30 Types of Statutory School Records for Effective Management

Discover the 30 types of school statutory records and learn how they can be effectively used for school management purposes. From attendance and assessment records to health and safety reports, this comprehensive guide will provide you with valuable insights on the essential records that every school needs to maintain for legal compliance and efficient operation. Whether you’re a school administrator, teacher, or parent, this resource will help you better understand the importance of record-keeping and its impact on student learning and success.

As an educator, ensuring effective school management requires keeping accurate and comprehensive records of school activities, events, and information. There are various types of statutory records that must be kept by schools to comply with legal and regulatory requirements. These records also serve as valuable resources for school management, teachers, students, and parents. This article will discuss 30 types of school statutory records and their uses for effective school management.

Table of Contents

1. Introduction
2. Admission and Registration Records
   • Enrollment Forms
   • Birth Certificates
   • Immunization Records
3. Attendance Records
   • Daily Attendance Registers
   • Absence Excuse Forms
4. Medical Records
   • Health History Forms
   • Medical Treatment Forms
   • Prescription Records
5. Academic Records
   • Report Cards
   • Transcripts
   • Standardized Test Scores
6. Discipline Records
   • Incident Reports
   • Suspension and Expulsion Records
7. Special Education Records
   • Individualized Education Plans (IEPs)
   • Section 504 Accommodation Plans
8. Personnel Records
   • Employee Information Forms
   • Employment Contracts
   • Professional Development Records
9. Financial Records
   • Budget Reports
   • Expense Reports
   • Purchase Orders
10. Facilities Records
    • Maintenance and Repair Records
    • Safety Inspection Reports
11. Transportation Records
    • Bus Driver Logs
    • Vehicle Maintenance Records
12. Food Service Records
    • Menus
    • Food Allergy Forms
13. Technology Records
    • Acceptable Use Policies
    • Equipment Inventory Records
14. Legal Records
    • Bylaws and Policies
    • Contracts and Agreements
15. Public Relations Records
    • Newsletters
    • Yearbooks

Admission and Registration Records

Enrollment Forms

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Enrollment forms are essential records that schools must keep for every student. These records contain basic information about the student, such as name, date of birth, address, and phone number. They also include emergency contact information, the student’s previous school, and the reason for the transfer.

Birth Certificates

Schools are required to keep copies of students’ birth certificates as part of their enrollment records. Birth certificates serve as proof of age and are necessary for school placement and eligibility for certain programs.

Immunization Records

Schools must keep records of students’ immunizations to ensure compliance with state and local health regulations. Immunization records provide information on the types of vaccinations a student has received and their vaccination schedule.

Attendance Records

Daily Attendance Registers

Schools must keep daily attendance records for every student. These records track a student’s presence or absence from school and can provide valuable information about a student’s attendance patterns and academic progress.

Absence Excuse Forms

Schools may require parents to provide an excuse for a student’s absence from school. Excuse forms should include the reason for the absence, the date(s) of the absence, and the parent’s signature.

Medical Records

Health History Forms

Health history forms provide schools with important medical information about a student. These records include information on allergies, medications, chronic illnesses, and other medical conditions that may affect a student’s health and academic performance.

Medical Treatment Forms

Schools may need to provide medical treatment to students during the school day. Medical treatment forms document the treatment provided, the date and time of treatment, and the signature of the person administering the treatment.

Prescription Records

Schools must keep records of any prescription medications that students take during the school day. Prescription records include the name of the medication, the dosage, and the time(s) the medication is administered. These records should also include the date(s) and time(s) that the medication is given, as well as any additional notes or comments related to the administration of the medication.

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Schools must ensure that prescription medications are given at the appropriate times and in the correct dosages. Any missed doses or changes to the medication regimen must be documented and reported to the prescribing physician and the student’s parent or guardian. Prescription records are confidential medical records and must be stored securely in compliance with privacy laws. Schools should also have procedures in place for the safe disposal of unused or expired medications.

Academic Records

Report Cards

Report cards provide a record of a student’s academic progress. These records include grades for individual subjects, attendance records, and comments from teachers.

Transcripts

Transcripts are official records of a student’s academic performance throughout their school career. They include information on courses taken, grades earned, and graduation status.

Standardized Test Scores

Standardized test scores provide information on a student’s academic achievement compared to other students in the same grade level or across the country. These records are often used for program placement and college admissions.

Discipline Records

Incident Reports

Schools must keep records of any disciplinary incidents that occur on campus. These records include information on the date and time of the incident, the names of the students involved, and the consequences of the incident.

Suspension and Expulsion Records

Schools must keep records of any student suspensions or expulsions. These records include the reason for the suspension or expulsion, the length of the suspension or expulsion, and any conditions for re-admittance.

Special Education Records

Individualized Education Plans (IEPs)

IEPs are records that outline the special education services that a student requires. These records include information on the student’s disability, academic goals, and the services that will be provided to meet those goals.

Section 504 Accommodation Plans

Section 504 Accommodation Plans provide accommodations for students with disabilities who do not qualify for special education services. These records include information on the student’s disability and the accommodations that will be provided.

Personnel Records

Employee Information Forms

Schools must keep records of all employees, including teachers, administrators, and support staff. These records include basic information about the employee, such as name, address, and phone number, as well as employment history and certifications.

Employment Contracts

Employment contracts provide a record of the terms of employment between the school and the employee. These records include information on salary, benefits, and job responsibilities.

Professional Development Records

Professional development records document the training and development opportunities provided to school employees. These records include information on the type of training, the date and time of the training, and the employee’s attendance.

Financial Records

Budget Reports

Budget reports provide a record of the school’s financial activities, including revenues and expenses. These records are used to track the school’s financial health and make decisions about future spending.

Expense Reports

Expense reports document the school’s expenses, including payroll, utilities, and supplies. These records are used to track the school’s spending and ensure that expenses are within budget.

Purchase Orders

Purchase orders are records that document the school’s purchases of goods and services. These records include information on the vendor, the cost of the purchase, and the date of the purchase.

Facilities Records

Maintenance and Repair Records

Maintenance and repair records provide a record of the school’s maintenance activities, including repairs and upgrades to facilities. These records are used to track the school’s maintenance needs and ensure that facilities are in good working order.

Safety Inspection Reports

Schools must conduct regular safety inspections of their facilities. Safety inspection reports provide a record of these inspections and any safety hazards that were identified.

Transportation Records

Bus Driver Logs

Bus driver logs provide a record of the bus driver’s activities, including routes, stops, and the number of students transported. These records are used to track the school’s transportation needs and ensure that buses are operating safely.

Vehicle Maintenance Records

Schools must keep records of all vehicle maintenance activities, including oil changes, tire rotations, and repairs. These records are used to track the school’s maintenance needs and ensure that vehicles are in good working order.

Food Service Records