Resource 4: Types of Records
There are two types of school records: Statutory Records (Mandatory by Law) and on-Statutory Records (Supportive but Optional).
A] Statutory Records (Mandatory by Law)
Statutory records are official documents that every school must keep. They help schools stay organised and follow government rules. They also provide proof of important activities. These records are mandatory. Failing to keep them can cause legal problems or penalties. Education authorities require them for monitoring, accountability, and compliance.
Examples of Statutory Records in Schools
- Admission and withdrawal register – shows when students join or leave the school
- Attendance register – tracks daily presence of students and staff
- Syllabus and scheme of work – outlines what will be taught and how it will be delivered
- Time-table – shows the schedule of lessons and activities
- Log book – records major events and decisions in the school
- Visitors book – keeps a record of people who visit the school
- Lesson plans – prepared by teachers to guide classroom teaching
- Progress register – tracks student performance and academic progress
These records are essential for smooth school management and accountability. They must be updated regularly and stored safely for future reference.
B] Non-Statutory Records (Supportive but Optional)
These records are useful documents which are useful to help improve school operations, planning, monitor progress, encourage participation and communication with the school. Also, they support teaching, learning, and administration.
Examples include records of seminars and workshops, the school calendar, achievement badges, exit cards, suggestion box entries, teacher lesson attendance logs, inspection or supervision magazines, report files, confidential report forms, and requisition books.
Schools are encouraged to maintain these records for better organization and continuous improvement.
The schools records can also be categorized based on format of function
Categorization of School Records by Format
Records can also be classified based on how they are stored or presented:
Format | Examples |
Electronic Records | Word documents, spreadsheets, PDFs, JPEGs, DVDs |
Databases | Structured digital systems for storing and retrieving records |
Multimedia | Videos and photographs documenting events or evidence |
Paper Documents | Printed or handwritten materials used for official or operational purposes |
Categorization of School Records by Function
School records can be grouped based on their primary purpose within the school system. This helps educators and administrators manage, retrieve, and use records more effectively. Also understanding who keeps what helps ensure proper documentation, accountability, and smooth operations.
1. Academic Records
These records support teaching, learning, and student progress. They are essential for curriculum delivery, assessment, and instructional planning.
These records can be kept by:
- Subject teachersClass teachersAcademic coordinator.
- Heads of department
Examples of these records include:
- Syllabus and scheme of work
- Lesson plans and notes
- Student progress register
- Examination results and report cards
- Class registers and attendance logs
- Homework and assignment records
- Academic performance analysis sheets
2. Administrative Records
These records relate to the day-to-day management and operations of the school. They ensure smooth coordination, communication, and compliance.
These records can be kept by:
- Head of school
- Deputy head
- Office administrators
- School secretary
- Discipline master/mistress
Examples of these records include:
- Admission and withdrawal register
- Time-table
- Log book
- Visitors book
- Time/movement book
- School calendar
- Meeting minutes
- Staff attendance records
- Suggestion box entries
- Inspection and supervision reports
3. Financial Records
These records track the income, expenditure, and financial planning of the school. They are vital for budgeting, accountability, and audits.
These records can be kept by:
- School bursar/accountant
- Head of school
- Procurement officer
- Finance committee
Examples include:
- Invoices and receipts
- Payment vouchers
- Requisition books
- Fee registers
- Budget plans
- Financial reports
- Asset inventory records
- Donation and grant documentation