1.1 Introduction
School Records keeping in the administration and management of senior secondary school is very vital if made available and put to use at the appropriate time, it will not only enable the teacher to monitor the progress of the child, but also enable them to give information to parents and guardians about the progress being made by their children. To the head teachers, the school records would enable him to follow the implementation and evaluation of the school curriculum and programmes, as well as ensure good conduct of teachers and students within the school system. One of the efficient ways of planning, organizing, storing, and retrieving information in Nigeria’s senior secondary schools is through record keeping. The principles of keeping, managing and utilizing records are the very crucial.
As a prelude to other parts of this study, this chapter will discuss the background upon which this study was initiated, the statement of problems that led to this study, the Aim and Objectives of the study. Others are Significance of the study, Scope of work, Research hypothesis and questions, Limitation of the study and Definition of terms.
1.2 Background of Study
Secondary education is expanding at an unprecedented rate in Nigeria; as the system grows, so also the problems of their planning, organization administration, monitoring and control. Record keeping in the administration and management of senior secondary school is very vital if made available and put to use at the appropriate time, it will not only enable the teacher to monitor the progress of the child, but also enable them to give information to parents and guardians about the progress being made by their children. To the head teachers, the school records would enable him to follow the implementation and evaluation of the school curriculum and programmes, as well as ensure good conduct of teachers and students within the school system.
Proper keeping of School records furnishes parents with data on the activities, problems and achievements of their children or wards. Some records provide students with information on the pattern of their progress. Through appropriate records, prospective employers often gather information on the background, nature, activities and achievements of applicants. If a student seeks transfer from one school to another, school records are needed to determine whether or not he should be accepted by the school to which he seeks transfer. Accurate records are crucial factor in the successful planning of the financial, physical and human resources in the school system by Ministry of Education and other relevant agencies.
Secondary school is the second stage of children education after primary. It is a post primary school level of education where children between 12 -18 years attain to prepare themselves for tertiary education and other life professional, Challenges Secondary school in the history of Nigerian education system has come to stay as the basic education for youths.
The broad goals of secondary education, according to the policy document are to prepare the individual for useful living within the society, and higher education. In specific terms, secondary education provides all primary school leavers with the opportunity for education of a higher level, irrespective of sex, social status, religion or ethnic background. There are stated aims of senior secondary education in Nigeria. And for these to be achieved certain mechanisms must be properly put in place.
Weggant (2010) opined that records are information or data on a specific subject or activity collected and preserved for future use. The essence of record keeping is to enable the management or educators make effective decision and formulate relevant policies. An organization or any educational system that refuses to attach importance to proper record management would run into liquidation at the long run. It is the records of the past events or activities which were preserved that are used by administrators for planning and control of the present programmes or activities. Some records are mandatory, example, register of admission, register of attendance and fees, progress and withdrawal of students.
Akubo (2015) noticed that records like student’s attendance register and student class record book should be properly documented. To enable the school administrator identify students who attend classes regularly there is need for proper record keeping. School Records like classroom re-enables a teacher or school administrator to identify a student who is a truant.
Edem (2012) in agreement stated that proper record keeping on academic performance of students is imperative for academic decisions. The academic administrator will therefore, be able to determine the term and yearly academic performance of students and take necessary precautionary measures towards improving their academic performance where necessary. Apart from keeping records of students’ performance in tests, take home assignments, records of external performances like outside quizzes and debates are also important.
Olaboye (2015) added that data collected from school records on students or pupils’ enrolment and school facilities can be used for strategic planning purposes. This can be analyzed in order to determine the number of teachers and other resources that would be needed by the school. Within the school, records would enhance planning for placement of students into higher classes. Proper records keeping improves restructured programmes such as lesson plans, schemes of work, and records of work. Teaching activities could be improved when records of what have been done and what have should be done within a period are outlined. Consequently, teachers would be advised, praised, encouraged and directed as appropriate. However, schools and classroom administrators should develop positive attitudes towards record keeping.
The availability accessibility and management of information is very important to the running and managing of secondary schools. In the light of this, the study has been designed to investigate the impact and utilization of the school records by teachers of senior secondary schools in Ilorin South.
Therefore, in Nigeria where the research was carried out, the activities that was conducted is to know the Effect of School Records on the Academic Performance of School Student.
1.3 Statement of Problems
Investigation revealed that the broad goals of the senior secondary school education to be achieved, there is need for proper record keeping and management. The trend in the development of modern record keeping and the explosion in the population of senior secondary school students have however posed challenges to the school management and teachers. Proper record keeping and management is vital to the administration of senior secondary schools as this help in the monitoring of students academic performances.
The handling of records with levity among teachers and management of senior secondary schools is however worrisome, hence the need to investigate into the impact of record keeping in the management and administration of senior secondary schools
1.4 Aim and Objectives of Study
The aim of the study is to examine the Impact of School Records on the Administration of Senior Secondary Schools in Ilorin South Local Government Area of Kwara State. In achieving this aim, the following specific objectives were laid out as follows:
- To examine the efforts of senior secondary school management and teachers towards record keeping in the study area;
- To examine the impact of school records on the administration and management of senior secondary schools;
- To find out the challenges faced by senior secondary school teachers and management in the keeping of records;
- To find out the effect of school records on the academic performance of senior secondary school students; and
- To proffer probable suggestions towards proper record keeping in secondary schools in Ilorin South Local Government Area of Kwara State.
1.5 Research Questions
The study came up with research questions so as to be able to ascertain the above stated objectives. The specific research questions for the study are stated below as follows:
- Does school record have effect on the academic performances of senior secondary school students?
- Do senior secondary school management and teachers make due effort towards proper record keeping?
- What are the impact of school record on the administration and management of senior secondary schools?
- What are the challenges faced by senior secondary school teachers and management in record keeping?
- What are the probable solutions to poor record keeping in senior secondary schools in Ilorin south local government area?
1.6 Research Hypothesis
In order to pursue the objective of this study, the following generalized statements have been designed to guide and aids in obtaining the result for the experiment to be conducted. For this work, the null hypothesis will be represented with H0 while the alternative hypothesis will be represented with hypothesis H1.
Hypothesis One
- H0: There is no significant difference between the mean ratings of secondary school principals and teachers with regard to the problem associated with record keeping in senior secondary schools
- H1: There is a significant difference between the mean ratings of secondary school principals and teachers with regard to the problem associated with record keeping in senior secondary schools
Hypothesis Two
- H0: There is no significant relationship between school records management and effective administration of Senior Secondary Schools in the area under review.
- H1: There is a significant relationship between school records management and effective administration of Senior Secondary Schools in the area under review
1.7 Significance of Study
This study would be of immense benefit to school administrators and teachers in Kaduna State since it would enlighten the administrators on the necessity of adopting modern system of record keeping through the use of improved technologies.
- The findings may provide useful statistics for education planning, administration and management. Solution to problems of data collection, processing and utilization is provided through statistic analysis of information from records kept.
- It will assist education inspectors/supervisors to assess students and teachers performance through available records that are authentically produce and adequately rich in content.
- It will enhance teacher performance through interaction with supervisors during school inspection process. The study would provide some useful hints to school administrators on how to keep students’ academic records so as to be able to retrieve them as at when required.
- Finally, this research will also be relevant to researchers as a source of material for further research in the body of knowledge.
1.8 Scope of Study
The scope of this research is focused on the Impact of School Records on the Administration of Senior Secondary Schools in Ilorin South Local Government Area of Kwara State.
1.9 Limitations of the Study
During the course of this study, many things militated against its completion, some of which are:
- Time Constraint: The time frame given to accomplish this project was very short due to school academic calendar and it was carried out under pressure which made the researcher not to implement some necessary features.
- Research material: availability of research material is a major setback to the scope of the study.
- Frequent power failure: This made the researcher append more money on fuel to ensure sustainable power.
- Financial Constraint: Insufficient fund tends to impede the efficiency of the researcher in sourcing for the relevant materials, literature or information and in the process of data collection (internet, questionnaire and interview).
1.10 Definition of Terms
Records:
Records are an items or collection of data that is develop as a result of series of activities that takes place over period of time.
School Records:
School records are official documents, books and files containing essential and crucial information of actions and events which are kept and preserved in the school office for utilization and retrieval of information when needed. Such records are kept by principals, teachers, councilors or administrative staff.
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