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Types of school records:

Records are again essential for furnishing the Department of Education with an overall picture of the school, which is based on facts and figures. These data are utilised for planning future programmes in budgetary form. A school has to maintain computer records of each student. These records will reveal progress that each student has made and also show the weakness and strengths of the educational programme. Where computer facility is not available these records can be prepared manually with the assistance of teacher and administrative staff. The records can broadly be classified under the following six headings:

(ii) Records of Teachers 1.


Service book:
Service Book is an essential part of the documents of a employee. It is the soul of all the service of an employee. Every major activity or event related to service of an employee is entered here in the service book. It goes throughout all the service of a non-gazetted employee. It is necessary that there must be made two copies of the service book. 1st copy must be in the custody of the head of the office and the other be handed over to the individual. Theindividual should refresh the service after every year or at the time of his/her transfer.


Whenever an individual enters into Govt service as non-gazetted, it is necessary to maintain his service book. It is necessary that the service book be bind in a well manner as it has to go with the individual throughout his/her service. On the first page the individuals bio data is entered. Thumb impression is very necessary on this page and at the end of this page the head of the office must sign.

4. Entries into the Pages of the Service Book

5. Fist of all I would like to mention the entries on the left page of the service book. The entry of the annual increment also entered at this page showing the amount of the increment and the present total basic pay. If the individual is promoted then the entry of the same is also made at this page also showing the new pay fixed in new pay scale. The entries of the advance increments and any other entry related to his/her pay is made at this page. 6.

7. 8.

The entries regarding increments, and fixation of pay should be based on the Increment Certificates, and Pay fixation statements. The declaration of the Government servant electing the new scale of Pay and the statement showing the fixation of his initial pay in the relevant scale in support of the entry in the service book should be pasted in the service book. The declaration of Home-Town for purpose of Leave Travel Concession duly accepted by the competent authority should be pasted in the service book. The Head of Office should show the service book to each Government servant under his administrative control every year, and obtain his signature therein in token of his having inspected

the service book. A certificate to the effect that he has done so in repect of the preceding financial year should be submitted by him to his next superior by the end of every September.

9. The right page is for general entries

10. It is mostly for the service verification after every year. If the employee gets earned leave its entry is also made at this page. The entry of transfer/posting is also made at this page.

11. Cares to be taken with service book

12. Suppose an employee is transferred from an other institution to present institution on 10-08-2012, and the ex-institution verifies his service upto 10-08-2012, then the present institution must verify his/her service wef 11-08-2012 whether he join the present institution on 11-08-2012 or later for the benefit of the employee. This mistake may cause a trouble for the employee at the time of his/her retirement. 13. The service book must verify after 5 years from the CMA or District Account Officer. When ever an employee transfers to other place his/her service also be verified from the concerned CMA or District Account Officer.

2. Attendance register:

3. Leave register 4. Register of private tuitions of teacher 5. Confidential record:

6. Teacher's diary: Since 1961, Pirongs' dedication to quality and design has become renowned and helped us earn the trust and respect of hundreds of thousands of loyal customers, many of whom return to us year after year throughout their teaching career for their school diaries, mid year diaries and educational diaries. All our Academic Diaries cover the educational year 2013-2014 and are designed for school, college or university use.

Teachers' Planner
In addition to our Academic Diary selection, we now offer a comprehensive range of high quality Teachers' Planners. These have tough hard board baladek covers and are bound with thick gauge wire to ensure they won't let you down. Twelve versions are available including Primary Teachers' Planners. All have a plastic pocket bound in at the back and come in a choice of ten colours. Our Teacher Planners are largely undated except for some calendarial pages in the front page sections

(iii) Records of Pupils 1. Attendance register:

2. School leaving certificate:

A Leaving Certificate, High School Leaving Certificate or School Leaving Certificate is a document signifying that the holder has fulfilled any secondary education requirements of their locality, often including the passage of a final qualification examination.

3. Cumulative record card: The cumulative Record card of a student is needed for the following important points. To give a complete picture of a pupil's all round progress in different areas i.e. physical, academic, moral, social and health. To assess the child, his potentialities, interest, aptitude and talents.

To provide proper guidance and counselling taking into consideration of students curricular and co- curricular achievements. To help parents and teachers in the placement of pupil after the completion of schooling /study. Content of a Cumulative Record Card (CRC) The cumulative record card records the following information regarding different aspects of pupils development. Personal data Personal data give introductory information about a child like his name, sex, date of birth, age, permanent address, parents name and family background. Academic data It deals with the information about the previous schools attended earlier, present grade or class, roll number, examinations appeared, results, division and percentage of marks in each examination failures, percentage of attendance etc. Health data It reveals information regarding height, weight, blood pressure, communicable diseases if any, treatments given, food habits, exercise parental disease if any, care taken if handicap etc.

Co-curricular activities data the child's participation in different co-curricular activities, leadership qualities, certificates awarded, prizes and medals received are recorded in it. Personality characteristics this reveals the psychological aspects like intellectual ability self- confidence, emotional stability, leadership qualities, tolerance, initiative and sense of responsibility etc. Record of counselling and guidance the problems found with the child, date of interview, reasons discovered, remedial measures taken, following programmes etc. are mentioned in the card. General over all Remarks General remarks by the class teacher and Headmaster on the performance and talents of the pupil.

4. Admission record:
Record date of admission (and in some cases re-admission), a childs full name, date of birth, address, the name of a parent or guardian, the last school attended, whether they were exempted from religious instruction, the date of their last attendance and the cause of leaving. These registers can also include an index of pupil names. There is often duplication between volumes, and it is common, therefore, for covering dates to overlap.

Each school district shall maintain indefinitely all mandatory permanent pupil records or an exact copy thereof for every pupil who was enrolled in a school program within said district. The mandatory permanent pupil record or a copy thereof shall be forwarded by the sending district upon request of the public or private school in which the student had enrolled or intends to enroll. These records are usually complied in the elementary and secondary cumulative record (the cum). They are also complied in the SIS database. If all the required information is not included in the cumulative record, then other records containing the mandatory permanent information must be maintained with the cumulative record and stored at the school until a uniform documentation system for maintaining and releasing information contained in this important student documentation. Such records must include: a) Legal name of the pupil b) Date of birth

c) Method of verification of birth d) Sex of pupil e) Place of birth f) Name and address of parent (or guardian) of minor pupil. g) Address of minor pupil if different than above. h) An annual verification of the name of the parent and the residence of the pupil. (This may be done with the emergency card, and updated in SIS) i) Entering and leaving date for each school year and for any, summer session/intersession or other intersession. j) Subject taken during each year, semester, summer session/intersession or other intersession. k) If marks are given, the mark should be kept and progress toward meeting grade level standards recorded. l) Verification of or exemption from required immunizations. m) Related Master Plan student documents 5. Performance record:
Keep track of students' grades with this convenient and customizable sheet. Tailor the PDF to your teaching needs by typing in the highlighted fields before printing. New teachers will find this printable particularly valuable when learning new classroom management methods.
The performance record is kept throughout the appraisal period (typically one year), during which the supervisor observes and provides behavioral feedback on the performance of the student, focusing on helping the student to achieve successful performance. At the end of the appraisal period, and in collaboration with the student, the supervisor uses the performance record to generate an overall rating of performance that can be used by the human resources department for promotions.

Punishment registers
Record the date, name of child, offence, how punished, class number and in some cases the signature of the teacher. These registers often only cover certain classes in the schools, leading to overlapping dates.

(vi) Financial Records" (1) Daily cash book:

A Cash Book is a ledger that is used to keep the record of income and expenditure. Usually the cash book of FGEIs (C/G) schools and many other departments is maintained month wise. Each page is for one month. On the left sideincomes during the month are shown while the right side is for expenditures during the same month. I have made the maintenance of Cash Book easy with the help of excel sheet. All the formulas have been put there. You just need to enter the incomes and expenditures and all the calculations will be made automatically

incomes in Cash Book

The right page is for incomes entry. Just enter the income in the column of Cash Rs. and Bank Rs.. Then you can distribute the main amount according to their categories.

Expenditures in Cash Book

The right page is for expenditures. As explained in income page just in the same way enter the expenditures at this page. All the calculations will be made automatically just mention the Balance as per bank statement that is obtained by the bank statement slip. Some times there is difference in Bank Statement Balance and Cash Book Balance. This difference is due to the non credibility or non debit a certain amount by the bank. This mostly happens when we deposit/issue a crosscheque in bank and the cross cheque takes a time to be credited or debited. Suppose you have deposited a chequeof Rs. 2000/- and the bank not yet credited it then you will just write at the end, A sum of Rs. 2000/ - vide RV No. even dated even has not yet been credited by the bank. In the same way if you issued a cheque of Rs. 2000/- and the bank has not yet debited it then you will write, A sum of Rs. 2000/ - vide PV NO even dated even has not yet been debited by the bank. The heading of this line will be Reason for Variation. Here is an important thing while you make entries in the cash book. When you complete the one month cash book, just copy the same sheet and copy the balance as per cash book row and paste it special Special Paste into the BBF (Balance Brought Forward) row. In this way the formula will not be disturbed.

(2) Ledger:
. A book to which the record of accounts is transferred as final entry from original postings. A ledger

is the principal book or computer file for recording and totaling monetary transactions

by account, with debits and credits in separate columns and a beginning balance and ending balance for each account The ledger is a permanent summary of all amounts entered in supporting journals which list individual transactions by date. Every transaction flows from a journal to one or more ledgers. A company's financial [2] statements are generated from summary totals in the ledgers. Ledgers include: Sales ledger, records accounts receivable. This ledger consists of the financial transactions made by customers to the company. Purchase ledger records money spent for purchasing by the company.

General ledger representing the 5 main account types: assets, liabilities, income, expenses, and equity.

For every debit recorded in a ledger, there must be a corresponding credit so that the debits equal the credits in the grand totals

(3) Contingency register:

(4) Register of fee collection

(5) Register of donations received.:

A charity should keep a record of all donations received, whether a tax receipt is issued for them or not, in a Cash Receipts Journal or in a computerized accounting program. The record should include: the donors name and address; the date of the donation; the amount of the donation; the amount for which a tax receipt can be issued (eligible amount), if this is different from the donation amount; whether or not a tax receipt was issued; if a tax receipt was issued, the number of the tax receipt; and the purpose of the donation.