MY SCHOOL by Dr .Nilesh Gopal das Joshi (reading books for 7 year olds .TXT) 📖

Book of Furniture and School Appliances Issue Register of Furniture Library catalogue Library Issue Register Stock and Issue Register Stock Register of Craft Articles Stationary Register Register for Newspaper and Magazines

Admission and Withdrawal Register

It is one of the most important school registers. The head of the school is personally responsible for its sanctity. According to departmental rules, it is to be kept permanently and therefore it should be durable enough and should be kept in safe custody. It is a permanent record of all the pupils who are admitted to a school. It contains the serial number and name of the pupil, his/her father’s name, occupation and address, date of birth, date of admission to the school and class to which admitted. Each child retains this register number as long as he/she remains in the school. It also contains a column for entering the date of pupil’s withdrawal or migration from the school as and when it takes place. A new entry is made if a pupil leaves a school and rejoins it by producing school leaving certificate from another school.

Special care is to be taken in recording date of birth of every student. It should be correctly entered and there should be no over-writing. The entry once made should not be altered unless authorized by competent authority. This entry regarding date of birth is very important as it is often required as documentary evidence in important matters.

Importance of admission and withdrawal registers

Serves as a historical document or reference with detailed records of every child who was admitted to the school. The admission register is a reference for tracing the entry progress and exit of any student admitted into the school. It is useful in supplying information on the personal and family background of student. It becomes a vital document for the settlement of legal controversies and claims. It contains reliable data about each student which may be needed for the planning and administration of the educational system. Shows students who withdraw from the school.

Attendance Register of Staff/Teachers

To record the daily attendance of the teachers, schools maintain the teacher’s attendance register. This shows the time of arrival and departure of the teachers on each day. There may be separate register for teaching and non-teaching staff. It should be regularly signed by a teacher or staff twice a day. Holidays and their nature should be entered in this register. It should also indicate the number and nature of leave taken by teachers such as casual leave, sick leave, leave without pay, duty leave etc. It should be kept in office or in the room of the headmaster. When the first period starts, it should go to the headmaster for verification. Some uses of attendance registers are:

Helps to maintain institutional discipline. Informs about absentees Inculcates values like regularity and punctuality Provides an overview of leaves taken by staff members

Pupil’s Attendance Register

An attendance register is a book in which the presence or absence of students in a school is recorded on a daily basis. It is a statutory record that must be kept by every school. This is another important register to be kept in each class and it shows the names of the pupils on the roll of the class with his/her attendance on every working day. The class teacher is the custodian of this record.

The student’s roll call is taken once or twice daily by the teacher concerned. This register is maintained section-wise. The attendance is marked in the beginning of the school day and in the afternoon at the closing time or a little earlier. Presence is generally noted by ‘P’, absence by ‘A’ and leave by ‘L’. Late comers, irregular students and truants can be easily detected from this register. Leave in genuine cases is granted if proper application duly signed by parent/guardian is submitted. The name of the pupil who remains absent without leave for twelve consecutive attendances is struck off the rolls. Holidays are indicated in red ink. Attendance is recorded regularly without leaving any blanks. The fees, funds and fines realized from each pupil are also shown against his name. On the last working day of each month, a summary of average daily attendance and other necessary information is prepared by the teacher in charge. The register is checked by another teacher and countersigned by the headmaster every month.

Its importance includes:

Providing necessary data like admission number, name and roll number that may be requested from time to time by concerned authorities. It could be used to identify total intake of a class and total number of girls and boys. It helps to locate any student during school time. It is also helpful in identifying sick students, truants, absentees and students who attend school regularly. Chapter: 11 STOCK REGISTER, ACQUITTANCE REGISTER, TEACHING MANUAL, SERVICE BOOK, STUDENT PROFILE, CUMULATIVE RECORD

 

STOCK REGISTER, ACQUITTANCE REGISTER, TEACHING MANUAL, SERVICE BOOK, STUDENT PROFILE, CUMULATIVE RECORD

Stock Registers

The whole stock of the school is entered in a register called the stock register. It contains the record of all the immovable property of the school. Whenever any equipment or furniture or any other item of a more or less permanent nature is purchased for the school, it is duly entered in the stock register. Such an entry mentions the name of the article, its quantity, its price, date of purchase, name of the firm which supplied it and the authority ordering its purchase.  In case of different departments say Physics, Chemistry or Geography department, there are separate stock registers which are maintained by the concerned subject teacher.

In the stock registers, each page has a number of columns, as date from whom received, quantity received, rate, total amount spent, issued if any, balance, remarks etc. Usually one item is entered on one page. At the top, name of the item with specifications is given. In the case of consumable stock register, consumption is shown date wise and initialed by in-charge of that subject.

Whenever an article gets unserviceable or gets damaged after use, it is destroyed or auctioned and written off with the permission of the headmaster. A physical verification of the entire school property is done annually on the basis of the record of stock register. It shows which articles are missing, which need repairs and which are unserviceable. In addition to the main stock register, there will be stock registers for the laboratories, library and sports material.

Acquittance Register

Acquittance is a written receipt attesting settlement of a receipt of a debt. It shows salaries paid to teaching and non-teaching staff, number of working days for which a teacher has been employed, it temporary, deductions of provident fund, income tax and any other deductions. It is the official record of any amount received by way of salary, arrears or any other kind of wages or allowances. The signatures of the teachers and other supporting staff obtained against their names on duly affixed revenue stamps.

Teaching Manual

For attaining curriculum objectives by utilizing textbooks, teacher’s handbook, other tools and situations, the teacher has to make an idea about how he will create learning situations within the available time. This planning is very important for the effective classroom transaction. It helps the teacher to design and develop various classroom activities/processes. There are two levels of planning, Unit Plan and Daily Plan. Unit Plan is the pedagogic analysis of a particular unit whereas daily plan is the plan for classroom processes for each day. The planning note for one day based on this is known as Teaching Manual.

Teaching Manual has to be prepared by each teacher and its advance preparation shows how much a teacher is prepared to teach. It gives clear and concrete information on what a teacher plans to teach the students at a period of time. There shall be two columns in the teaching manual as process page and response page. Activities administered by the teacher need to be assessed in the response page so as to change strategies in the learning environment.

It clearly shows the teacher’s level of preparedness and his level of competence. It reflects estimate of academic work which a teacher expects to accomplish in each subject based on number of lessons he will have during each term. It assists head teachers or educational administrators to know what is being taught in school. It assists in enforcing accountability and continuity in the work of school. It clearly shows teacher adherence to the syllabus and how and when the work is done. It is a means of evaluating teacher’s competency and efficiency.

Service Book

Service books contain the record of the official life of every employee of the institution. On the basis of this record, matters concerning leave, transfers, promotions, superannuation, etc. are determined. It is therefore very essential to make correct and complete entries in it. These entries should tally with other records of the employee. The entries mention bio-data of the person, his date of appointment, his post and scale of pay, permanent home address, qualifications, leave taken with or without pay, annual increments, placement in a new grade, transfer, efficiency bar crossed, suspension, degradation or any other punishment, promotion or reward, reinstatement etc. Service in other institutions and departments should be got duly entered in the service book and verified by the competent authority. No change in the entries is permissible except with the permission of competent authority.

Service books of the employees of high and senior secondary schools are kept in the custody of the headmaster and those of the primary and middle schools respectively with the Block Education Officers and District Education Officers.

The first page of the service book contains the following information:

Name Residence Date of birth by Christian era as nearly as can be ascertained Educational qualification Exact height by measurement Personal mark for identification Father’s name and residence Left hand thumb and finger impression Signature of the teacher Date of entry into service Signature of the headmaster

From the next page, the name of the post, temporary or permanent, monthly pay, date of increment, details of leave account etc. are written neatly. The entries of the first page should be renewed or re-attested at least every five years except in the case of finger prints.

Custody of Service Book

A service book shall be maintained for a Government servant from the data of his first appointment to Government service. It must be kept in the custody of the head of the office in which he is serving & transferred with him from office to office.

Attestation of Entries in Service Book

The head of office can delegate, to a subordinate gazetted officer under him, power is to attest in the service book of all gazetted officers for the maintenance of which he is responsible.

Entries of Foreign Service in Service Book

If a government servant is transferred to foreign service book to the pay & Accounts Officer who will returns it after noting in it, under his signature, the order sanctioning the transfer, the effect of the transfer in regard to leave admissible during Foreign service etc.

Nature of Entries in Service Book

          Every step in a Government Servants official life should be recorded in the service book and each entry must be attested by the head of officer or if theythemselves is the head of office, by their immediate superior.

Service Book – Opening, Writing, Verification

A service book must be maintained for every full time Govt. employee. Head of the Office is responsible to open service book in duplicate immediately after the joining of an employee. One copy shall be