FACTORS AFFECTING THE EFFICIENT MANAGEMENT OF STUDENTS’ ACADEMIC RECORDS In SECONDARY SCHOOL LEVEL

 

ABSTRACT

The aim of this study was to examine the impact of records management practices to the performance of school administration in secondary schools in Uyo-Nigeria. The research had three specific objectives which were: to analyze the types of records management practices presently kept in secondary schools in Uyo; to examine the school administration performance in secondary schools in Uyo; to assess the effect of records management practices on the school administration performance in secondary schools in Uyo. Results and the findings of the present research will be used to solve problem and poor record keeping encountered by school administrators including schools Head teacher for effective record keeping in school system. Practically, the findings will be sound relevant to the Head teachers, teachers, students, secondary school management board and the entire society. The findings of this study will help school Head teachers with the best management of school records to improve their career. Consequently, the findings will help them shun the falsification of school data. The research literature review was carried out in the related literature such as theoretical literature and empirical review to investigate what the other researchers came out with their researches. The study adopted a descriptive research design; involving 95 participants from whom by use of Solven’s formula a sample size of 77 respondents using stratified random sampling was selected made of 61 staff, 12 Head of departments and 4 head teachers. After collecting data the researcher organized, analyzed and interpreted the findings in form of tables, percentages and graphs by using mean and scores by using SPSS version 21. The research findings show that the types of records management practices such as lesson plans, scheme of works, attendance registers and students enrollment records helped to increase the school administration performance where 90% of respondents agreed that the practices of school records affect the school administration performance. However, the findings showed that 50% of the respondents assumed that if the school records are not updated to be used for school follow-up and self-evaluation of the school administrators, the school administration performance face many challenges such as students and leaders failure in their lessons delivery teaching and learning. The researcher recommended the school administrations to use ICT for recoding school information for better school management in order to keep schools information update. The researcher suggested that the further study should tackle on the use of Information Communication Technology (ICT) for records management practices and school administration performance even in private schools.

CHAPTER ONE

INTRODUCTION

1.0 Introduction

The present chapter presents background, Problem statement, objectives, research questions and significance of the study, it shows limitations, scope and organization.

1.1 Background of the Study

According to Durosaro (2002), school records are defined as academic data contained in officials’ papers, booklets, leafs, pamphlets and, paper, balance sheets, files and paperwork.  The aforementioned information are retained and research in the office of Principal/ Head teacher. Different major school records include; students’ personal files, staff record book, the log book, visitors book and inventories book, among others. The primordial objective of record documents is to be able to evaluate effectively the development and advancement regarding school activities. This encourage the performance of schools through their scores, grades and promotion of leaners.

A study conducted in Nigeria, by Olube (2012), expressed the increase of school administration expenditure lead to the low performance due to inadequate and lack of skilled personnel. However in order to recommend strategies for using few money and other assets. For this perspective, one of the major strategies used was the adoption of managing and preserving school records and documents. Therefore, obstacles in school management and administration and environmental eventualities shows the necessity of keeping schools (Nwaoku, 2005). Inappropriate keeping of records can undermine effective use of physical and financial resources (Olude, 2009).

In Kenya, it has been revealed that record management is an effective instrument for making a good plan related to school activities (Durosaro, 2002). In the same vein effective functioning of secondary schools depends on the existence of record management. This lead to good plan and execution of targets and objectives and an effective and constant follow up and assessment.

In addition, records provides more information and facilitates effective communication in order to accomplish schools objectives and targets. Therefore, they enhance capacity of teachers and keep update the historical information on the evolution of schools in terms of learning and acquiring knowledge. Egwubga (2009), evidenced the authenticity and confidentiality of information lead it its necessity to be recorded in school data for effective performance.

In this regards school records are dived into statutory and non-statutory records. The first group of records are related to education policies, rules, laws and regulations. These include,   admission letters, enrollment lists and leaving records, absence and presence lists, time table and works and evaluation record, dairy activities and perhaps financial records. The second group of records are not legal binding and they are for private matters.  For example punishment and reward activities, calendar, cashier librarian use records, newspapers, follow reports handover books. Those records are commonly keep in schools presently. The keeping of records consist in requesting effective follow up of evidenced and documents of everyday activities (Bosah, 1997). Therefore, this evaluation is done based on the allocation, the use and keeping of documents in schools.  The purpose of effective keep of records is to attain adequate reservation and effective use with secondary education arena.

A school head must have perfect and appropriate evidences and facts in order to facilitate head masters to evaluate how the school is improving and developing. Therefore, these records appeared to be very important in responding pertinent problems. However, the failure to manage records is the greatest impediments to the development of secondary schools.  Therefore, there is need to take into consideration the truthfulness of records in order to avoid fistful information  According to Idoko (2005), school records management can only be properly maintained  whether school  head teachers use appropriate strategies  for the amelioration. These strategies could be; the prioritization of important school records supply, capacity building for record keeper or managers, strategies to prevent delay in providing school records (Akabue, 1991).

Therefore, record keeping is strategy for enhancing the performance of school administrators or staff members (Fasisi, 2004). The effective record management can lead to soften internal communication as well as adequate administration of school activities. However, school record management needed an effective cooperation and collaboration between school administration, teaching staff and students themselves. However, several challenges are constraining record management to contribute to the performance of school administration. These are like low quality and lack of skills in record management (Whiwchu, 2005).

However, effective record keeping was achieved through school supervision, leadership, monitoring, evaluation, follow up of information, career development and capacity building for school record managers (Ajayi, 1997). In this regards, effective supply of staff managers, financial resources, and physical equipment stimulated school administration to perform in their everyday activities

The study findings from a research conducted by Asogwa (2004) supported to preserve and protect authentic documentation within both in primary and secondary schools. This is very important in order to achieve school performance and prove them good working conditions. Unfortunately, it has been proved that schools did not perform well in keeping records.

In Nigeria, the information regarding records management seems very scanty and undocumented. Muvunyi (2013) revealed that there was a lot of inconsistence and maddeningly delayed reporting of students’ and teachers’ demographics from school Head teachers to the Nigeria Education Board (REB) whenever such data is required by the board.

In light to this information, appropriate records management is important to enables schools to achieve and accomplish their performance. For this reason, it is worth importat to undertake a study in order to see the role of record management in school performance using secondary schools in Nyanza– Nigeria. Basing on this backdrop, the researcher feels inspired to conduct a study on Records Management Practices and School Administration performance in secondary schools in Nigeria:  A case of Uyo.  

1.2 Problem Statement

The greatest challenge to the attainment of schools performance for school administration and management was low performance in secondary schools. The students’ failure during their studies was attributed to the lack of proper record management by head teachers. In this regards, controlling and keeping school documents/records was not usual in Nigeria. The roots of this poor adherence is caused by lack of skilled personnel, lack of experience and especially in managing schools records, lack of taking into account the role of records in education programs (International Records Management Trust, 2011). This low priority attention to records management often manifest on the area of missing files and records, falsification of records (change of declaration of age), missing school plan and destruction of records to cover up something.

Despite the core value of effective record keeping in school system, many secondary schools in Uyo still leave much to be desired in terms of effective records management (DEO, Nyanza, 2017). Many Principals/Head teachers have complained of falsification of data among staff, and several time, supervisors from state ministry of education and local government education authority have also recorded high falsification of school data by school heads and teachers.

For instance, it has been observed that Principals/Head teachers most often do not provide accurate number of students on enrolment during P.T.A levy account, among others which in the end affects education planning (Muvunyi, 2013). Based on this backdrop, there is need to investigate the records management practices adopted in secondary schools in Nyanza and their effect on school administration. Hence the study on records management practices and school administration in secondary schools in Uyo – Nigeria.

1.3 Objectives of the Study

This study was guided by one general objective and three specific objectives.

1.3.1 General Objective

To examine the impact of records management practices on school administration performance in secondary schools in Uyo – Nigeria.

1.3.2 Specific Objectives

1. To analyze the types of records management practices presently kept in secondary schools in Uyo – Nigeria ii. To examine the school administration performance in secondary schools in Nyanza

District – Nigeria.

iii. To assess the effect of records management practices on school administration performance in secondary schools in Uyo – Nigeria.

1.4 Research questions

1. What are the types of records management practices presently kept in secondary schools in Uyo – Nigeria?
2. How is the school administration performance in secondary schools in Uyo –

Nigeria?

• To what extent records management practices affect school administration performance in secondary schools in Uyo – Nigeria?

1.5 Significance of the Study

In light to the information provided in the problem statement and background to the study, teaching staff and school administration officers  must not only ensuring good functioning of their school but also to keep well schools records which in turn help them to achieve academic performance. Theoretically this study would explain the relationship between workers and the organization towards effective record keeping management. Thus, many management bottlenecks/problems facing the Nigerian education system particularly, the secondary education level could be solved through effective management theory and sound record keeping. The findings may be used to solve the management problem and poor record keeping encountered by school administrators including schools Head teacher for effective record keeping in school system.

Findings would be very important to Head teachers, teachers, students, secondary school management Board and the entire society. The findings of this study will expose school Head teachers with the best management school records. Consequently, the findings will help them shun the falsification of school data.

In addition, the result of this study will help teachers appreciate their important position in school records management. This will therefore motivate them to cooperate with the Head teacher in documentation of reliable data for professional growth and quality delivery in school.   Similarly, the findings will serve as an eye-opener to teachers even Head teacher on the necessary school information needed to record for office use.

The study will also present with students the importance of effective record keeping in the school management thereby, helping them provide necessary and reliable data/information for accurate school documentation.

Indeed, findings be helpful to Head teachers and teachers on school management necessary for progressive records keeping in secondary school system.  In the strength of the above, the board will know the specific management theory and area of record keeping to be focused during staff seminars and workshop on school management and records keeping. In all, Nigerian society will also benefit from the results of this study, when Head teachers and teachers adopt better management on records keeping, to be ascertained in this work, it is most likely that falsification of data will be minimized, issue of ghost workers and sometimes half-hazard retrieval of information among Head teachers and staff will be drastically reduced, and teachers will be more committed to their work thus, yielding improved and productive personnel to the society.

FACTORS AFFECTING THE EFFICIENT MANAGEMENT OF STUDENTS’ ACADEMIC RECORDS In SECONDARY SCHOOL LEVEL.GET MORE EDUCATIONAL PLANNING AND CURRICULUM STUDIES PROJECT TOPICS AND MATERIALS

 

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