REGULATIONS GOVERNING THE USE AND MAINTENANCE OF WHOLE SCHOOL RECORDS

1. Teachers’ Attendance Register

  • The name of each staff member and his/her status must be recorded therein.

  • The entry of names must be reflective of a hierarchy.

  • In the attendance register each teacher must enter the time of his/her arrival at and departure from school in the morning and afternoon of each day (each entry must be made promptly).

  • If a teacher is absent the whole of a session, the Head, in his/her absence the Deputy Head, Senior . Master, or Teacher-in-Charge, must enter the word "absent" in the place for the time of arrival.

  • Teachers shall be in school (at least fifteen minutes before the commencement of each session).

  • A Headteacher who is absent from duty must report his/her absence in writing forthwith to the Head of Department of Education and must state the reason(s) for such absence.

  • Teachers must similarly report their absence in writing to the .Head teacher, or Teacher-in Charge.

2. Circular File

  • Circulars must be read; signed and dated by each staff member.

  • They are to be included in the induction/orientation package for all recruits since they provide information on the Ministry's policies on various professional administrative, financial other related matters.

Circulars can be identified by the following:

  • Circular No.

  • Reference No.

  • From

  • To:

  • Date:

  • Subject:

3. Students’ Admission and Withdrawal Register

  • The register of admission and withdrawal of pupil (learners) shall be 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 entered in each column.

  • When a pupil is withdrawn, the withdrawal column of this register shall at once be filled in with all the necessary information.

  • Promotions must also be recorded faithfully, at the beginning of the academic year by a member of the administrative staff.

4. Logbook

In the preparation of each Logbook, the prescribed format must be used.

  • Entries must be made on a daily basis.

  • No reflections or opinions of a general or personal character are to be entered in the Logbook.

  • ALL entries are to be promptly made.

  • Each log entry must be accompanied by the signature and status of the member of staff who made that entry.

5. List Of Duties

Master List of Duties

  • Reflects all duties to be performed by staff for the school to achieve its mission and objectives.

  • This list could be prepared on either a termly or yearly basis.

  • The Standard Operational Procedures, Work Plan, Calendar of Events, Desk Manuals, Orientation Booklet, Records and Documents to be kept by Schools, and task analysis for Teachers should serve as source documents for the preparation of the Master List of Duties

Individual List of Duties

  • From the Master List of Duties, individual lists are drawn up-two copies for each teacher.

  • Each teacher must sign and date his/her list- a copy of which must be kept in his/her personal file and the other given to him/her.


6. Misdemeanor Book

  • This record reflects wrongdoings by students/pupils which warrant disciplinary action, by the school administration.

  • Such 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 is administered/meted out.

  • The disciplinary action to be administered must be informed by the provisions in the Manual On The Maintenance OF Order And Discipline In Schools.

7. Minutes Of Meetings

· Staff Meetings

  • General Staff Meetings-Nursery, Primary, Secondary, Practical instruction Centre

  • Administrative Staff Meetings-Nursery, Primary, Secondary, Practical instruction Centre

  • Departmental Staff Meetings-Secondary, Practical instruction Centre

  • Divisional Staff Meetings-Primary

  • Year-Group Staff Meetings-Nursery

· Parent Teacher Association Meetings

  • Executive Committee

  • General Membership

  • Class, Grade, year-Group, Divisional or Departmental

  • General staff meetings must be held on a monthly basis.

  • Parent Teacher Association Meetings could be convened on a monthly or termly basis.

  • Administrative, Departmental Divisional and Year-Group meetings could be held fortnightly.

  • However, Ad hoc meetings could be convened.

  • Minutes must be submitted within seven (7) days after each meeting to the Headteacher.

  • These meetings must be documented using the prescribed format.

8. Staff Instruction Book

  • Instructions must be clear, specific and time bound

  • Instructions, as far as possible, should be given well in advance of the activity or required action.

  • Staff members addressed, must sign and date instructions.

·

9. Supervisory Chart

  • Reflects inventoried and non-inventoried positions (Head, Deputy, Seniors, Heads of Departments, Temporary Unqualified and Qualified Masters/Mistresses, Acting Teachers, Teacher Aides, Pupil Teachers’, etc.)

  • Reflects year-Groups/Divisions/Departments.

  • Is reflective of supervisory arrangements indicated on the Supervisory Schedules. NB: The Supervisory Charts must be conspicuously displayed in the school building.

10. Stock Book

  • Stock received for in school must be accounted for.

  • All consumable articles are to be recorded therein: chalk, cardboard, paste, etc.

  • Whenever any article is issued to anyone, he/she must immediately sign as having received the article.

11. Textbook Inventory

  • Textbooks in the school must be accounted for.

  • The inventory should be compiled as per subject area.

  • An annual audit must be done of textbooks and a report made to the Head of Department of Education or School Board

12. Absence Return

  • This is compiled on a monthly basis and recorded on the prescribed form for the Returns of Absences.

  • A copy of each month's Returns of Absences must be kept by each school.

  • This record must be prepared and submitted to the Department of Education not later than seven (7) days after the end of each month.

  • For a school (managed by a Board; such submissions must be made to the Board.

  • For teachers who are unpunctual for 30%, or more, of the total number of sessions for any month, a letter to the head of Department of Education (HODOE) or Board pointing out this fact must accompany the Returns of Absences.

  • The same must be done for any staff member who has overtaken his/her leave concessions, or who has taken unauthorized leave.