Page 43 - DEDU503_EDUCATIONAL_MANAGEMENT_ENGLISH

Unit 3: Management at Different Levels-Elementary, Secondary, Higher Education

5. Correspondence Records : (i) ‘From’ and ‘To’ Registers, (ii) Peon Book, (iii) Memo Book, (iv) Notes
File of Department Orders, (v) Register of Casual Leave Granted.
6. Account Books : (i) Cash Book for Daily Receipts and Expenditure, (ii) General Ledger or
Classified Abstract of the Monthly Totals, (iii) Remittance Book, (iv) Register of Pay Bills.
7. Special Registers Maintained by the Basic Schools : (i) Craft-work Record, (ii) Community
Activity Records, (iii) Production Register, (iv) Producers’ Register, (v) Art Work Record, (vi)
Hobbies Record, (vii) Physical Education Programme Records, (viii) Scholar-ship Subjects
Achievement Records.
A stock list of registers should be prepared in the school. On the outer cover of each register, the
following particulars should be written directly :
(i) The name of the school.
(ii) The serial number of the register.
(iii) The name of the register.
(iv) The number of volume.
(v) The number of pages of the volume
(vi) The opening and closing dates.

Maintenance of School Records
1. Stock List : In every institution, a stock lists of registers should be prepared.
2. Particulars : On the outer cover of each register, the following particulars should be written:
(i) The name of the school,
(ii) The Serial No. of the register,
(iii) The name of the register,
(iv) Number of the volume.
(v) The number of pages in the volume and dates on which the volume was opened and
closed.
3. Pages : When a register is opened, the pages should be numbered consecutively, either in red
ink or with a numbering machine.
4. Registration : Registration should be kept tidy. Writing and figuring should be such as will
give a neat appearance to the entries. Figures must not be joined. Registers should not be
folded or the pages crumpled. Over-writing should not be permitted.
5. Countersiging : Entries should be countersigned by the principal. A new volume of a register
should not be opened every year, if the previous volume contains some blank pages. Whenever
a fresh book is put into use, a remark on the flysheet of the book that the previous volume
has been fully used and lodged in the records should be recorded and the date from which
the new register is used and the number of pages it contains should also be noted therein.
The School Calendar
School calendar is a useful record. It helps in the systematic organisation of school activities. It
should contain the following items of information :
1. General, partial and local holidays.
2. Dates for the submission of monthly, quarterly, half yearly and annual reports and returns.
3. Dates of public and school examinations.
4. Dates of sending up applications for public examinations.
5. Dates of meetings of School Committees, Teachers Associations, different clubs and societies,
school tournaments, school excursions and educational tours.
6. The dates of periodic and terminal tests in different subjects.

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