THE PURPOSE FOR EACH RECORD/DOCUMENT 

WHOLE-SCHOOL RECORDS/DOCUMENTS

>To communicate information to other teachers. 

>To guide a substitute teacher.

>To inform self of what has been accomplished up to a certain point in time. 

> To give accountability for all school properties.

• Circular File -This file contains documents that are send directly from the chief education officer that provides information on the Ministry's policies on various professional administrative, financial and other related matters. These documents are included in the induction/orientation package for all recruits.

• Log Book -This book is written with entries by the headteacher based on all the activities the school is undergoing from the beginning of the year (beginning of the day-end of the day) to the end of the year Entries shall be made with respect to the following: 

-The beginning and closure of school term.

-change of teachers

-Repair/inspection of the school

-Absence and leave of staff members along with reason (assumption and resumption of duty) 

-Accidents or incidents occur at school 

-Departure of teacher/students during instructional hours

-Workshops/meetings/staff development sessions/ Activities at school etc.

• Staff Instruction Book - This book is used for general and specific instructions - to individuals or the entire staff on well advance activities that the school will be undergoing.

• Teachers' Attendance Register - This record is used to indicate teachers' regularity and punctuality at school. 

• Exercise Book Distribution Ledger - This ledger must be prepared using the prescribed format, and  muintainedfaithfully. Exercise books are to be distributed in accordance with the guidelines issued from time to time by the Ministry of Education. This is to given to the class teacher according to the enrollment per a class.

• Pupils' Admission and Withdrawal Register - This book or register of is consists of the  admission and withdrawal of pupil (learners) from the beginning or establishment of the school, that kept in the form prescribed and shall show the date of birth, and the position in the school and complete progress of every pupil; including those transferred from or to other schools, giving the dates and their respective divisions or year groups and/or grade, year by year. When a pupil is admitted his name and date of birth shall be entered at once in the Pupils' Admission and Withdrawal Register, and the necessary information are entered in each column, and when a pupil is withdrawn, the withdrawal column of this register shall at once be filled in with all the necessary information. Promotions are to be recorded faithfully, at the beginning of the academic year by a member of the administrative staff.

• Minutes of Meeting - There are various types of minutes book example. PTA minutes of meeting, staff minutes of meeting, etc. minutes must be submitted within seven (7) days after each meeting to the headteacher. This provide information on the goals made by the committee and keep record and give feedback whether it is accomplished or not.

• Misdemeanor Book - This record reflects the wrong doings by students/pupils which warrant disciplinary action, by the school administration. These offences must be reported to the headteacher who would rule on the type of disciplinary action to be administered. Entries must be made immediately after disciplinary action. 

• Appraisal Records - This document contains information/data based on the teachers performance termly and annual. This is done by the headteacher and supervision of the teachers supervisor. It is used to inform the selection of topics for the Staff Development Plan and to give focus to Clinical Supervision. Every supervisory encounter must be recorded and the data used to inform the appraisal process of the teacher. 

• Personal File - This document must contains personal information on each staff member of the school. It includes their bio-data, list-of-duties assigned to the teacher, a copy of appraisals, applications for leave and Any other relevant document concerning the teacher.

• Stock Book/ Ledger - This record helps to inform the administration about the items which remain in stock. Such items are those which when supplied are used up or consumed. It helps to monitor stock and to provide information to auditors or other government officials. 

• Emergency Drill Book - This must be conducted on a monthly basis. The whole school must be involved in each drill along with all teachers and learners. Each drill must be recorded using the prescribed format. 

CLASSROOM RECORDS/DOCUMENTS

>To ensure continuity of education through the school. 

>To provide teachers with information about the success (or failure) of teaching methods and materials. 

>To ensure continuity of education if children have to be transferred to other schools. 

>For diagnostic purposes such as identifying problem areas or learning difficulties. 

1. Lesson Plan - To inform subsequent planning. A Lesson plan is that document which outlines the purpose, sequence, time period intended to make learning possible during instruction. The resources and evaluation are also indicated. It is taken from units of work listed in the curriculum/ Scheme -of-Work. 

2. Record of work (Journal) - This document reflect work done, or explanations for not doing completing planned work for every week. Entries must be precise, concise, in the past tense, and made at the end of each week, topics, subtopics and examples should be included.

3. Class Timetable - Class time tables are used to guide the teachers on the amount of time to spend on particular subject areas or on projects. It also serves to mentally prepare the children for the up coming activity. When teachers work with time tables it helps to maintain a balance among the subjects taught across the curriculum areas. It helps teachers to meet curriculum requirements. 

4. Pupils' Attendance Register - This record is used to indicate pupils' regularity and punctuality at school and to give accountability for each child registered/ enrolled or withdrawal. 

5. Class log Book - To provide the head-teacher with an overall picture of achievement within the school and various classes. To chart students progress and achievement at each level/grade. Each Class Log must contain relevant bio and achievement data of every learner. It also serve as a Class Inventory. 

6. Student Medical Card - To inform stakeholders/interested parties eg. parents, educational personnel, head-teacher, medical personnel of relevant information about learners. 

7. Curriculum Guides/Scheme of work - To provide teachers with information about the teaching methods and materials along with the information to be taught to learners over a period of time. Teachers are forced to break down the content into small manageable chunks and students are allowed for a better opportunity for remembering the concepts taught. It helps teachers to meet the learners need and the curriculum requirements that reflect coverage of the three learning domains:- cognitive, psycho-motor anal affective.

8. Student Report Cards/ Booklet - To document effort and to make comparisons with self or with other students and to inform parents, on the achievement of the learner whether in their weakness and strength in various subject areas.