Topic outline

  • Welcome

  • Introduction to Unit 9

    • Why this Unit?

      School Records and Data Management is a core Unit designed to strengthen your capacity to handle learner information in a modern, technology-enabled school environment. It provides the foundational understanding required to manage records accurately, securely, and in line with professional standards. Throughout this Unit, you will explore how digital systems and spreadsheets can streamline the recording, organising, and reporting of essential learner data. This Unit is important because it enables you to improve the transparency, efficiency, and reliability of school operations. By completing it, you will enhance your ability to manage records responsibly and support data-informed decision-making in your daily practice.

      Unit Competencies 

      By the end of this Unit, you will be able to:

      1. Explain the types of school records and data management principles (accuracy, security, accessibility).
      2. Use digital tools to record, organise and manage learner data.
      3. Use spreadsheet and/or LMS tools to organize and retrieve records for planning and reporting.
      4. Reflect on ethical and professional responsibilities in record keeping.



      Recommended time      : 2 hours

  • Lesson 1: The Concept of School Records and Data Management

    • Introduction

      School records are essential documents that capture key information about learners, staff, and school operations. Understanding their types and purposes is the foundation of effective school management.

      We understand the continuity and effectiveness of any school rely heavily on the availability of accurate and well-maintained records of any activities. Therefore, systematic recordkeeping is essential. Proper documentation of school activities—such as attendance, academic performance, disciplinary actions, and resource usage—provides a reliable basis for informed decision-making. When records are well-organized and accessible, they enhance transparency, accountability, and efficiency in school operations.

      Lesson Outcomes:

      By the end of this lesson, you will be able to:

      • Define school records and data management
      • Explain their importance in school administration


      This unit introduces and defines all critical terms used in managing school records and data, ensuring a shared understanding for practical implementation and compliance.

      Instructions

      1. Read the resources Resource 1, Resource 2 and Resource 3. 
      2. Using the Journal tool provided below to answer these questions:
        • Reflect on a time when a school record (e.g., attendance register, academic report, disciplinary log) influenced a decision or action in your school. What was the record, and how was it used?
        • Based on what you’ve learned, explain why systematic record-keeping is essential for school continuity and accountability. Use at least two examples.
        • Suggest one improvement you would make to record-keeping practices in your school. Consider accessibility, format, or legal compliance.

    • Purpose and Importance of School Records

      Use this link Record Keeping in the School to familiarize about Purpose and Importance of School Records.

  • Lesson 2: Types of School Records and Management Principles

    • Introduction

      Before we can manage school records effectively, it is important to first understand the different types of records that schools are required to keep and how each one serves a specific purpose in teaching, administration, and accountability. In this lesson you will also learn the key principles that guide how records should be maintained, and used in a school setting. These principles help teachers, administrators, and support staff manage records with confidence and professionalism. 

      Lesson Outcomes

      By the end of this lesson, you will be able to:

      • Identify statutory and non-statutory records
      • Categorize records by function (academic, administrative, financial)
      • Implement good practice when collecting and managing data


      Instructions:

      School records can be grouped into different types based on their purpose, format, and legal status. Understanding these categories helps teachers and administrators manage records effectively and meet both operational and legal requirements.

      1. Access the resources below, one on types of records the other on best practice when managing records.
      2. In the forum discuss, "qrwqr"

    • Discussion: Reflecting on the types of school records we keep

      You have just read about statutory, non-statutory, academic, administrative, and financial records used in schools. Now think about your own school context. Discuss the following:

      1. Which statutory records are actively maintained in your school, and who is responsible for keeping them updated?
      2. Which non-statutory records (if any) does your school keep, and how do they support teaching or administration?
      3. When you look at records by function (academic / administrative / financial), which category seems strongest in your school, and which one is weakest? Explain briefly.
      4. Share one challenge you have experienced (or observed) in maintaining any of these records, and one realistic improvement your school could implement.


      When replying to others, compare practices — what are you doing similarly or differently in your school?

    • Types of Records Discussion Forum
      Post replies: 1 Make forum posts: 1

  • Lesson 3: Tools for Record and Data Management

    • Introduction

      Accurate, efficient, and secure record management is at the heart of modern teaching and school leadership. As technology becomes an essential part of education in Tanzania, teachers are expected not only to capture learner information, but to use digital tools to analyse progress, support decision-making, and improve learning outcomes. In this lesson, you will explore practical tools—from simple spreadsheets like Excel to powerful school management systems—that make record keeping easier, faster, and more reliable. By mastering these tools, you will strengthen your professionalism, reduce administrative workload, and contribute to a more transparent and data-driven school environment.

      Lesson outcomes

      By the end of this lesson, you will be able to:

      • Explore and describe digital tools used for managing learner records, like Excel, Access, and Moodle and School management Systems to organize and analyze data.
      • Understand how School Information Management Systems (SIMS) support grading and record tracking

    • Discussion

      Using the forum below discuss this question, “Can digital tools improve record keeping in schools with limited ICT infrastructure? What are the risks and opportunities?”

    • Class Mark Book in Excel

      Creating a digital class mark book in Excel is a powerful skill that will save you time, increase accuracy, and make your assessment process more transparent and efficient. By learning how to calculate totals, averages, percentages, and grades automatically, you reduce manual work and avoid costly errors. This lesson will guide you step-by-step through a simple and practical spreadsheet design that you can immediately apply in your classroom. With this skill, you will be better equipped to monitor learner progress, provide timely feedback, and support data-driven teaching — all essential practices for modern educators.

      Lesson outcomes

      • Create and format a digital class markbook in Excel, including entering learner names, subjects, and assessment scores in structured tables.
      • Apply formulas to calculate totals, averages, percentages, and grades automatically, ensuring accurate and efficient assessment records.
      • Interpret and use spreadsheet data to monitor learner progress and support reporting, including identifying trends and providing timely feedback to students.

      Practical Application: Creating a Mark Book in Excel

      Before we start with creating your mark book, have a quick look at the introductory video on 'Getting started with Excel'. A Google Sheets link is included below should that be the spreadsheet application of your choice. 


      In order to understand the step-by-step process of creating a Mark Book in Excel go through Resources 7-13 in order. Make sure you replicate what you see in your own copy of Excel:

  • Lesson 4: Ethical and professional responsibilities in record keeping

    • Introduction

      As a teacher, you play a central role in shaping learners’ academic progress, welfare, and future opportunities, and effective record keeping is a key part of this responsibility. In today’s education environment, accurate, timely, and well-organized records help you make informed decisions, support learners’ needs, communicate clearly with parents and school leaders, and meet national education requirements. Ethical and professional record keeping not only protects the integrity of your work but also ensures fairness, transparency, and accountability in all interactions with learners. By understanding your responsibilities in this area, you strengthen both the quality of teaching and the trust placed in you as a professional.

      Read Resource 14 and summarize your new learning in three paragraphs.

  • Unit Discussion

    • In this unit, you explored the importance of effective school record keeping — from understanding key definitions and types of records, to applying good management principles, using digital tools, and creating a mark book in Excel. Discussion Prompt: Reflect on your school’s current record-keeping practices and discuss how the knowledge and skills gained in this unit can improve them.

    • Is Change Possible? Forum
      Make forum posts: 1

  • Unit Assessment

    • You have now explored the essential skills and principles of effective school record management. Before concluding the unit, take this short 10-question quiz to check your understanding and celebrate the progress you've made.

  • Summary & Conclusion

    • To manage school records effectively, teachers and school leaders need regular support and training. This includes in-service training, induction courses, and hands-on workshops—especially in areas like data processing and computer applications. These learning opportunities help staff build confidence in using digital tools and improve the accuracy and organization of school records.

      It’s important to organize seminars and refresher sessions on data management at regular intervals. These events allow teachers and administrators to stay updated on best practices and new technologies.

      Finally, schools must take steps to prevent the loss or misplacement of important records. One of the best solutions is to adopt computerized systems for storing and managing educational data. Digital recordkeeping improves security, makes retrieval easier, and supports better decision-making.

      Takeaway Message:
      “Good records build strong schools. When data is well-managed, learning becomes visible, planning becomes purposeful, and every learner’s progress is supported.”

  • Attribution, Reference & License

    • Video Resources

      • CountyOffice.org. (n.d.). What is electronic record management? [Video]. YouTube. https://youtu. be/oUwj283zCYE
      • Excel Tips by Tech & Learn. (n.d.). Grading and ranking in Excel [Video]. YouTube. https://youtu. be/GwLKYihp8SI
      • Nancy. (n.d.). School record management overview [Video]. YouTube. https://youtu. be/mI_coZQdil0
      • Records Management Training. (n.d.). Improving school record systems [Video]. YouTube. https://youtu. be/d8qTojLpYKo
      • Teaching Tips. (n.d.). Why record keeping matters [Video]. YouTube. https://youtu. be/IfQT6Lb3-nU
      • Tech & Learn. (n.d.). How to create students record database – Microsoft Access [Video]. YouTube. https://youtu. be/lxOvuKKZCrk


      Reading Resources


    • School Records and Data Management by Tanzanian Ministry of Education Science, and Technology is licensed under a Creative Commons Attribution-ShareAlike 4.0 International License.


    • Learning Designer: Mussa Gunda-Korogwe

      Adapted OER: