUNDATIONS OF
RECORD KEEPING
The Quranic foundation of record-keeping also makes us to realize
us about the high significance of records. It has been declared in the
Quran at different places:
1. “By oath of the pen and by oath of what is written by it.” (Surah Al-
Qalam: 01)
2. “An we record what they send ahead.” (Surah Yaa-Seen: 12)
3. “And we have accounted all things in a clear book.” (Surah Yaa-
Seen: 12)
4. “All things are with Him by a set measure.” Surah (Al-Raad: 8)
5. “The One Who taught to write with the pen.” (Surah Al-A’laq: 4)
All above verses of the Holy Quran emphasize the importance and
significance of recordkeeping in accurate, exact and appropriate
manner.
7.2 NEED AND IMPORTANCE OF
SCHOOL RECORDS
The term ‘records’ includes all the documents that
institutions or individuals and create receive in the
course of administrative dealings/transactions.
These records themselves form a part of such
transactions.
They are subsequently maintained by those who are
responsible for such transactions or dealings.
The Head of the institution is the ultimate responsible person
for maintaining records in the school.
Following points should be kept in view by the head of
the institution:
1. Information in the form of required record should be
readily available.
2. It should be available in the form, it is required.
3. It must be accurate, reliable and informative.
4. The records may only be disposed of according to
official regulations.
5. The records may be classified under different relevant
categories.
7.3 TYPES OF SCHOOL RECORDS
1. School Register
2. Attendance Register
3. Precautions for the Maintenance of Attendance
Register
4. Punjab Government’s Initiative for Students and
Teachers Presence
5. Leave Register: Instruction & Importance
6. Stock Register
7. Cash Register
8. Farogh-e-Ta’leem Fund Register
Stock registers for different stock items
For example, these he of stock registers can be found in a school:
(i) Stock-Register for science equipment;
(ii) Stock-Register for library books;
(iii) Stock-Register for furniture;
(iv) Stock-Register for school dispensary;
(v) Stock-Register for contingent items etc;
(vi) Stock-Register for receipt and issuance of items purchased
from school Farogh-e-Ta’leem fund;
(vii) Stock-Register for the items received in schools through
district governments/provincial governments or different
projects, i.e., Tele Ta’leem, etc.
Physical Verification of Stock Register:
This verification provides information about:
(i) The physically present items;
(ii) Damaged items;
(iii) Consumed items;
(iv) Repairable items;
(v) Missing items;
(vi) Usage of the items, etc.,
(vii) Input and output of stock items in chronological
(viii) Rationalized need for the availability of items.
Personal Files of Teachers & Other Staff:
Introduction & Importance
a. Matriculation certificate
b. Higher secondary School Certificate
c. Graduation Degree
d. B.Ed Degree
e. Higher Academic Degrees (if available)
f. Higher Professional Degrees (if available)
g. Identity Card
h. Domicile
i. Appointment Orders
j. Medical Fitness Certificate
k. Joining Report
l. Attestation of certificates and degrees on behalf of respective
Boards/Universities
7.3.8 Students Personal Files:
Students Academic Record
Maintenance of Students Academic Record
Types of Staff Meetings
There are two types of staff-meetings:
1. Regular/Periodical Meetings: These meetings are
regularly/periodically scheduled ones. They may
occur weekly/fortnightly/monthly/quarterly, etc. The
agenda of these meetings is mostly beforehand
known at school level. Students attendance, results,
sanitary-condition of the institution, syllabus
coverage, school discipline, sports, co-curricular
activities, scouting, development projects of the
school gardening, plantation works, etc., are
discussed in those staff-meetings.
Sudden/Emergency Staff-Meetings:
These meetings may happen without any prior
intimation or schedule. It may happen due to sudden
happening of some discipline problem/security
problem/special instructions on behalf of superiors for
the accomplishment of some émergent mail or
assignment, etc.
7.4 PRINCIPLES FOR MAINTAINING
RECORDS: GENERAL PRINCIPLES

1. Principle of Accountability;
2. Principle of Transparency;
3. Principle of Integrity;
4. Principle of Protection;
5. Principle of Compliance;
6. Principle of Availability;
7. Principle of Retention;
8. Principle of Disposition;
THANK YOU FOR
LISTENING
Questions?