Over time, Nigerian college directors, particularly, the lslamiyyah colleges had paid Lip providers to the right preserving of information. All these colleges do is solely educate and graduate college students. Nonetheless as noticed by NTI, (2000:12) in 1964, a headmaster of 1 main college in our neighboring Bauchi State was confronted with one critical expertise. A kind containing many questionnaires about one of many outdated pupils of the college who was nominated to be appointed because the chairman of the Federal Public Service Commissioner was given to him to finish. The pupil graduated a few years earlier than the headmaster even went to main college. Due to this fact, the headmaster didn’t know the person personally and didn’t know what to put in writing about him.
The one answer accessible to the headmaster was to show to the college information. The college information confirmed the 12 months the pupil was admitted, the 12 months he handed out, the information of his good tutorial efficiency, information of annual prizes given to the pupil amongst others.
It was these information that helped the headmaster to accurately and precisely crammed the shape that assisted the individual to be efficiently appointed.
DEFINITION OF CONCEPTS
Faculty information preserving: This idea in line with NTI (2000:12) is the historical past of the college stored systematically. Which means that the systematic progress of the college at varied time limits must be completely recorded and stored by college directors. it’s the genuine register of devices of officers accounts of transaction or accurance that are preserved within the colleges workplace (Olanrewaju 200S).
Aleiyideino SC et al (202) outlined document as a written assertion a couple of occurring. Faculty document preserving in line with these students are information that give a whole lot of details about the college that may allow the authority to take choices and asses the progress of the college. Head of Faculty shall seek advice from each head instructor and principal.
Pupil: It shall be used to seek advice from each pupils and college students. These information in line with Dibu-Ojerinde,00 and Tukur(ed) (2005:21) categorised college information into (a) Statutory Information (b) Tutorial Information (c) Finance Information (d) Employees Document(e) Basic Information.
Additionally linking Muslim colleges to the class of voluntary companies enthusiastic about instructional growth, Eke, et al (2000:46) defined that the Izalatil bid’a Wa Iqamatis Sunnah group, the Jama’atu Nasrul Islam, is the Islamic Belief of Nigeria (ITN) amongst others have contributed immensely not solely to the event of schooling but in addition to correct college information preserving in Nigeria. Right here cognitive and efficient domains are extremely exhibited in contrast to public colleges that cope with solely cognitive area.
It’s in mild of the above that we’re going to focus on the classification of college information as listed by Dibu-Ojerinde 0.0 and Tukur H.as follows:
A). STATUTORY RECORDS
1. ADMISSION REGISTER
This can be a register of admission, progress and withdrawal of scholars, it ought to comprise the next particulars concerning the admitted college students.
(a) Admission quantity (b) Title in full (c) Intercourse (d) Title and deal with of father or mother/guardians (e) Day Month and 12 months of beginning (f) Earlier college attended (g) Final class learn (h) Day, month, class, of admission (i) Information of progress (j) date of leaving college (okay) Motive for leaving and so on (1) Switch certificates quantity.
All of the entries needs to be hand-written and corrections needs to be made in such a means that the unique entry and the correction are each clearly distinguished. It needs to be stored for not lower than fifteen (15) years from the date of final entry.
2. ATTENDANCE REGISTER.
That is register that’s stored for every class containing the particulars in respect of each pupil till such pupil leaves the college. College students‘ common attendance or in any other case might be traced right here simply, it ought to comprise (a) Admission quantity (b) Title in full, certain identify first and so on.
3. LOG BOOK.
This guide comprises information of necessary occasions occurring within the college. The historical past of the college might be compiled from this document. It needs to be stored underneath lock and key.
4. VISITORS BOOK
This can be a document displaying names, deal with of all necessary guests to the college in addition to the aim of such go to.
5. PUNISHMENT BOOK
The schooling legislation permits solely the pinnacle of college or his consultant to inflict corporal punishment on erring college students. A correct reoord is stored containing (a) The identify of the offender (b) The date of such punishment (c) The character of offence (d) the one who administered the punishment and so on.
This document helps to guard the lecturers in opposition to aggrieved dad and mom. It may well function witness for the college to hint the development of such college students.
6. EDUCATION LAW
The college ought to maintain Schooling Legislation with its laws to help the college in working in step with such laws.
7 NATIONAL POLICY ON EDUCATION
Every college will need to have a duplicate of the Nationwide coverage on Schooling.
8, INSPECTION REPORT FILE
This can be a document containing the studies of visits to the college by inspectors because it helps throughout follow-up inspections.
9. STAFF DUTY BOOK.
This can be a document that reveals a quick report of happenings within the college on each day foundation. In secondary colleges, the perfects additionally write each day report in prefect obligation guide.
10. MINUTES OF MEETING BOOK
There needs to be a tough cowl guide for use for recording of minutes of assembly for simple reference to the choices taken in conferences.
B). ACADEMIC RECORD
i) Permitted copy of syllabus
ii) Tutorial Syllabus recordsdata
1. APPROVED SYLLABUS:
Tutorial programme of establishments are based mostly on authorized syllabus of the course to be run, it may very well be main college syllabus, NTI syllabus for lecturers faculties, WAEC/NECO syllabus and so on. the college want a syllabus to comply with.
2. SCHEME OF WORK
That is the facet that breakdown the syllabus into educating items. It’s damaged down into matters, efficiency targets, and so on. lit needs to be stored by each instructor to be marked and endorsed by the headmaster.
3. RECORD OF WORK BOOK
This facet additional break down the scheme of labor into weekly information of what the instructor has taught. It needs to be stored by lecturers and cheeked and endorsed by the headmaster.
4. LESSON NOTE BOOK
One could name it lesson plan, it’s like the location plan for the architect. It’s ready so that you simply comply with it with out forgetting a course of. it reduces your power of remembering the subsequent step to do whereas educating. It ought to comprise matter, date, time of the day, period of the lesson, age, intercourse, and sophistication. Others consists of: goals and goal, earlier data introduction, presentation analysis and conclusion.
5. MARKS BOOKS
That is utilized in compiling continues evaluation (CA) document. It’s used to construct up CA as it’s both on weekly, fortnightly or month-to-month because the case could also be.
6. CONTINUOUS ASSESSMENT DOSSIER/REPORT SHEET
Faculties used C.A file for examination information for each pupil. Two copies are wanted for a pupil, one for the college and one other one for the scholar. It ought to comprise cognitive, affective and psychomotor domains of the scholar.
7. SCHOOL TIME TABLE
This reveals the each day actions of the college, class by class, interval by interval and the names of lecturers dealing with them. It sums up the variety of interval allotted to a topic and the variety of topics arid intervals taught by a instructor in every week.
8. LESSON ATTENDANCE REGISTER
It’s stored by the category captain of every topic to be signed on the finish of the interval by lecturers. It may well cheek lecturers who don’t go to courses as and when due
9. TRANSFER CERTIFICATE
That is in a booklet kind issued to college students who go away the college earlier than attending to the terminal class. It helps each the college releasing the scholars and the faculties receiving college students.
10. LEAVING CERTIFICATE
Unclaimed certificates testimonials and so on needs to be stored underneath key and luck
11. FILES FOR ACADEMIC RECORDS OF DIFFERENT SUBJECT MATTERS NEED TO BE KEPT
C). FINANCE RECORD
The college wants account information reminiscent of:
i. Wage and fee voucher:- these are stored in labeled recordsdata to indicate wage fee and different funds made within the college.
it Faculty charges register:- It’s stored to present the monetary transactions within the college. It offers details about earnings and expenditure gadgets. It promotes accountability and prevents corrupt and sharp practices.
iii. Charges receipts:- It’s issued to college students as they pay charges whereas the duplicates is stored for auditor and inspectors.
iv. Money Ebook:- It reveals the receipts and funds of the college.
v. Ledger Ebook:- It’s used to document all of the debit and credit score transacts of the college.
vi. Financial institution Reconciliation to Reconcile the Faculty Transaction with the financial institution (to return into settlement)
vii. Inventory Ebook:- It’s used to maintain the stock of the landed property and different belongings of the college with liabilities proven.
viii. I.O.U Ebook:- That is used to service quick time period monetary help to employees, payable on fee of wage.
D). STAFF RECORDS:
i. Employees Time Ebook:- That is for employees attendance, it reveals the tune every employees come to high school (late corners cab be simply detected)
ii. Employees motion Ebook:- That is the document that point out when employees transfer out of the college throughout college hours and after they returned.
iii. Employees Confidential Report: (ANNUAL EVALUATION REPORT FORM-APER FORM) That is used for employees promotion and reward.
iv. Employees Information: Every member of employees ought to have a private file, which comprise the document of service with correct references.
v. Employees Listing:- Listing of employees suppose to be stored together with the college group.
vi. Information on Material within the accounts must be stored
E). EJGENERAL RECORDS:
A faculty additionally want the next information:
i. Mother and father Academics Affiliation Minutes guide
ii. Mother and father Academics Affiliation Account Ebook
iii. Board of Administrators minutes Books
iv. Suggestion recordsdata and Field
v. Instruction Ebook or Inside Round File
vi. Correspondence Information on varied Topics
IMPORTANCE OF RECORD KEEPING IN THE SCHOOLS
The significance of document preserving in colleges in line with Olgboye Cited in Olararenwaji I.T (2009:1) and Dibu Ojermde and Tukur (ed) (2005:27), embody;
1. It tells the historical past of the college
2. It facilitates continuity within the college administration
3. It facilitates and improve the supply of efficient steerage and counseling service for college students within the social profession domains
4. Offers info wanted on ex-students by increased and different associated establishment and employers of labour for admission or placement.
5. Facilitate the provision of data to oldsters or guardians for efficient monitoring of the progress of their kids at school or efficiency.
6. Offers knowledge wanted for planning and resolution making by college authority
7. Present‘ a foundation for the target evaluation of the state of educating and studying within the college, together with employees and college students efficiency by supervisors and inspectors.
8. Present info for the college neighborhood, most people, employers, researchers for the development of information.
9. It ensures that the headmaster retains strictly to the schooling laws.
10. Faculty information can be utilized as reference supplies for each the lecturers and the directors.
ABUSES OF SCHOOL RECORDS
A while in line with Aleiyideino, Sc et a! (2000:79) some college abuse information preserving by:
1. Non availability of information:- They don’t maintain such information and can’t produce identical when the necessity come up.
2. Drawback of storage:- Some college have these information however aren’t correctly saved in line with subject material.
3. Ignorance on the a part of head lecturers:- Some head lecturers aren’t even conscious of the significance of information preserving at school or easy methods to even maintain these information.
4. Poor Supervision by Head instructor or supervisor:- Some Head lecturers don’t maintain information as a result of no physique request for such information.
5. If the knowledge given are false or incomplete, it can not give us correct info wanted.
Which means that we should know the significance of preserving information and with truthful and full info This may allow our colleges to be updated and reply to any query or fill any kind about our faculty with out difficulties.
Olanrewaju, I.T (2008) Significance of Document preserving In Faculty” being Paper Offered to the Division of PHE College of Ilorin PP 1-10.
2. Aleiyideini, SC et al (2002)”Document Protecting” in NTI (2002) Faculty Administration Course Ebook On Schooling pp 69-78
3. Eke E(2000)”Faculty Administration and Administration” In NTI (2000) schooling Cycle 4. PP 12-13
4. Dibu Ojerinde, 0.0 and Tukur, H (2005) “Document Protecting” Inspection handbook in NTI PGDE by DLS. PP2 1-27.