Through the years, Nigerian college directors, particularly, the lslamiyyah faculties had paid Lip providers to the correct holding of data. All these faculties do is just train and graduate college students. Nevertheless as noticed by NTI, (2000:12) in 1964, a headmaster of 1 main college in our neighboring Bauchi State was confronted with one severe expertise. A kind containing many questionnaires about one of many previous 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 jot down about him.
The one answer out there to the headmaster was to show to the college data. The varsity data confirmed the yr the pupil was admitted, the yr he handed out, the data of his good tutorial efficiency, data of annual prizes given to the pupil amongst others.
It was these data that helped the headmaster to accurately and precisely stuffed the shape that assisted the individual to be efficiently appointed.
DEFINITION OF CONCEPTS
Faculty data holding: This idea in accordance with NTI (2000:12) is the historical past of the college saved systematically. Which means that the systematic progress of the college at varied cut-off dates should be completely recorded and saved by college directors. it’s the genuine register of devices of officers accounts of transaction or accurance that are preserved within the faculties workplace (Olanrewaju 200S).
Aleiyideino SC et al (202) outlined report as a written assertion a few taking place. Faculty report holding in accordance with these students are data that give plenty of details about the college that may allow the authority to take choices and asses the progress of the college. Head of Faculty shall check with each head trainer and principal.
Pupil: It shall be used to check with each pupils and college students. These data in accordance with Dibu-Ojerinde,00 and Tukur(ed) (2005:21) categorised college data into (a) Statutory Data (b) Tutorial Data (c) Finance Data (d) Workers Document(e) Common Data.
Additionally linking Muslim faculties to the class of voluntary businesses taken with academic improvement, 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 training but additionally to correct college data holding in Nigeria. Right here cognitive and efficient domains are extremely exhibited in contrast to public faculties that take care of solely cognitive area.
It’s in gentle of the above that we’re going to focus on the classification of faculty data as listed by Dibu-Ojerinde 0.Zero 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 include the next particulars concerning the admitted college students.
(a) Admission quantity (b) Identify in full (c) Intercourse (d) Identify and deal with of father or mother/guardians (e) Day Month and yr of start (f) Earlier college attended (g) Final class learn (h) Day, month, class, of admission (i) Data of progress (j) date of leaving college (ok) Motive for leaving and so forth (1) Switch certificates quantity.
All of the entries ought to be hand-written and corrections ought to be made in such a approach that the unique entry and the correction are each clearly distinguished. It ought to be saved for not lower than fifteen (15) years from the date of final entry.
2. ATTENDANCE REGISTER.
That is register that’s saved 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 may be traced right here simply, it ought to include (a) Admission quantity (b) Identify in full, positive title first and so forth.
3. LOG BOOK.
This guide comprises data of essential occasions taking place within the college. The historical past of the college may be compiled from this report. It ought to be saved below lock and key.
4. VISITORS BOOK
This can be a report displaying names, deal with of all essential guests to the college in addition to the aim of such go to.
5. PUNISHMENT BOOK
The training legislation permits solely the pinnacle of faculty or his consultant to inflict corporal punishment on erring college students. A correct reoord is saved containing (a) The title of the offender (b) The date of such punishment (c) The character of offence (d) the one that administered the punishment and so forth.
This report helps to guard the lecturers in opposition to aggrieved dad and mom. It might function witness for the college to hint the pattern of such college students.
6. EDUCATION LAW
The varsity ought to preserve Training Legislation with its rules to help the college in working in keeping with such rules.
7 NATIONAL POLICY ON EDUCATION
Every college should have a duplicate of the Nationwide coverage on Training.
8, INSPECTION REPORT FILE
This can be a report containing the stories of visits to the college by inspectors because it helps throughout follow-up inspections.
9. STAFF DUTY BOOK.
This can be a report that reveals a quick report of happenings within the college on day by day foundation. In secondary faculties, the perfects additionally write day by day report in prefect responsibility guide.
10. MINUTES OF MEETING BOOK
There ought to be a tough cowl guide for use for recording of minutes of assembly for straightforward reference to the choices taken in conferences.
B). ACADEMIC RECORD
i) Accepted copy of syllabus
ii) Tutorial Syllabus information
1. APPROVED SYLLABUS:
Tutorial programme of establishments are based mostly on authorised syllabus of the course to be run, it may very well be main college syllabus, NTI syllabus for lecturers schools, WAEC/NECO syllabus and so forth. the college want a syllabus to comply with.
2. SCHEME OF WORK
That is the facet that breakdown the syllabus into educating models. It’s damaged down into subjects, efficiency aims, and so forth. lit needs to be saved by each trainer to be marked and endorsed by the headmaster.
3. RECORD OF WORK BOOK
This facet additional break down the scheme of labor into weekly data of what the trainer has taught. It ought to be saved by lecturers and cheeked and endorsed by the headmaster.
4. LESSON NOTE BOOK
One could name it lesson plan, it’s like the positioning 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 include subject, date, time of the day, length 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) report. 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
Colleges used C.A file for examination data for each pupil. Two copies are wanted for a pupil, one for the college and one other one for the scholar. It ought to include cognitive, affective and psychomotor domains of the scholar.
7. SCHOOL TIME TABLE
This reveals the day by 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 trainer in per week.
8. LESSON ATTENDANCE REGISTER
It’s saved by the category captain of every topic to be signed on the finish of the interval by lecturers. It might 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 colleges receiving college students.
10. LEAVING CERTIFICATE
Unclaimed certificates testimonials and so forth ought to be saved below key and luck
11. FILES FOR ACADEMIC RECORDS OF DIFFERENT SUBJECT MATTERS NEED TO BE KEPT
C). FINANCE RECORD
The varsity wants account data equivalent to:
i. Wage and cost voucher:- these are saved in labeled information to indicate wage cost and different funds made within the college.
it Faculty charges register:- It’s saved to present the monetary transactions within the college. It provides details about revenue and expenditure objects. 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 saved for auditor and inspectors.
iv. Money Guide:- It reveals the receipts and funds of the college.
v. Ledger Guide:- It’s used to report 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 come back into settlement)
vii. Inventory Guide:- It’s used to maintain the stock of the landed property and different property of the college with liabilities proven.
viii. I.O.U Guide:- That is used to service brief time period monetary help to employees, payable on cost of wage.
D). STAFF RECORDS:
i. Workers Time Guide:- That is for employees attendance, it reveals the tune every employees come to high school (late corners cab be simply detected)
ii. Workers motion Guide:- That is the report that point out when employees transfer out of the college throughout college hours and after they returned.
iii. Workers Confidential Report: (ANNUAL EVALUATION REPORT FORM-APER FORM) That is used for employees promotion and reward.
iv. Workers Information: Every member of employees ought to have a private file, which include the report of service with correct references.
v. Workers Listing:- Listing of employees suppose to be saved together with the college group.
vi. Information on Subject material within the accounts should be saved
E). EJGENERAL RECORDS:
A faculty additionally want the next data:
i. Dad and mom Lecturers Affiliation Minutes guide
ii. Dad and mom Lecturers Affiliation Account Guide
iii. Board of Administrators minutes Books
iv. Suggestion information and Field
v. Instruction Guide or Inside Round File
vi. Correspondence Information on varied Topics
IMPORTANCE OF RECORD KEEPING IN THE SCHOOLS
The significance of report holding in faculties in accordance 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 steering and counseling service for college kids within the social profession domains
4. Offers data wanted on ex-students by larger and different associated establishment and employers of labour for admission or placement.
5. Facilitate the availability of data to oldsters or guardians for efficient monitoring of the progress of their youngsters in class or efficiency.
6. Offers knowledge wanted for planning and choice 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 data for the college group, most people, employers, researchers for the development of information.
9. It ensures that the headmaster retains strictly to the training rules.
10. Faculty data can be utilized as reference supplies for each the lecturers and the directors.
ABUSES OF SCHOOL RECORDS
A while in accordance with Aleiyideino, Sc et a! (2000:79) some college abuse data holding by:
1. Non availability of data:- They don’t preserve such data and can’t produce similar when the necessity come up.
2. Downside of storage:- Some college have these data however are usually not correctly saved in accordance with subject material.
3. Ignorance on the a part of head lecturers:- Some head lecturers are usually not even conscious of the significance of data holding in class or the best way to even preserve these data.
4. Poor Supervision by Head trainer or supervisor:- Some Head lecturers don’t preserve data as a result of no physique request for such data.
5. If the data given are false or incomplete, it can not give us correct data wanted.
Which means that we should know the significance of holding data and with truthful and full data This can allow our faculties 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 holding In Faculty” being Paper Offered to the Division of PHE College of Ilorin PP 1-10.
2. Aleiyideini, SC et al (2002)”Document Maintaining” in NTI (2002) Faculty Administration Course Guide On Training pp 69-78
3. Eke E(2000)”Faculty Administration and Administration” In NTI (2000) training Cycle 4. PP 12-13
4. Dibu Ojerinde, 0.Zero and Tukur, H (2005) “Document Maintaining” Inspection handbook in NTI PGDE by DLS. PP2 1-27.
MAL. ABDULKARIM N. BELLO
COLLEGE OF EDUCATION, JALINGO
TARABA STATE, NIGERIA.