School Registers and Records - 16
School Registers and Records - 16
School Registers and Records - 16
Purpose
The purpose of school registers and records is to better organise record keeping and
ensure there is an efficient system for keeping and passing on information.
Responsibility
The Head Teacher has the overall responsibility to keep, check and sign all the registers
required.
The Head Teacher has overall responsibility for the control of all school equipment and
stocks of textbooks and stationery.
Teachers are responsible for maintaining the Attendance Registers for their classes.
Each teacher is responsible for returning all textbooks and unused stationery at the end of
each school year.
Policy
All Registers, Account Books, School Log Book/Diary and the Stock Book remain the
property of the school and are not to be removed from the school.
Student.files are to be kept at the school they are attending and sent on to their new school
. when they transfer.
Admission Register: Each Head Teacher shall keep an Admission book to record the
names and ages of all students entering the school for the first time.
Student Files: There should be a file kept on each student, containing basic information
such as family details, birth certificate, copies of academic performance reports, health
reports, and student transfer card.
Attendance Register: Each teacher shall keep a daily Register of attendance of all pupils
in their class. It shall be kept in the classroom and made available for the Head Teacher
and authorised visitors to check.
Teachers' Files: These should contain personal details, reports, level of education etc, not
confidential information.
Staff Register: The Head Teacher shall keep in hislher office a Register of teachers'
attendance. Each teacher is to sign the Register when they start and finish work each day.
School LoglDiary: The Head Teacher shall keep in hislher office a School Log I Diary
book to record important happenings every week.
School Accounts Book: Refer to the section on monitoring school accounts, in the
procedure "Planning and Budgeting for Schools".
Procedure
Admission Register
The Admission Register is a record of all children who have entered and left the
All pupils should have their names registered in the Admissions Register.
All pupils should be enrolled from the beginning ofthe school year.
No pupil should be enrolled after the beginning of the school year unless there is
good reason sueD as the transfer of the parent.
Children entering Year One should be six years of age before the start of the first
.i the year.
birth cert
The main enrolment details are recorded by the Head of the first school the child attends.
On transfer, the second Head will bring the card up to date as indicated in the lower part
of the emolment side.
The reverse side of the card has a record ofa child's progress through Years 1-6. It should
be completed at the start of every school year.
It is most important that-Heads remember to forward the card with the child when
they transfer to another school.
TRANSFER INFORMATION
This card must be passed on with the child whenever the child changes to a different Primary SchooL The new school's
must complete the infonnation below.
First Transfer
This child was enrolled into Year. .. ....... At .....
Admission
Second Transfer
This child was enrolled into Year... . .......... At ........................ .
Admission
Third Transfer
This child was enrolled into Year...................... . . .......... At ...... .
Admission
(This side is to be completed at the start of each school year) PLEASE USE BLOCK LETTERS
FULL NAME OF CHILD: ......... ................... .
First Name Family Name
THIS CARD IS TO BE KEPT SAFELY BY THE HEAD TEACHER AND FORWARDED WITH THE CHILD WHEN
TRANSFERS TO ANOTHER PRIMARY SCHOOL.
l T __
dO
Health Certificates and Medical Records
Medical inspections of children are made every year by tearns from the Ministry of
Health's MCH Clinic.
Each child in Year 1 and Year 6 is given both an inspection and a vaccination. Details of
the inspection are recorded by the team on a Medical form which is then kept at school, in
the student's file. If a child transfers to another school, this form should be
forwarded together with the Transfer and Identity Card.
Before the medical team visits, parents should be informed so that they can be present for
the inspection ifthey wish .. In any case it is good practice to obtain permission for the
inspection and the Ministry of Health provides a form in English and French for this
purpose. A copy ofthis form appears below.
CENTRE:
Sex Village
Sexe
Delivery
Accouchement
Date 1 2
B.C.G.
D.P.T.I D.T.
Polio
Measles
HEP. B.
The names of all pupils must be in the Attendance Registers. Keep registers in a safe
place and protect them from wear by covering them or strengthening them. It will help
Heads when they come to supply statistical information if an 'F' is placed against the
names of girls and/or an 'M' next to boys names. It is then easier to count up the numbers
of boys and girls in each class. So that there can be no doubt about the identity of
children with similar names, it is good practice to put the child's admission number next
to the name. The child's date of-birth should also be recorded. From this date Heads and
teachers can calculate the age of each child at the beginning of January.
Teachers should mark registers in ink at the beginning of the morning and afternoon
sessions. All teachers in the same school should mark the registers in the same style. The
following is suggested:
Present in the morning leave blank
Present in the afternoon leave blank
Absent in the morning
Absent in the afternoon,
Absent all day +
Put the totids for each session at the foot of the column. It is a good habit to do this at the
end of every session - that way you take account of later comers.
Calculate totals and % absences monthly and have them checked and signed by the Head.
At the end of each year the Head Teacher signs all the class Registers of Attendance.
In an exercise book, rule columns for date, name, morning and afternoon attendance and
reasons for absence.
Each teacher is to sign the register every day. The Head Teacher checks and signs at the
end of each month and notifies the PEO of unapproved absences.
When stock is received it should be recorded in the stock-book. Text books must be
stamped with the school stamp when they are received.
All items issued to teachers should be signed for. Items worn-out can be "written off' I
discarded with proper approval by the PEO. When stock leaves the school or is
discarded, that should be recorded in the stock-book.
:,
Two different page layouts are recommended for the stock book:
1. For items which are returnable, like text books, and permanent prc)peIi(
of the school, like furniture and equipment;
2. For non-returnable items like stationery.
1. Non-consumable items
This stock book page is for text books and other items which may be returned to the
office, or for furniture and equipment. Each item has its own page.
1.1.99 5 Stock-take
10.2.99 CDU 20 25
..
TakingHfe school inventory
At the end of each year all returnable items should be returned to inventory. The Head
Teacher should physically check each classroom and with each teacher to ensure all
outstanding items, especially text books are returned.
A physical stock-take (count of items) should then be carried out. Record the amount of
stock on the stock control sheet alongside the date of the stock-take and write "Stock-
take" in column "h".
Receiving Stock
Whenever new stock is received the details must be recorded in the following columns:
• Record the date the stock was received in column "a".
• Record who the stock came from in column "b".
• Record how much stock was received in column "c".
• Add the quantity of new stock (column "c") to the previous balance and write the new
balance in column "f'.
• Sign in column "g" to authorise the entry.
Issuing Stock
Whenever stock is issued to someone the details must be recorded in the book in the
following columns: .
• Record the date the stock was issued in column "a"
• Record the name ofthe person the stock was issued to in column "d"
• Record how much stock was issued in column "e"
Vanuatu P~imary School Head Teachers' Manual 53
.. Subtract the quantity of stock issued (column "e") from the previous balance in
column "f' and write the new balance in column "f'.
.. The person who receives the stock should sign in column "g" to verify they received
it.
2. Consumable items
This is the stock book page for stationery and other small items. Each item has one line
on the page.
Write the opening stock in the first column. When some are issued, draw a diagonal line
across the column - write the amount issued and the date in the top left comer and the
remaining stock in the bottom right of the block.
Stationery
2/2/00 53
212/00 20 5
Every school should have a log book to record the 'life' of the school week by week. Use
it to record events such as:-
.. School holidays
.. School functions (sports-days, Concerts, sales etc)
.. Visits by outside people
.. Dates of examinations
.. Schoo I outings
.. Repairs and improvements
54 V:anuatu Primary School Head Teachers' Manual
.. Anything which is not part of the regular pattern of school life.
Use an exercise book or similar. Entries don't need to be long. Here is an example.
Visitor's Book
A visitor's book records the names of visitors to a school together with any comment that
they might wish to make. Use a ruled exercise book or similar. Here is an example of
entries:-
Accident Book
Keep a.careful record of any accidents which happen to either children or members of
staff while they are on the school premises. Describe what caused the accident, describe
any injuries caused and say what action (first-aid, sent to local medical post) was taken.
Always record dates and times.
Routine correspondence is best kept in a separate file. Cardboard files are not expensive
and Heads should not need many. A file might be opened for:-
.. Ministry circulars received
.. Letters received
.. Syllabus details
When letters are written by the Head, it is a good idea to keep a copy in case of an enquiry
at a later date. A simple but effective way to do this is to obtain a notebook with
numbered pages and a carbon paper. When correspondence is answered, a note can be
made on the original that the reply is to be found on Page x ofthe reply book. A similar
book can be used to keep copies of correspondence started by the Head.
It is a good habit to put letters in a file as soon as they are received. Letters left on tables,
or put inside books often get lost.
Vanuatu Primary School Head Teachers' Manual 55
Records of children's work
This book is often combined with the Mark Book and will note as many aspects of a
child's life at school as possible. It should contain assessments of individual strengths and
weaknesses as well as comments on behaviour and attitude to school.