Newsletters 2020-03-24 Newsletter 238 - School Development & Improvement Planning 2006-2009 - PART 14 7 SCHOOL RECORDS AND ADMINISTRATION CONTENTS 1 Introduction INTRODUCTION Administration, an act of management and leadership is an imperative for any organization and in particular schools. When I think administration three things come to mind namely planning, action and the record of evidence … a mental model for administration and records management. PLANNING
[Implementation] [Documentary evidence] Information or data is very important to make plans, make and review policy but also to act decisively. In order to do so the incumbent making use of the data must find the data, credible, valid, reliable and accurate. “The recording of information is a crucial step in the process of collecting information for decision-making … the function of school record management can only validate if the data is properly stored and maintained” (NDE: 2001, p108). “All successful leaders require reliable and accurate information that can be used when planning or making decisions. Good quality information, recorded by schools and passed on to regional and provincial education departments, is crucial to the process of policy “Everyday, at every level of the education system information is generated. Information is vital for running a school successfully, for planning purposes and for making decisions … If information is to be used effectively, efficient management is essential. And this is where school records play a role. Schools are only able to provide information in as far as it is on record and the records are accessible” (T D Mseleku: 2001). Our purpose is to arrive at an appropriate model for school records and administration in our Circuit as a minimum standard and standardized as a requirement. This standard will form the benchmark for all of us to strive for and achieve in the shortest space of time. I have no doubt that we will meet the target of October 2007 for full compliance. School principals are aware that there are various exiting models or approaches to the management of school records and administration. The “golden rule” with regards to the management of records and particularly the submission of documentation; Principals must observe the keeping records for up to 20 years (as required by the archives rules and regulations). Thereafter records must be forwarded to the archives for further storage and retrieval. The management of school records, as a minimum standard and a requirement must provide for; “Records are therefore an important means of (public) accountability, because they provide proof of actions taken and decisions made …” (NDE: 2001). Recorded history also brings a sense of pride. Let’s acquire the knowledge and skill to record our history, enhance our capacity to reflect on our recorded history in order to best learn the lessons from the past … or we can choose to be a mere observer and envy the best practices of other. The latter fortunately is not an option. FRONTLINE OPERATIONS & HOSPITALITY Referred to as “the face of the organization”. In most cases this is the first contact visitors have with the organization. Make sure that the following systems and procedures send a warm, friendly and welcome message (always friendly, pleasant and smile); COMMUNICATIONS The importance of an appropriate system and procedure for communications within an organization cannot be overstated. It is imperative that your organization invests in and maintain a good system of communications. A system that is; Schools as an organization communicate regularly with people and organizations. The art is finding the best and appropriate mode of communication ? Role-players – parents (only some of the permutations) ? Education Department (only some of the permutations) Modes of Communications SUPERVISION AND MODERATION PRIMARY SCHOOL - ORGANOGRAM PRINCIPAL HIGH SCHOOLS - ORGANOGRAM PRINCIPAL
STAFF 8 SCHOOL GOVERNING BODY RECORDS The National Department of Education (NDE) manual “SCHOOL RECORDS MANAGEMENT” has been the basis of a year long programme of developing and further enhancing of the capacity of the school principal managing school records. Each work session resulted in further additions and recommendations made by participating principals. What follow are these additions/recommendations. ? Minutes adopted at next meeting … signed and dated by chairperson SCHOOL MANAGEMENT RECORDS The National Department of Education (NDE) manual “SCHOOL RECORDS MANAGEMENT” has been the basis of a year long programme of developing and further enhancing of the capacity of the school principal managing school records. Each work session resulted in further additions and recommendations made by participating principals of Circuit 5. What follow are these additions/recommendations. ? Code of Conduct [learners and educators] ADMINISTRATIVE RECORDS The National Department of Education (NDE) manual “SCHOOL RECORDS MANAGEMENT” has been the basis of a year long programme of developing and further enhancing of the capacity of the school principal managing school records. Each work session resulted in further additions and recommendations made by participating principals of Circuit 5. What follow are these additions/recommendations. LEARNER RECORDS The National Department of Education (NDE) manual “SCHOOL RECORDS MANAGEMENT” has been the basis of a year long programme of developing and further enhancing of the capacity of the school principal managing school records. Each work session resulted in further additions and recommendations made by participating principals of Circuit 5. What follow are these additions/recommendations. |