Maintenance of SCHOOL RECORD

Maintenance of
School Record
Muhammad Iqbal Rao
Principal /CTSC Head
Govt. MC Higher Secondary School, Kotwali Road
Cell: 0300-6674241
Maintenance of School Record
Objective and Importance
 Smooth performance
 Better correspondence
 Rapid and transparent audit
 Time saving
 School history
 Staff and student record
 Facilities for students, parents and staff members
 Computerized record
• General Duties of the Head of an Institution
• The head of an institution shall be responsible
for its proper administration and management of
institution, and boarding house/ hostel attached
to it. He shall also maintain discipline among the
staff and student, organize and supervise the
instruction, regularly participate in teaching
work, arrange for the games and other curricular
activities, ensure that all registers are regularly and
accurately maintained, keep a proper account
of all moneys entrusted to him, and see that
all the same are utilized in accordance with
the prescribed rules, and generally promote
the physical, intellectual, religious, social and
moral welfare of the students under his
charge. The Head of an institution shall take
at least six periods a week.
(Article-10, Punjab Education Code)
• Registers and Books to be maintained
The following registers and books are
required to be maintained under Article 42
of the Punjab Education Code, and
Dastoor-ul-Amal as well as other
prevailing rules and instructions of the
School Education Department issued from
time to time.
(A) Related to o/o Head of Institution
• Punjab Education Code.
The book should be available in school library.
• Order Book.
For necessary orders, instructions, important information etc.
Log Book. (For schools only)

For reporting comments/ remarks/ opinion by the inspection officers
of the department.
Log Book for Official Vehicle.
Use for Govt. Vehicles- Car, Jeep, Tractor, Bus,
motorcycle etc, showing purpose of use and utilization
of petrol/diesel/CNG- meter reading.
• Visitor’s Book:
For writing of opinion, comments, remarks by
officers other than inspection officers of School
Education Department, political personalities,
other dignitaries, officers from other departments
• Movement Register:
For writing of movement of Head Teachers and
Staff Members if they leave the school during
duty hours.
• Teachers Attendance Register:
The attendance shall be recorded regularly and
punctually. Arrival and Departure – time with
signatures/ initial but not in capital words.
• Casual Leave Account Register:
Record of casual leaves taken by staff members.
• Conduct and Punishment Register:
(Article 43)
Remarks need only be entered in this
register when a student is commended for
special merit / special report / reward etc.
or
punished for misbehavior / breach of
discipline (Article 13 &14 Punjab Education Code.
• Property Register / Permanent Stock
Register/Assets Register
For permanent stock, i.e. furniture, admirals ceiling fans etc. annual physical
verification (DPI(SE) Punjab No. 49171/G-1 dated 20-04-1994) Ist week of
July of every year, auction of breakage material with the approval of
competent authority.
Documentation regarding land of school from Revenue department
• “No articles may be struck off the property register of an elementary school
and no book removed from the register of library books unless previously
condemned as unfit far further use by the District Education Officer. Other
institutions will be governed by the Delegation of Power Rules(Financial) in
force. Condemned articles shall be sold by public auction and the proceeds
credited to the relevant fund /Govt. Treasury.
(Article 8 Punjab Education Code.)
Teachers / Employees Personal Files.
Containing complete service record. Service Books of
the Officials remain in custody of DDO or Controlling
Officers. Record of PERs/ACRs should
be maintained.
Correspondence Registers:
a) Receipt Register/ Diary Register
b) Dispatch Register
both registers should be maintained accurately
and properly day to day– checking by the officers.
c) Peon Book – Delivery of Dak.
• Supervisory Diary of Head Teacher:
Inspection of classes / checking of teacher’s
diaries / checking of various affairs / personal
notes etc.
•
Daily Attendance Register ( Roz namchah)
Enrolment of students- present, absent etc.
Scholarship Register:
Scholarships on the basis of 5th , 8th and 10th
class examination, complete particulars.
• (B) Register related to Finance:
• Cash Book
cheques / amounts received from Govt. treasury.
1stpage income / Receipts
2ndpage Payments.
Acquaintance Roll:
Receipt of amount by staff members – fixing of
revenue stamps- signature or thumb impression.
• Contingent Grants Register:
Letter No, and date, amounts sanctioned,
expenditure along with relevant file of
documents / receipts.
• Contingent Stock Register:
Stationery and other consumable articles
• Pay Rolls / Pay Bills:
Computerized / Manual Bills
G.P. Fund Register:
Record of G.P Fund deductions of staff members.
F.T.F Register and School Council proceeding /
Meeting Register and Related Record / Pasting file.
• (C) Students Record
• Admission and Withdrawal Register.
Name of the students, Father’s name and date of birth
should be entered accurately and properly
Admission forms pasting files.
School Leaving Certificate.
• Students Attendance Register.
– Daily attendance both times, no column of
attendance register should be left blank,
entries of funds etc.
• Examination Register--- result of
students --- progress report
• (D) Teacher’s Record
• Teacher’s Diary
Lesson plan, particular of students, personally notes etc.
Library Register/ Digital Library:
Record of books available in library, Maps,
Drawing, Photographs , Microfilms, Sound
recordings, Electronic devices, Cds, Educational
films etc.
• Library issue Register:
Books issued to the students and teachers
• Stock Registers (Consumable Articles)
Science Laboratory, Sports, Miscellaneous.
• (E) General Registers.

• Tree Register--- auction of trees ---- in consonance of Forest Department through
School Council--- Amount be deposited in Provincial Consolidated Fund.
• (Guide lines for cutting of trees in schools---
• Letter no. SO(SE-1) 8-4/2006 dated 8-2-2007)
• Bazam-i-Adab & other Societies / Clubs

Boy Scouting, Girls Guiding, Dramatic Society, Environment Club, Parents Teachers
Association etc.
–
• Time Table
Teacher’s time table
Class time table
Leave arrangement– temporary
time table
• Record of Universal Primary
Education(UPE)_____ Record of School
going age Children, Record of Kids.
• Universal Secondary Education (USE)
• Record of Distribution of Free Books.
• Directory of School:
History of school, situation of school,
UC/PP/NA numbers, list of Headmasters/
Headmistress, list of teachers, Detail of
Co-curricular activities, results of SSC/
Middle standard / Primary Standard,
Enrolment of Students, feeding schools,
detail of school land etc.
Guidance in the Preservation and
destruction of old and useless records.

Maintenance of SCHOOL RECORD

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Maintenance of

Log Book. (For schools only)

• (E) General Registers.

• Bazam-i-Adab & other Societies / Clubs

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