School Records and Their Essence in Secondary Educational Institutions Essay Example

of student placement in higher classes. Moreover, the history of the school can be uncovered through records, particularly through the log-book.

The school log-book plays a crucial role in documenting significant events within the school, thus serving as a valuable reference point for anyone seeking to understand the school's happenings. It is also a useful source of historical information for succeeding principals or headmasters, as well as for outside researchers (Edem, 1982). Through school records, we can keep track of students' academic performance on a termly and yearly basis. This enables school administrators to evaluate students' academic progress and take appropriate measures to enhance their performance.

By keeping appropriate records of income and expenditure, a school can maintain accountability for its financial status. These records can also be used for advisory and counseling services, as teachers, head teachers, and school counselors can reference them to provide guidance on students' academic activities.

School records can be utilized as a management tool to help improve the effectiveness of school management. While it is a statutory obligation for managers to maintain records, they also recognize the value it brings to their managerial duties. The proper maintenance of school records can aid in planning for the acquisition and utilization of resources such as teachers, non-teaching personnel and students. These individuals form the core of the school and their sufficient and quality presence is crucial for overall success.

The administration must determine the necessary facilities for the school. Resources like student admission, attendance registers, inventory books and teacher registers should be reviewed to plan for acquisition and use. Time management is also crucial to prevent waste. The school calendar, timetable

and class timetable can be utilized to schedule the programs, curricular and co-curricular activities. These records aid in planning, coordinating, controlling and organizing school activities.

Student and staff personnel services include providing teachers’ office accommodation and students’ classroom accommodation, as well as monitoring the attendance and movement of teachers and students during school periods. Additionally, control and modification of students’ and staff behaviour is important. It is administratively relevant to keep records such as students attendance register, staff time book, staff movement book, students class records book, teachers class record book, corporal punishment book, staff personal file, and students personal file. According to Akube (1991), when individuals know that records are being kept about them, they are more likely to be careful in their behaviour. Government regulations on course content, curriculum, personnel, time, educational institutions, methodology, funding, and facilities required are also crucial to school management.

Within schools, there are various laws and policies that must be adhered to. This includes the education law and the National Policy on education which should be kept on site. Proper financial management is crucial to reduce the risk of fraud, overspending, or financial waste. Essential documents that aid in financial management include the cash book, bank account book, cheque book, account ledger, and receipts for payments. Effective instruction can be achieved by maintaining records such as lesson plans, scheme of work, and the record of work. By reviewing these records, teacher activities can be monitored and controlled. Teachers can also receive appropriate advice, praise, encouragement, and direction when necessary.

(v) The school should maintain effective interpersonal relationships with the community and external agencies. This can be achieved through the use of

records such as the visitors book, Parent-Teachers Association minute book, and Board of Governor’s book. These records serve as reference points for fostering good relationships between the school and external bodies. They can aid in understanding their needs and conveying the needs of the school to them.

Furthermore, it is recommended that school records not only serve as a management tool but are also effectively managed. School and classroom administrators must develop a positive attitude towards record keeping to ensure that all records are properly kept. Lack of commitment on the part of administrators can result in some records being poorly kept or not kept at all, rendering them ineffective.

Many schools, including government-owned ones, do not have copies of education law and national policy on education in their possession. Edem (1982) argues that records should be viewed as a tool for achieving school objectives rather than a meaningless ritual. As a result, teachers must understand the process of record-keeping. School seminars on record-keeping should be held, and samples of all records made available for teachers to view. This would allow younger teachers to handle and review critical records such as log-books and punishment books that are typically kept by the school's office.

It is important for teachers to learn about modern methods of record keeping using information technology. Record keeping must be honest, accurate, safe, and confidential; falsified records will compromise the accuracy of planning and hinder educational development. It is the responsibility of government and school authorities to provide necessary facilities for record keeping such as record books, files, and audio-visual equipment in sufficient quantity. Additionally, storage facilities should be provided to prevent theft,

mutilation, destruction, or access by unauthorized persons in all schools.

In summary, the purpose of school records is to improve the efficiency of secondary school administrators. Proper maintenance and utilization of these records ease the execution of management functions. Additionally, school records encourage teachers and students to take their responsibilities seriously and work diligently towards accomplishing educational objectives.