UNIT 9 MANAGEMENT OF RECORD

KEEPING
Structure
9.1 Introduction
9.2 Objectives
9.3 Assessment and Examination: Record Keeping
9.3.1 Maintenance of Pupil Assessment Records
9.3.2 Individual Assessment Profile and Examination Records for Pupils
9.3.3 Format for Cumulative Record Card
9.3.4 Teacher's Role in Record Keeping

9.4 The School Head's Role and Responsibilities in Management and Supervision of
Efficient Record Keeping
9.4.1 Supervision : Keeping Procedures and Practices
9.4.2 Using Records as an Effective 1001for the Guidance of Pupils, Teachers and
Parents
9.5 Let Us Sum Up
9.6 Suggested Readings

9.1 INTRODUCTION
This unit is a continuation of Management of Evaluation (Assessment and
Examination) discussed in unit 8. In unit 8, we discussed the concept of evaluation
and examination. It also included discussion of various tools, devices and new
developments in evaluation.

In the present unit, we will discuss the management of record keeping. Keeping of
records in the school is of great utility. It is all the more important that these records
should be well maintained, since in a school there are various records which contain
vital information regarding the pupils and the school. A teacher should be well infonned
as to how to keep the records up to the mark because only the Records can explain
clearly whether the objectives of the schools have been achieved or not. Moreover,
the progress of any individual can be estimated on the basis-of records.

9.2 OBJECTIVES
After going through this unit, you will be able to:

discuss the importance of record keeping;

develop the ability to maintain pupil assessment record;

define individual assessment profile:

report card and individual developmelit chart;

explain the role of teacher; and

explain the role ofthe School Head in the management and supervision of adequate
and appropriate record keeping.
 Management of
9.3 ASSESSMENT AND EXAMINATI'ON: Record Keeping
I
RECORD KEEPING I

Adequately kept and properly adapted, school records are indispensable for the
successf~~l working of a school. As we know, the school is entfusted with the sacred
task of shaping and moulding the character of each pupil. This js possible when valid,
reliable and accurate records are kept by the teachers. Accuracy can be ensured by
the promptness ofentries and their regular and systematic checking. This record will
reveal the progress each pupil has made as also the weaknessks and the strength of
the educational programme. Such assessment and examinatioq will help the teachers
and administrators to know in which direction desirable changfs are to be effected in
the instructional prograinme for its further improvement.
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% 9.3.1 Maintenance of Pupil Assessment Records
Every institution has to maintain certain records, reports, filds and registers which
show its origin, growth and development, its present and past conditions, its efficiency

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and usefulness and also its aims, aspirations and achievement . The school also is a
social institution. It is answerable to parents who send their chi dren to it for receiving
education, to local and state governments which maintain it, tothe society of which it
is an organised agency and to pupils who must be developed ph~sically,intellectually,
morally, socially and culturally through its programmes, functibns and activities. All
this makes the keeping and maintaining of records essential. ~
Records should be maintained neatly and cleanly. They should contain factual
informatio~iand be systematic. They should contain first-hald knowledge as far as
possible. They should not be accessible to everyone. I

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9.3.2 Individual Assessment Profile and ~xamijationRecords for
Pupils
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It is a well established fact that the ultimate aim of dducatio is to bring all round
development of the child. For such up-to-date information, i becomes essential to
keep a profile of hislher growth and development. Students nee counselling regarding
the selection of their profession and the subjects they must study o go for the profession
of their choice. How can a teacher give this counselling? Th teacher must prepare
a profile which gives information about a student. What is a rofile? The profile is
given in a format which is known as Cumulative Record Car (CRC).
A Cumulative Record Card is a card, maintained by the s ~ h o o l
4 every pupil, indicating
the work done by him in various fields of activity, from day day, term to term, and
year to year. It contains information about the various of the child's life and
his attainments in different pursuits, throughout the tages of his education.
Thus, the cu~nulativerecord card contains detailed informatidn about a child so as to

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reveal his whole history with regard to each aspect of it - perso ality, physical, mental,
moral, social, etc. The information about the child is collected hrough various means
and is entered in the register by the teacher-in-charge ofthe clhss. That register is not
co~npletedonce for all. Its filling up becomes a dally routine. Whenever the teacher

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finds something conspicuous about a child, that is entered on he page meant for the
child.
In the words of Secondary Education Commission, "BU{ neither the external

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examination nor the internal examination, singly or together can give a correct and
complete picture of a pupil's all round progress at any particula stage of his education.
Yet it is important for us to assess this, in order to determine hi future course or study
of future vocation." For this purpose a proper system of schc(o1 records from day to
day, month to month, term to term and year to year in the scha(o1should be followed.
Guidance and Supervision of Such a school record will present a clear continuous statement of the attainments and
Curriculum Transaction
pursuits through the successive stages of his education.
Jone's view is "A cumulative record is permanent record of a student which is kept
up to date by the school. It is his educational history with information about his school
achievements, attendance, health, test scores and similar pei-tinent data."
Advantages of Having a Cumulative Record
It helps us in knowing how far the aims and objectives of education are being achieved.
- As it reveals the interests of the children, they can be guided in the selection of
courses in the school.
- This can be helpful in providing vocational guidance.
- The all-round progress of the child can be seen.
- It makes clear the individual differences between different students which helps
the teacher to deal with them in different ways.
- It helps the child in knowing his strong and weak points. Then he can improve
himself if he so desires.
- It helps the teacher in diagnosing and treating the maladjusted pupils.
The Cumulative Record Card differs from the other pupil's records in the following
points:
All other pupil records give a one-sided view of the child's development in individual
aspects and not cumulatively, but the Cumulative Record Card (CRC) provides
comprehensive information on various aspects -physical, cultural, aesthetical, moral,
intellectual and social. Since we are educating the 'whole' child, this record is multi-
dimensional.
In the words of the Indian Education Commission (1966), "Cimulative Record Cards
play a vital role in indicatingthe growth and development of pupil at each stage of his
academic and emotional problems and his difficulties of adjustment, if any, and the
direction in which remedial action is to be taken to solve his problems or difficulties."
9.3.3 Format for Cumulative Record Card
It gives all the information about pupil like hislher personal data, socio-economic data,
attendance, physical and medical reports, scholastic achievements, interests and
aptitudes, personality traits etc. It gives information on:
I. General Data
a) Name of the student:
b) Date of Birth:
c) Name of Father:
d) Address:
e) Date ofjoining the school and class:
f) School where studied earlier.
Name Date of Class Year of Class of Year of Class Reason
of the Joining Class Joining Joining Leaving Left of
School Leaving

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- -.-. >
- ---------- __1 1 -- - A \ , - n
-
-
- -

11. Attendance Management of

Record Keeping
- Year Total Working Days Leave, absence
Days Actually etc. with reasons
Attended I

It is to be filled in twice a year.

111. Family Background

a) Occupation of father
b) Qualification of father
c) Occupation of mother
d) Qualification of mother
e) Economic status
f) Special home conditions

g) Position of the pupil in tbe family

(To be filled in at the time of admission)
IV. Physico-Medial Report
a) Height
b) Weight

c) Chest measurement (i) Normal (ii) Expanded

e) Anything special
f) General Health
V. Scholastic Achievement
Subject Marks % of Marks Remarks
English
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Maths
etc.
VI. Co-curricular Activities
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Nnnte of Activity Position/Grade Remarks

English

VII. Notable Interest Hating

a) Physical
i) Indoor games
ii) Outdoor games
Guidance and Supervision of
Curriculum Transaction
c) Social
d) Recreational
e) Artistic
This can be done on a five point Rating Scale.

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Weak Average Good Very Good Excellent

VIII. Pupil's Preferences

a) Favourite school subject

b) Subject liked the most and least

c) Vocational preference

d) Pupil's general attitude to school

IX. Remarks by the class teacher

X. Remarks by the Headmaster

9.2.4 Teacher's Role in Record Keeping

Preparation of the Cumulative Record Card and its maintenance is very essential.
This is possible only by the cooperation of the teacher. Generally the class teacher is
the most suitable person to do this. Helshe should fill it up when required regularly
and promptly. The teacher should keep a diarylnotebook where helshe can record
information about the student or students in the same situation. Later on, helshe can
transfer these entries at the right place to the Cumulative Record Card register. The
teacher should not postpone the recording the earliest moment the best. Helshe should
record the facts only and must be systematic. Helshe should not be biased and fill the
information carefully. The teachers must ensure that information is clear and self-
explanatory.

9.4 THE SCHOOL HEAD'S ROLE AND

RESPONSIBILITIES IN MANAGEMENTAND
SUPERVISION OF EFFICIENT RECORD
KEEPING
Innumerable elements and aspects constitute the school. It is the major responsibility
of the Head teacher to know tlie abilities, capacities, aptitudes and interests of others
and so stimulate and inspire them that they are led into achieving the best. They must
be capable ofrealising that the success ofthe students largely depends on one important
factor among others - that they pursue the path in which they have interest. Cumulative
Keco~LI Card is the only tool which gives comprehensive information about the pupil.
It needs to be filled in under the guidance of the Head ofthe institution Helshe must
ensure that the teachers get tlie spare time from their routine work ar. I L I C not biased.
P?riodically, the Head should discuss in the staff meetings, the progress ofthe students
in general and sometimes specifically also when it is so desired. It n u t be ensured
that records are well-maintained but not easily accessible to every one.
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 9.4.1 Supervision: Keeping Procedures and Practices Management of
Record Keeping
By now it must be clear to you that the cumulative record of the individual pupil is
usually regarded as a permanent and official summary of hislher educational history.
. This record may be in the form of a card, folder or booklet which may be used as a

technique of recording appraisal and guidance. The entries on such a Cumulative

Record Card are related as closely as possible to the major objectives of the school.
As indicated earlier in this unit, these objectives involve not only academic achievement
and progress but also physical health, social adjustment, emotional stability, interests,
aptitudes and attitudes.

The data obtained from the records may be used in many ways. They can result in
greatlyimproving guidance of the pupil's programme of activities and studies. They
can indicate to the teacher in a cumulative fashion, the persistent strengths and
weaknesses of the individual child. It is, therefore, essential that a systematic procedure
should be adopted to interpret the information contained in a Cumulative Record Card.
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A teacher should follow a practice of filling the information in a way which is simple,
accurate and comprehensive.

Since we as teachers interested in improving the examination system, we shall also

have (through CRC) some sort of internal assessment based on the work done by the
students in the classroom situation.

9.4.2 Using Records as an Effective Tool for the Guidance of

Pupils, Teachers and Parents
The points regarding the significance of Cumulative Record Card discussed in the
earlier parts of this unit show that these are not only school records for the sake of
routine filling only but also

1) Tliey help the students in their proper growth and development;

2) They are really very reliable tools for the students to know about their interests,
potentials and future achievements;

3) The entries recorded by the teachers help the students in the selection of their
-.
subjects for higher studies and vocations;

4) They also help the students in their proper growth and development;

5) In this way, students receive careful, fairconsideration in their classification;

6) They help the students to make progress in accordance with their ability.

7) They help the students to secure the development of their natural capacities. Of
course, the Cumulative Record Cards are helpful to teachersto understand their
pupils and their own work.
Teachers should not be biased while filling and interpreting the data (information).
The utility ofthe CRC is that:

1) By knowing the individual differences they can adopt the teaching strategies and
techniques suitable to particular group of pupils.

2) Tliey help in diagnosing problem children/exceptionaI children.

3) Teachers can determine what work a pupil is capable of doing.

4) They can make periodic reports correctly and in time.

5) They come to kndw basic facts to confir with the parents.

Guidance and Supervision of Thus, Cumulative Record Card$ help the teachers to formulate a basis for the intelligent
Curriculum Transaction
guidance of pupils.
Sometimes parents try to fulfill their repressed desires through their children. Is it
desirable? Certainly not. Aftet consulting and knowing the information contained in
cumulative record cards, the parents too can

1) Know the potential and adtitudes of their children, thus allowing their children to
go their own way in choosing the subjects and vocations;

2) Become aware about the interests of their children;

3) Know the weak points oftheir child's personality and how to improve it after
collsultation with the teabhers on the basis of Cumulative Record Car!. This
helps the parents to creatd a congenital environment at home for their children to
study and grow. ,

4) Parents can be made to udderstand that the aim of education is to bring all round
development of the chi1d.1
So it is helpful for parents in tht fulfilment of the potential of their children.
Activity
You came to know that in a pqrticular school the Head had to face the problem that
the teachers did not fill the Cupulative Record Card at regular intervals. This arose
as an obstacle in guiding the btudents. The Head solved the problem amicably by
discussing with the teachers. As a Head, how would you solve the problem?
Check Your Progress 1
Notes: Write your answer in the space given below:
1. Mention the role of School Head in guiding the teachers for preparing and
maintaining Cumulativd Record Card (CRC).
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..............................................................................................................

Below are mentioned a few statements. Write TruefFalse against each:

i) Cumulative recordcard helps in solving problems of the child.

ii) Cumulative record card gives one side view of a child's development
individual aspects and not cumulatively.
iii) ~umul$ive record, card assists teachers to assess the progress of the
students.
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iv) It helps the child id knowing hisfher strong and weak points.
Cumulative recordcard does not help in providing vocational guidance.

vi) It does not help theteacher in diagnosing maladjusted pupils.

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9.5 LET US SUM ~ J P

The Cumulative Record in the fqrm ofa card, folder, 01. booklet is a permanent educational
history ofthe individual pupil from his entry into a school system until he leaves. The
cunlulative record contains fqikly complete information about identification data for
the pupil, his parents, and sibllings; his school achievement, test results, course of
 \

study, attendance, health, personality and similar pertinent data. The cumulative record Management of
,Record Keeping
serves a variety of administrative, supervisory and instructional u$es. It may be used
as a technique of appraisal or guidance in counselling with the pupil, conferring with
his parents and transmitting reports to other schools or prospective employers. The
unique role of the cumulative record in evaluation is that the predictive value of data is
increased when such data have been recorded periodically. The review of a series of
records on school achievement, test results, or personality rating6 is mqre valid and
reliable than any one single datum on a given pupil characteristic. In addition, the
relationships among such items as intelligence, achievemedt and personality
characteristics may be observed and woven into a comprehenqive picture of the
individual as he has grown and developed. The cumulative record pliovides a continuous
and coherent evaluation ofthe individual pupil's physical, mental, ebnotional and social
development.
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Lastly, it is useful when teachers are careful and unbiased in filling hnd interpreting the
information. Above all the Head teacher should supervise the whole procedure and
practice in an effective manner.
).

9.6 SUGGESTED READINGS

Jaswant Singh (1964): Successful Headmasters :A Practice GQideto Educational
I Administration, Delhi University Publishers, Jullundhur.
Julian C. Stanley & Kenneth, D. Hopkines (1998): Educationdl & Psychological
Management and Evaluation, Prentice Hall of India Pvt. Ltd., New Delhi.
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Jangira, N.K. and Jangira, Pinki (1 995): Effective Teaching child briented~pproach,
National Publishing House, New Delhi.
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Raghunnath, Safaya and Shaida, B.D. (1981): School A4ministrative and
Organisation, Dhanpat Rai & Sons, Jullundhur.
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Wrightstane, Justman, Robbins (1964): Evaluation in Modern !Education, Eurasia
Publishing House Pvt. Ltd., Ram Nagar, New Delhi.
NOTES