School records and registers

 Records and registers

 1. Admission Register:

It is a record of all the pupils who arc 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. 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) Dale of withdrawal or migration from the school.

2.  Pupil’s 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 (he school hour. Entries should be made in ink. Blanks should not be left. Students who remain absent from the school without leave for fifteen consecutive attendance is struck off from the rolls. Holidays are marked in red ink. Monthly fees and fines are collected from the pupils in this register.

3. 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, (he U.N.O. day, Independence Day, Republic Day, Birthday of eminent persons etc.

4.  Cash Book:

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 salaries of the teachers, 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.

5.  Stock 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.

How to keep records and register

1. Stock list for register

2. Particulars on outer cover of each record.

3. Number the page currectly- red ink or number machine.

4. Alternations and overwriting should not be permitted.

5. First page should certified by the Head.

6. Never open new volume of register every year if the previous volume contains blank pages.