School records management manual

Username Password Lost Password? Learner Unit Record Information. It aims to provide the reader with an understanding of the use, purpose, management and maintenance of all SGB records, with the exception of financial records School Governing Body. Exam Space. Policy Documents. Notice Board. Online Forums. Upload Resources. Contact Us. Provision of empirical base for assessing school performance. Provision of reliable source for school history. Provision of information needed on ex-students by higher and other related institutions and employers of labour for admission and or placement.

Records provide a basis for the objective assessment of the state of teaching and learning in the school, including staff and students performance by supervisors and inspectors. Records ensure that the school heads keep strictly to the educational regulations.

School Record Management Each school has a responsibility to maintain its records and record keeping systems. Although schools will have their own methods of creating and keeping records and sharing information with staff, students, parents and the general public.

They should be aware that in doing so; they need to take account of matters such as: - The most efficient and effective way of storing records and information, in other words, paper of electronics forms. Effective management of school records by principals depends on certain management procedures and functions such as effective supervision, creation of records, effective leadership, monitoring, provision and training of adequate personnel, record-storage and retrieval, discipline and effective communication, delegation and duty, developing record keeping skills and motivation.

It is worthy to note that, the school records management system typically involves the following eight activities 1. Creation 2. Storage 3. Update 4. Retrieval 5. Use 6. Approval and retention 7. Achieving 8. Disposal Creation: Beginning a new record and starting to record data and information, for example creating a student record card for a new student. Storage: Keeping the records in an organized manner so they can be accessed by authorized people but kept secure from un-authorized access loss or damage.

Archiving: storing records so they can be later retrieved for use. Disposal: discarding, deleting or destroying a record. School records management system S. S has to involve various school staff to systematically record data and information about different aspects of the school operations.

They use specific, predesigned school records and follow procedures that are defined by school regulations and requirement. A good S. S is characterized by organized classification and filling of school records in a way that makes it easy to search, access, retrieve and use the recorded data and information. The aforementioned, makes it clear that efficient record-keeping is a semons professional duty.

It will be tantamount to sabotage for any individual in the school to mutilate fail to keep relevant school data. This action will be seen as undermining the collective effort of school management or government towards developing the nation, educational planning and administration will be handicapped when records are not properly kept or reported in the schools.

Storage and retrieval of school records The storing of a school record involves keeping it in a safe custody. Safe custody means records are kept in a place where they cannot be destroyed or damaged and only authorized persons have access to them. Retrieving of a record means any authorized persons will have access to a record at the time of need. Effective storage and retrieval methods will ensure that records are easily obtained whenever they are needed.

Records can be stored in files, stores, cupboards and cabinets, tables and drawers, computers and as displays on walls and notice boards. All these have their accompanying advantages and sis-advantages. The most commonly emphasized would include use of filling cabinets and computers.

Use of filing cabinets Filing cabinets have flat file drawers. Drawers contain metal devices to hold papers in place as well as alphabetical dividers. Filing is one of the important tasks in any school. If school records are not properly kept and filed so tha t they can be retrieved when needed, then they serve no useful function.

Filling cabinet in your school has a significant impact on the effectiveness of your school keeping system. Advantages of using filing cabinets - Documents are easily accessible if orderly arranged.

Computers Computers are the most modern and widely used machines in the storage and manipulation of information. Educational records can be inputted into the computers for future reference. Advantages of using computer to keep school records Computers can help to manage school records by storing information in a way that allows for rapid sorting, searching and retrieval of data.

It also provides storage facilities in form of C. There is high rate of turnover in record keeping using the computer. Keeping records with computer is joyful and pleasant the normal method which is very tasking.

In conclusion, it was observed that the records management has very high significant on student records as seen in the regression table. F Change of. There is adequate space for all 0 0. There is an appropriate 0 0. Student records are stored, and 0 0.

Student records are indexed 0 0. For 28rd item, it should be noted that 29 respondents agreed that the student records are stored,. In order for the system to perform as expected, the following system specification for hardware and software, security and operations are required.

During the analysis of the student records management system at Livingstone , the following methods were used to capture information about how the system is done, the data needed , and how it flows from one department to another ;.

The student process was operating manually with a registration form, which is filled by the potential resident and handed into the registrar. The registrar then receives the hard copies of the documents of the student and keeps only the hard copies without scanning them and have the soft copies. It was time consuming as students had to meet the registrar to hand in the hard copies. Students sometimes lost their forms like medical forms iii. Follow up of records was difficult because of paper files which is time consuming iv.

A lot of paper work. Mostly manually; it was captured on forms and stored in a file especially for newly student. By physically carrying the written information ii. It was verbal iii. It was by use of registration forms , student requests. When stored in large files information retrieval was difficult, since they are many students so it has to take some.

The problems encountered during the early stage of the project study were; The accessibility to the DVCAA was difficult by the nature of the administration, however later I was allowed to collect the information about the student records management. The staffs of Livingstone were afraid of the fact that their confidential information will be used by the administration and affect them by losing their jobs. Limited time due to confusion of doing two things at a time that is to say Dissertation and project and later confirmed to combine which affected a lot.

The application programs used were new to use, so it needed to learn first which consumed a lot of time. There shall no confusion and misallocation of resources since the system enforces standards and security. Student records are now easy to retrieve and update hence saving time iii.

Efficiency will be achieved of minimized data loss. Student Records management. The design of the student information management. Update eligibility list for placement Placement section. Update recruitment student information. Enter the faculty information Administrator. Update the college notifications. Student can access the information of the college, course details, subject details, faculty details,.

Capture the details of the student, faculty department, course and among others. All other users. It is fair to say that database play a critical role in almost all areas where computers are used,. A database is a logically coherent collection of data with some inherent.

A random assortment of data cannot correctly be referred to as a database. Defining a database involves specifying the data types, structures, and constraints of the. The database definition or descriptive information is. Application program accesses the database by sending. Table Grade. Calling on the students who are the main users of the system to use the system and find out if it.

Determining validation activities that is, details that will be required for each of the steps in the. This Screenshot shows the page of Students with different fields that needs to be filled and the information from the students as shown below. It is seen with the percentage of both strongly agree plus agree with the percentage of In reference to Sharapova who explained that all duplicates, multiple entries and irrelevant papers were removed; remaining papers were scanned for the information of interest.

Computerized Data Collection and Analysis. In reference to W. Takramah, W. America Journal of Software Engineering and Applications. Therefore, from my observation, they keep files of the students manually and further use. In reference to student records manual prepared by University of South Florida Office of the registrar , the creation and maintenance of records relating to the students of an institution are essential to managing, providing , controlling the student academic progress and measuring their achievement both institution after they leave the institution hence, the student record must be identifiable or identifiers that relate to a student include name, student ID, address , family member names a list of person characteristics.

This research was undertaken with the main objective to improve on the student records management system from the academic department, and allows the administrator to quickly to capture and record them to the department to departments, eliminate errors caused by sloppy handwriting, and also enable the retrieval of the history from the system.

This system has been able to improve time taken in the acquiring, capturing walking in office, congestion in office and among others, retrieve data stored in the data stores e. The fact that data is easily retrieved, time wastage is reduced and customers are served quickly.

This system requires less manpower to operate at the waiting and reception departments than the previously used manual system because the time taken to retrieve data is on average less than the time previously taken. This system increased on the accuracy in a number of areas: through data validation verification procedures, the system controls human errors to a minimum. Since the data is validated as it is entered human errors are greatly reduced.

The major limitation of the system is that, though processing has been computerized, input to the system is still manual. This means that not all the merits of a fully computerized system have been fully achieved. Therefore, information is an essential tool many schools and other organization use to advance decision making. When population of student in a school is less than a hundred, the manual system can work perfectly but it is not the best method of managing records of students.

The manual and disintegrated electronic systems have numerous disadvantages because these methods of capturing and managing data about students are prone to data inconsistency, data redundancy, difficult to update and maintain data, bad security, difficult to impose constraint on various data file and difficult to backup.

An integrated student database system provides practical solutions to address problems associated with manual system. In order to assess the performance of the school and students overtime, there is the need to use past records of students without any missing data. The computerized student information. The system is free of errors and very efficient and less time consuming due to the care taken to develop it.

All the phases of software development cycle are employed and it is worthwhile to state that the system is very tough. Provisions made for future development in the system. The recommendation arising from the student Management System process analysis and design is that computerized system is an important advance that will benefit the academic personnel, students through the following;.

The first recommendation is that the administration of student management system allow the computerized system, because it will on saving time, and creation of transparency of the administration. Finally, the use of the student management system will need the experts to train the users before they can begin using hence its recommendation. Further studies: Since student information system is very broad, the scope of this project covers only a small aspect of student information system due to the fact that the stipulated one month within which the project is expected to be executed is too short.

Students who are interested in building information system should be encouraged to work on other aspect of student information system in that all the available related student information system could be linked together. The department of Academics should add programming to the courses offered and it should be made compulsory and run for both semesters. Health informatics students should be encouraged to work in a team to develop a software application system so that they.

This move will go a long way to help them do their project without any difficulty. This report could be useful to any person who wants to do project on similar topic. Basse, S. African Research Review. Bunoti, S. The quality of higher education in developing countries needs professional support.

R, Kothari. Research methodology methods and techniques. Second ed. DOI: www. Chifwep, V. Managing records at school level. National Education Statistical Information Systems. Eudra, L.

The rules governing medicinal products in the European union. Computerized Systems, 4. Gregor, S. A theory of theories in information systems. Gregor and D. Hart Eds. Australian National University, Canberra, Journal of Research Practice, 2 2 , Article D1, Benfield, J. Paul C. Hewett, Annabel S. Erulkar and Barbara S. Lehner, M. Perspectives on knowledge management systems theoretical framework and design of an empirical study.

Rope, M. Managing public sector record. Shaw, A. Australian Information Warfare and Security Conference,7th. Retrieved May 12, I am, Nandutu Juliet, a student of Livingstone International University pursuing a Bachelor of Science in Information Technology, as required by the university, I am carrying out research on student Record management system in Livingstone International University to this study, and you are kindly requested to complete the questionnaire as honestly as possible.

You can sign below as sign that you have consented. Thank you. Signature for respondent. Section B: Information: For items under this section, please grade your opinion by ticking only one of the options ranging from , 5 being the highest, and 1 the lowest.

CIP2 15 Student records is limited to the staff who have need to know. CIP3 16 There are backups for the student records for better protection in order to prevent loss of records. CIP5 18 The electronic systems are not centrally management, designated staff, and then should have back- up copies to prevent loss. Computerized Records Management. CRM 19 Student records are clearly defined. CRM1 20 Student records are well documented. CRM2 21 There is clear complete maintenance, accurate and update of every student records.

CRM3 22 There is a clear definition of the minimum content of the core student record in the institution. Student Records. SR 24 Student records are accessible only to authorized staff. SR1 25 There is adequate space for all the student records which need to be produced. SR3 27 Student records provide personal references for a certain limited time after the student leaves the institution.

SR4 28 Student records are stored, and retrieved quickly and easily. SR5 29 Student records are indexed for identification. Moderating Variables. MV 30 There is loss of control over the creation and use of records. Any help rendered to me will be of great use and will be highly utilized. Tick one o Manual o Computerized 5 How does it work? Open navigation menu. Close suggestions Search Search. User Settings. Skip carousel. Carousel Previous.

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