– Assessment of Records Creation And Maintenance For Proper Administration In Islamic Schools In Zaria City Kaduna State –
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ABSTRACT
This study focused on Assessment of Records Creation and Maintenance in for proper administration in Islamic Schools in Zaria City. Five (5) research questions were raised to find out the types of records that are created in Islamic Schools in Zaria City.
The medium used in records creation, how are records maintained in Islamic Schools among others. The research design adopted was cross-sectional survey; the population of this study consisted of all the teachers and headmasters in the Islamic Schools in Zaria City located in wards of Zaria City.
Giving the total number of (391) in the (30) Islamic schools studied. Questionnaire was used to collect data. The data obtained from the copies of questionnaire was analyzed using simple percentages, and frequency.
The findings of the study among others revealed that records created in Islamic Schools in Zaria City are financial records, contract records, promotion records, demotion records, PTA records, examination records, students certificates, staff records, attendance register, staff duty book, newly admitted students records, attendance register, are the records which are mainly generated.
The medium through which records are mostly maintained in the Islamic Schools in Zaria City are Papers, Computer, Video Camera, and Handset.
The study concluded that Islamic Schools in Zaria City creates and receive records through some of the events happening in the schools but the way they maintain such records leads to inability to provide them when needed.
It was recommended among others that; school administrators should come up with a written and clearly spelt out records keeping and disposition policy which every teacher should be familiar with.
INTRODUCTION
Records creation is a continuous process taking place in organizations. Examples of such records include Annual Parent Teachers’ Association meeting records, admission letters to new intakes, forms for new intakes, school fees receipts are created on term basis.
These records are the ones created after every three (3) months. They include terminal examination results, terminal continuous assessment records, students’ terminal school fee receipts, staff terminal minutes of the meeting, general school terminal reports etc.
However, in school system there are records that are created whenever the need arises. For example, emergency meeting leads to the creation of minutes of that meeting.
Also, other records of unscheduled visitation by some people in the community such as parents, group of elders in the community etc.
Mukhtar et al (2014) had a view that in schools generally, records such as punishment book, records cards, examination time-table, school revenue and expenditure book, duty roster (staff duty roster) students duty visitors’ book, staff attendance book and the rest of school records are created. These records are created and kept in schools for many purposes.
Records are created on daily basis in all organizations including Islamic schools. Records in Islamic schools are documents that contain information about students, staff; parent teachers’ association.
Mukhtar et al (2014) asserted that the essence of record creation and storage in Islamic schools is for reference purpose.
Also, Pino (2000) maintained that proper record keeping in Islamic schools provides information needed on ex-students by higher and other related institutions and employers of labor for admission or placement. Islamic schools 2 records are used as reference materials by the teachers.
Many Islamic schools create and store records which are retrieved for future use. These records are created and kept in Islamic schools for many purposes. Administrative value is one of the purposes of creation and keeping of these records in Islamic schools.
Administrative value has to do with utilization of records to make planning’s such as the next number of students to be admitted, the number of chairs or tables to be acquired for the next set of students and the rest (Adikwu, 2007).
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