This ledger must be faithfully updated and produced using the guidelines provided.
The distribution of exercise books must follow the regulations set forth sometimes by the ministry of education.
STUDENTS’ ATTENDANCE REGISTERS
The Attendance Registers shall be marked every time the school meets however small the attendance may be, or even if no pupil is present, marking should be begin the first day of the school year and end on the last day therefore.
Unpunctuality should also be indicated “o”.
Adequate time for marking the register shall be provided in the timetable, according to the number of pupils on roll.
The maximum time allowed for marking registers is fifteen minutes in the morning and fifteen minutes in the afternoon.
The names of boys shall be entered separately from those of girls in the register. As far as possible, division or class/level registers shall be kept.
When a pupil has been absent from the school for three months without notification of withdrawal, an entry of the fact shall be made in the withdrawal column of the admission register and in the circumstances the pupil’s name shall not be re-written in the attendance register for the next term.
When a pupil has been withdrawn after notification of withdrawal is given by the parent or guardian in person or in writing, an adjustment shall be made at once in the attendance register by drawing a line in red ink from the last day the pupils shall be entered in the register of attendance according to divisions or classes/levels, preserving the same order throughout the year.
When a pupil’s name is placed on the attendance register any time after the commencement date of the term, a line in ink shall be drawn from the name across intervening columns to the column where the first attendance is marked. No vacant space is to be left on the register between any two names in the same class/level or division.
The register must be marked twice daily during the time set apart in the timetable for the purpose. The same must be done within half-hour of the opening of each session of school. In any case, in which, owning to heavy rains, the attendance is greatly reduced, a footnote shall be inserted [and initialed by the teacher] mentioning such rains.
After the register is closed no pupil’s attendance is to be recorded.
Presence must be marked with “/” and absence must be distinctly and clearly marked with an “o”.
There must be no blanks, no alterations, and no erasures: errors must be corrected by footnotes.
If after Registers are marked any pupil other than one at the preparatory level leaves the school less than two hours after the beginning of the morning session, the mark indicating presence must be cancelled by marking the “/” an “x”.
The Register must be original and not copied from sheets of paper with the object of keeping the Register clean or for any other reason.
Within the first half-hour of each session of the school, the number of attendances recorded on each page and the total number made by the whole school must be entered in the spaces provided on the Register. The number of attendances made by each pupil during the week must be entered every Friday afternoon, or last working session of the week, and the total attendances made by each pupil at the end term must be appropriately entered during the first month of the succeeding term.
In the case of nursery schools, the attendance of each child is recorded only once each day in the morning session.
On the occasion of a holiday/non-meeting of school, a line must be drawn down the whole length of the attendance column for the day; for longer periods “holidays” must be written across the column.
In schools situated on the banks of rivers and unapproachable by any public path, the marking of the Register for the morning session may be done within one hour after time fixed for the opening of that session.
Teachers are responsible for the accurate marking of the Registers but the general responsibility for the manner in which the Registers are kept shall remain with the Head.
12. The Whole-School Daily Attendance Data must be recorded at the back of one register, preferably that of the last grade. This register is referred to as the Mater Register.
Daily Attendance Data
Compiled on a daily basis and kept in an exercise book or ledger and on an Attendance Board.
Care must be exercised to ensure that the information is accurately recorded.
For multi-level schools, the data must be compiled separately, as per level.
In cases where the information is compiled by more than one person, each must sign against the information that he/she has recorded.
Whenever a holiday occurs during a school week, the entry must reflect same, e.g. Good Friday or Eid-ul-Adha.
When using the Attendance Register:
One should learn the names of the pupils and that it is arranged in alphabetical order from surname to first name.
The age at which the child started school. (Only two things are calculated the year and month.
The admission number of each pupil (learner).
One must learn the weekly totals being issued.
One must learn the difference between the absent and present tick when marking the register.
The name of the school.
The dates of birth.
The grade or year group.
The age of the learners at the end of the term.
One must learn that the first term ends in December (Christmas), the second term ends in April (Easter) and the third term ends in August. Each term ends on the last day of the month concern. Each is four months.
The number of learners in the class at any point in time.
The number of learners who were absent on a particular day/date…week, month, school year.
If the register has been checked and if so by whom.
The address of the learners.
The total attendance for each day, week, term and year.
The average daily attendance for each term.
The number of session in each week, term and year.
Note: A session is the period of time between assembly and dismissal. A session is referred to as a ‘meeting’ in the pupils’ attendance register each term and each year.
A double session is a period of time between assembly and usually about an hour after the normal time for dismissal. There is usually a short break about midway in order to allow learners and teachers to have a snack. The attendance is recorded twice for each learner.
The days on which they were holidays.
The number of holidays in each term and for the school year.
For each holiday a line is drawn through the middle (a line is/or drawn through each column (s) for that day.
The names of students/learners who have been withdrawn and also the date on which they were withdrawn. A red line is drawn from that day to the end of the term.
The date on which any new learner was added to the class. A horizontal blue line is drawn through the column next to the child’s name. The line begins at the beginning of the term and end of the day immediately before the day the child was admitted to the class.
A pencil should not be used in a pupils attendance register. All marks are considered as permanent. If a mistake/error is made an asterisk (*) is written next to the mistake then the asterisk is repeated at the bottom of the register and the correct entry is made next to it.
The use of white out, eraser or paste over or superimposition is prohibited.