Reading Dashboard for Registers
Government of Sindh - Public Schools Policy Guidelines
School Registers Policy Dashboard
Student Attendance
Teacher Attendance
General Register (GR)
Cash Register
Stock Register
Punishment Register
Library Register
Movement Register
Visitors Register
Examination Register
Scholarship Register
Health Register
Student Attendance Register Policy
Benefits
Ensures accurate tracking of student attendance
Helps identify patterns of absenteeism
Provides legal documentation for audit purposes
Challenges
Time-consuming manual entry process
Potential for human error in recording
Requires daily maintenance
Policy Guidelines:
Maintain separate registers for each class/section
Record must be updated daily before 10:00 AM
Use only blue or black ink - no pencil entries allowed
Principal must verify and sign the register weekly
Monthly summary must be submitted to District Education Office
Corrections must be made with single line strike-through and initialed
Preserve registers for minimum 5 years
Step-by-Step Procedure:
1. Open register to current date
2. Mark present students with "P" and absent with "A"
3. For late arrivals, mark "L" and note time
4. Record reason for absence if known
5. Calculate daily attendance percentage
6. Obtain class teacher's signature
Teacher Attendance Register Policy
Benefits
Ensures teacher accountability
Tracks leave patterns and punctuality
Provides basis for salary deductions
Challenges
Sensitive nature requiring diplomacy
Potential for disputes over entries
Need for strict verification
Policy Guidelines:
Must be maintained by Headmaster/Principal
Biometric verification preferred where available
Manual entries require two authorized signatures
Late arrivals must be noted with exact time
Leave applications must be attached
Monthly summary sent to DEO/EDO
Preserved for 7 years minimum
Step-by-Step Procedure:
1. Record date at top of page
2. Mark present teachers with "P"
3. Note late arrivals with time
4. Record leave type (CL, ML, EL, etc.)
5. Attach approved leave applications
6. Calculate monthly attendance percentage
General Register (GR) Policy
Benefits
Permanent record of student enrollment
Legal document for age verification
Historical reference for alumni
Challenges
Irreplaceable if damaged/lost
Requires careful long-term storage
Manual updating process
Policy Guidelines:
Bound volume with numbered pages
Maintained for the life of the school
Each student gets unique admission number
Records must include: full name, father's name, DOB, address
Transfer certificates must be noted
No erasures allowed - corrections must be attested
Kept in fireproof cabinet
Step-by-Step Procedure:
1. Assign admission number sequentially
2. Record all student particulars at admission
3. Attach attested copy of birth certificate
4. Update class promotion annually
5. Note transfer out with date and school
6. Principal must verify entries annually
Cash Register Policy
Benefits
Ensures transparent financial transactions
Provides audit trail for all school funds
Prevents financial mismanagement
Challenges
Requires meticulous record-keeping
Needs regular reconciliation
Sensitive to errors
Policy Guidelines:
Must be maintained by assigned staff member
All entries must be dated and sequentially numbered
Every transaction requires supporting voucher
Principal must authorize all expenditures
Daily closing balance must be calculated and verified
Monthly bank reconciliation mandatory
Audit must be conducted quarterly
Step-by-Step Procedure:
1. Record date and transaction number
2. Enter description/purpose of transaction
3. Record debit or credit amount
4. Attach supporting document/receipt
5. Obtain authorized signatures
6. Update running balance
Stock Register Policy
Benefits
Tracks school assets and inventory
Prevents loss/theft of school property
Facilitates maintenance planning
Challenges
Requires regular physical verification
Time-consuming documentation
Needs proper categorization system
Policy Guidelines:
Maintain separate sections for different asset categories
Each item must have unique identification number
Record purchase date, cost, and supplier details
Note condition and location of each item
Physical verification must be conducted biannually
Condemnation process must be properly documented
Register must be updated for new purchases immediately
Step-by-Step Procedure:
1. Assign unique ID to new item
2. Record all purchase details
3. Note current location and custodian
4. Update condition during verification
5. Record transfer/disposal with authorization
6. Maintain depreciation records for valuable assets
Punishment Register Policy
Benefits
Documents disciplinary actions properly
Ensures compliance with child protection policies
Provides evidence for dispute resolution
Challenges
Sensitive nature requires careful handling
Potential for misuse if not monitored
Legal implications of improper records
Policy Guidelines:
Only authorized staff may make entries
Record must be kept confidential with limited access
Each entry must include full details of incident
Note actions taken and reasons for punishment
Parent/guardian notification must be documented
Progressive discipline approach must be followed
Physical punishment strictly prohibited
Step-by-Step Procedure:
1. Record date and time of incident
2. Describe behavior leading to punishment
3. Note previous warnings/actions
4. Document punishment given with rationale
5. Obtain signatures of witness and authorizing officer
6. File copy of parent communication
Library Register Policy
Benefits
Tracks book circulation effectively
Encourages reading culture
Prevents loss of library materials
Challenges
Requires daily updating
Need for overdue tracking system
Space for record maintenance
Policy Guidelines:
Maintain separate sections for book inventory and issue/return
Each book must have unique accession number
Record complete bibliographic details
Maximum loan period is 14 days
Overdue notices must be issued after 7 days
Annual stock verification mandatory
Damaged/lost books replacement process documented
Step-by-Step Procedure:
1. Record book details in inventory section
2. Assign classification and location codes
3. For issues: note book ID, borrower details, date
4. For returns: verify condition and update record
5. Calculate and record fines if applicable
6. Monthly generate circulation statistics
Movement Register Policy
Benefits
Ensures student safety during school hours
Tracks movement in/out of school premises
Provides emergency contact information
Challenges
Requires monitoring at all exits
Dependence on accurate parent information
Time-consuming during peak periods
Policy Guidelines:
Must be maintained at all school exits
All students leaving early must be signed out
Record time out, time in, and reason
Authorized pickup person details required
Emergency contacts must be up-to-date
Class teacher must verify early departure reason
Register must be checked by principal weekly
Step-by-Step Procedure:
1. Verify identity of person picking up student
2. Confirm authorization with class teacher
3. Record student name, class, time out
4. Note reason for early departure
5. Obtain signature of pickup person
6. Update return time if student comes back same day
Visitors Register Policy
Benefits
Enhances school security
Documents all visitors to premises
Provides contact tracing capability
Challenges
Requires staff at entrance points
Visitor resistance to providing details
Maintenance of historical records
Policy Guidelines:
Located at main entrance with security
All visitors must register before entry
Record name, CNIC, contact, purpose
Issue visitor badge with time limit
Escort required for non-staff visitors
Principal must authorize unscheduled visits
Preserve records for minimum 1 year
Step-by-Step Procedure:
1. Greet visitor and request identification
2. Record all required details
3. Verify appointment if applicable
4. Issue visitor badge with time noted
5. Inform relevant staff of visitor arrival
6. Note time out when visitor leaves
Examination Register Policy
Benefits
Centralized exam performance records
Tracks student academic progress
Supports parent-teacher conferences
Challenges
Voluminous data entry
Requires careful calculation
Confidentiality concerns
Policy Guidelines:
Maintain separate section for each examination
Record student scores by subject
Calculate term averages correctly
Include remarks on performance
Class teacher must verify all entries
Principal must countersign final results
Preserve records for student's entire duration at school
Step-by-Step Procedure:
1. Prepare register with student list before exams
2. Record marks by subject after each paper
3. Calculate subject totals and percentages
4. Compute term aggregate
5. Add teacher remarks on performance
6. Obtain required verifications
Scholarship Register Policy
Benefits
Tracks financial assistance to students
Ensures transparent distribution of funds
Provides audit trail for scholarship programs
Challenges
Requires verification of eligibility documents
Sensitive financial information handling
Annual updating needed
Policy Guidelines:
Maintain record of all scholarship recipients
Include student details and scholarship criteria
Record amount and disbursement dates
Attach copies of approval documents
Note renewal/termination status annually
Principal must verify entries
Preserve for 10 years after graduation
Step-by-Step Procedure:
1. Record student admission number and details
2. Note scholarship type and awarding authority
3. Document eligibility criteria met
4. Record each disbursement with date and amount
5. Obtain student/parent acknowledgment
6. Update academic performance requirements
Health Register Policy
Benefits
Monitors student health issues
Tracks medical emergencies
Documents vaccination records
Challenges
Confidentiality requirements
Need for first aid training
Parental consent documentation
Policy Guidelines:
Maintain basic health information for all students
Record allergies and chronic conditions
Document all medical emergencies
Track immunization records
Note medication administration
School nurse/designee must maintain register
Keep confidential in locked cabinet
Step-by-Step Procedure:
1. Record student health information at admission
2. Update immunization records annually
3. Document any medical incidents
4. Record first aid administered
5. Note parent notifications made
6. File doctor's notes/medical certificates