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PROJECT TOPIC- FACTORS MILITATING AGAINST THE EFFECTIVE MANAGEMENT OF SCHOOL RECORDS BY SECONDARY SCHOOL PRINCIPALS

PROJECT TOPIC- FACTORS MILITATING AGAINST THE EFFECTIVE MANAGEMENT OF SCHOOL RECORDS BY SECONDARY SCHOOL PRINCIPALS

Abstract

The study focus on the Factors Militating against the Effective Management of School Records by Secondary School Principals’ in Ebonyi State. Four specific objectives and corresponding research questions provided guide for the study. Descriptive survey research design was adopted for the study. The population of the study comprised of 200 members four secondary schools. Sample of the study consisted of the entire 200 respondents. Structured questionnaire was formulated for data collection. It was validated by three experts, two from Business Education Department and one from Science Education all in Ebonyi State University. An overall reliability co-efficient of 0.78 was obtained. The data was analyzed using simple statistical mean. Results from the data analyzed showed that:inadequate staffing, inadequate infrastructure, inadequate financeinadequate infrastructure and ineffective supervision constitute problems to secondary school principals in Afikpo South Local Government Area of Ebonyi State. Based on the findings, the study recommended that: Government should adequately recruit qualified and suitable teachers for effective teaching and learning purposes in Educational sectors, Government should provide adequate infrastructure facilities to enhance effective teaching environment at junior secondary school session, Government should adequately finance the school system in order to ascertain effective teaching and learning among secondary school students and School management should be highly monitor and supervised by the needed government agencies.Finally, conclusion and suggestions for further studies were made.

CHAPTER ONE

INTRODUCTION

Background to the Study

Records management is crucial for the growth of any organization. A comprehensive record management makes it possible to develop accurate and timely reports that show the progress and current condition of any organization. Records is a  document  that memorializes and  provides  objective evidence  of  activities  performed,  events  occurred,  results  achieved, or  statements  made, ( Friedman  2007).

Hornby (2007) defined record as a written account of something that is kept so that it can be looked at and used in the future. It is also a permanent account of facts or events by writing them down, filming them and storing them in computers etc. Record keeping in an organization set up, is very important and cannot be over emphasized. This is because continuity depends on availability of useful record of past activities.

In a complex organization like the secondary school, it is not possible to store every information in the brain because the volume of information is much, therefore records must be kept. The keeping of records predated the existence of man. School records are official documents, books and files containing essential and critical information of actions and events which are kept and preserved in the school offices for utilization and retrieval of information or dates’ when needed.

However, according to Mbiti (2006) record management is defined as the field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and deposition of records including the process for capturing and maintaining evidence of an information about business activities, transactions in the form of records. These school records are Kept and managed by the school principals, teachers, counsellor and Administrative staffs.

Record management is one of the most important administrative elements of any school organization in which the school administrators or principals must adhere to. Hence, the purpose of record keeping and management is to ensure that accurate and proper record of student’s achievements and growths, information on school activities are kept. Record management can also be defined as the application of systematic and scientific control of recorded information that is required for the operation of the school.

According to   Durosara (2007) records are important tools for effective planning and administration of schools, so it is impossible to effectively plan and administer any informal organization which records are either not kept or managed. The education system as a social organization has numerous sub-systems or levels that are managed to ensure some coherence and continuity. To successfully achieve this, records must be safely kept and managed.

Egwumyega, (2007) suggested that not all information can be considered as record until they satisfy such characteristics originality and authenticity, that is the information that the records given must be on time, correct and original, records must be comprehensively available, accessible and secured. Records that are kept in any educational system are mandatory and others are optional or discretional.

Such records are grouped into statutory and non statutory records. Statutory records includes admission or withdrawal register, attendance register, scheme of work, time table, visitors book, school diary, examination record book etc, and non statutory records include cash book, staff minutes book, school magazine, school calendar, inspection or supervision report file, confidential report and requisite book etc.

The aim of record management is to achieve the best retrieval and exploitation of school record in school system and also to improve the efficiency of record making process. Record management helps to control the quality and quantity   of information that is created in a manner that it effectively serves the need of the school (Akube 2006 and Fasasi 2009). School record management according to Fasasi (2009) is meant to enhance the performance of secondary school administrators.

The management of records in secondary schools, just like any other organization is a cyclic process involving the principals, teachers students and messenger but the bulk of records are handled by principals which are kept manually, thus processing , retrieval and utilization of records is not easy. Since proper management of school records is essential for smooth administration of school, it is pertinent to examine those factors that militate against the proper management of school records by secondary school principals.

PROJECT TOPIC- FACTORS MILITATING AGAINST THE EFFECTIVE MANAGEMENT OF SCHOOL RECORDS BY SECONDARY SCHOOL PRINCIPALS

Statement of the Problem

Inspite of the importance of school records in the achievement of educational objectives, these records do not seem to be adequately managed by school principals. In Nigeria today getting accurate and reliable data has been a long letting problem. Agbaje (2009) pointed out that Nigeria have been meddling without facts and figures in schools. Record keeping and management practice in Nigeria secondary schools is bedevilled with a lot of setback such as inadequately trained staff who are incompetent to be in charge of record keeping, the use of manual system rather than computerized methods for storing vital information, the negative attitude of staff towards record keeping, improper security of records, inadequate storage space. However, many principals complain of shortage of funds and material resources. All these could possibly have serious effect on management of school records by secondary school principals.

Purpose of the Study  

The main purpose of this study is to identify the factors militating against the effective management of school records by secondary school principals. Therefore, the researcher specifically sought to;

  1. Ascertain how inadequate staffs constitute problems to secondary school principals on the management of school records.
  2. Ascertain how inadequate infrastructural facilities constitute problems to secondary school principals on the management of school records.
  3. Determine how inadequate finance affects the management of school records by secondary school principals.
  4. Determine how inadequate supervision affects the management of school records by secondary school principals.

Significance of the Study

This findings of this study on conclusion will be beneficial and of great value to educational management, Teachers, Students and Government.

To the Educational Management the findings of this study will inform them on how competent the school principals are and on how to improve their school record system.

To the Teachers the findings of this study will help them to understand their roles in the school record system and how to promote the effectiveness and efficiency of the school records.

To the Government the findings of this study will reveal the type of school records used and how to equip the school with advanced equipment that will enhance proper school record system.

Finally the finding of this study will serve as a reference material to students and individual researchers who may wish to carry out further studies on the scope or subject of this study.

Scope of the Study

The study is delimited to secondary schools in Afikpo South Local Government Area of Ebonyi State. The study was to identify the factors militating against effective management of school records by secondary school principals in Afikpo South Local Government Area of Ebonyi State.

Research Questions

  1. How does inadequate staffs constitute problems to secondary school principals on the management of school records?
  2. How does inadequate infrastructural facilities constitute problems to secondary school principals on the management of school records?
  3. How does inadequate finance affect management of school records by secondary school principals?

How does inadequate supervision affect the management of school records by secondary school principals?

PROJECT TOPIC- FACTORS MILITATING AGAINST THE EFFECTIVE MANAGEMENT OF SCHOOL RECORDS BY SECONDARY SCHOOL PRINCIPALS

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