Relationship between record keeping and administration of secondary schools
Background to the Study
School records are official documents, books and files containing essential and crucial information of actions and events which are kept and preserved in the school office for utilization and retrieval of information when needed. Such records are kept by principals, teachers, counsellors or administrative staff, hence the purpose of record keeping and management is to ensure that accurate and proper records of students achievement and growth, information on school activities and matters that will promote efficiency and effectiveness of the school system are kept. According to Durosaro (2002), records are important tools for effective planning and administration of a school. School records occupy strategic position in the effective and efficient organization and administration of the school for the document the planning and implementation of appropriate course of actions allowing proper monitoring of activities/tasks. Records are important because they serve as major information tool that sustains the school and aids in achieving educational goals and objectives. Records restore teaching competence and maintain the trend in the history of teaching and learning processes.
As enrollment in schools increases globally on a daily bases, the available resources may become over-stressed. The situation becomes even more frightening when universal education program in Nigeria is been implemented. Therefore, adequate record keeping of the human and material resources is needed to address the issue of ever-increasing enrollment. As well as the need to provide schools with human and material resources that can help them achieve sustainable educational objectives. Additionally, according to Ololube (2012) the rising cost of running school systems leaves some schools with low quality and inadequate human and material resources. This is because there is no cheap education the world over. Thus, the need for alternative ways of utilizing slim resources to attain set objectives makes school record keeping imperative. The complexity in school administration, its constraints, contingencies, and other difficulties also make recording keeping a necessity (Nwaoku, 2005; Obi, 2005; Ololube, 2011). The scarce resources in schools may be wasted if their utilization and underutilization is not properly recorded (Usen, Udofia, & Offiong, 2012; Ololube, 2009). There is a need to keep record of all school activities as personal details of pupils, along with those of their academic performance; assessments and examination results; school policies; minutes of school-based meetings; including information received from Ministries of education and other education bodies, solicitors, press organisations and public bodies (Department of Education, n.d). According to Ololube (2013), school records can thus be said to comprise all existing and accessible records, books, files and other documents containing useful information that relates to what goes on in the school system. These records may also be in the form of reports, letters, memos, pictures, films, journals, diaries, and so on.
Ibara (2010) asserts that without records there can be no accountability. He further maintains that quality performance, task accomplishment, and measurable outcomes are increasingly important responsibilities, all of which depend on the accessibility of usable records. Without access to records, it is virtually impossible to determine responsibility for actions and to hold individuals accountable for their actions. According to Osakwe (2011), school records are official documents, books and files containing essential and crucial information of actions and events which are kept and preserved in the school office for utilization and retrieval as needed. Such records are kept by principals, teachers, counselors and administrative staff.
The purpose of record keeping for effective school management is to ensure that accurate and proper records are kept of student achievement and growth, school activities and matters that will promote school efficiency and effectiveness (Akanbi, 1999). Record keeping other wise known as storage of information is important functions of both the administration and teaching staff of a school. Additionally, school records include those pertaining to school business administration. Thus, it is essential that records are kept in school for effective administration, because proper record keeping facilitates retrieval of valuable information that might be helpful in day-to-day operations and decision making in school systems globally Durosaro, ( 2002). According to Ololube (2013), “the importance of good record keeping transcends into short and long term benefits and affects the overall achievement of educational objectives.
The development of any country depends on its ability to organize its record accordingly. According to Adnan (2003), development could only be achieved when events and activities flow continuously. The continuity of activities is kept in record. The growing needs on education to achieve the national goals of quality delivery and efficient service especially from teachers, necessitated record keeping in schools.
According to Olagboye (2004), school records are not just an imposition on teachers by the Ministry of Education, they should be seen as an instrument that cannot be done without, that is an information book. The enhancement of administration of the department and the school in general can only be made with proper record keeping, since we are not equally talented; the keeping of records therefore becomes indispensable for effective performance.
Apart from contributing immensely toward proper performance of the various functions in the school system, appropriate records constitute a significant aspect of school administration. Therefore, it is mandatory that the school administration and teachers become familiar with the various types of school records. The education laws make provision for the keeping of operation and maintenance of certain record in schools. It becomes highly imperative for the education administrator to know the statutory records that must be kept in schools, but are kept apart from serving as source of information for those within and outside the school system. It also guides the school administrator in carrying out their multi-various roles in school smoothly, efficiently and effectively. According to Olagboye (2004), having records in school is not a sufficient condition for principal’s success but the proper keeping or management of those and their retrieval when needed for administrative purpose.
Statement of the Problem
It appears poor school records keeping is responsible for a number of management and policy implementation problems in schools. Also, the proliferation of schools, there has been lack of proper record keeping.
It is believe that school administrator must properly identify, mark and update all school records and ensure that the records are well preserved. Make provision for reliable storage facilities for proper keeping of school records such facilities must be safe and fire resistance. And concerted effect must be made toward ensuring that insects such as cockroach, termites, rats and rodents do not have any with the school record. This will prevent the records from being destroyed. But in a situation whereby the school lack all the aforementioned, it becomes a problem to the school.
Purpose of the Study
The main purpose of this study is to examine the relationship between record keeping and administration of secondary schools in Ekiti West Local Government Area of Ekiti State.
The study would also examine the relationship between school calendar, stock book, inventory book, staff records, fees register and administration of secondary schools.
The following research questions will be raised for the study:
- Is there any relationship between record keeping and administration of secondary school in Ekiti West Local Government Area of Ekiti State?
- Is there any relationship between school calendar and administration of the secondary?
- Is there any relationship between inventory book and administration of secondary schools
- Is there any relationship between staff records, fees register and administration of secondary schools.
- There is no significant relationship between record keeping and administration of secondary school in Ekiti West Local Government Area of Ekiti State.
- There is no significant relationship between school calendar and administration of the secondary schools
- There is no relationship between stock book and secondary schools administration of secondary schools.
Delimitation of the Study
The research work examine record keeping and administration of secondary school in Ekiti West Local Government Area of Ekiti State Nigeria. It is delimited to selected secondary schools in Ekiti West Local Government are of Ekiti State.
Definition of Terms
For the purpose of clarity of terms used in this study, the following terms are defined;
Record Keeping: The activity of organizing and storing all the documents, files, invoices, etc. relating to a school activities.
Administration of Secondary Schools: This is the systematic arrangement of human and material resources and programmes that are available in secondary school and carefully using them systematically within define guidelines or policies to achieve educational goals
Stock Book: This is the book that contains the record of all materials purchased by the school’s authority for the use of the school. E.g chalk, dusters, papers, and duplicating machines etc.
Inventory Book: This is kept in the school in order to record the equipment, books and other articles bought for the school, the materials are usually sent to the store keeper or the teacher who is in charge of the stores to record tem in the stock book
School Calendar: This is a chart showing all the activities or programmes that will take place within a term or session
Staff Records: This contains the list of all members of staff in a school with their biographical data. The necessary information about the sex, age, qualification, experience, date of assumption of duty, dates of transfer or resignation and reason (s) for leaving etc of a teacher are written in it
Fees Register: This contains all the fees paid by students on admission, tuition fees and boarding fees for schools operating boarding system.
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