Administration and Management of an ECCE Centre: Need, Importance and Types of Records (For CBSE, ICSE, IAS, NET, NRA 2022)

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Need and Importance of Records and Types of Records Maintained at ECCE Centre

  • Records are the documented information generated, collected or received in the starting, conduct or completion of an activity. They comprise sufficient content, context and structure to provide proof or evidence of the activity.
  • It is critical to keep record to refine strategies because records can help you spot gaps and suggest improvements. Keeping record will also make it easier to construct formal and informal reports on the progress of children.
  • All children develop and communicate in a different way. Records provide the basis for planning to support and encourage the child. Record keeping and the storage of information are important function of both the administration and teaching staff of a school.

Some common record types available in schools include:

  • Pupil Progress Reports
  • School Roll Books
  • Admission Registers
  • Pupil Record Folders
  • School Work Experience Forms
  • Staff Record
  • Financial Records
  • Miscellaneous Records

Records at ECCE centres can also be used to:

  • build a picture of each individual child
  • communicate with family, caretakers and other ECCE professionals
  • help evaluate provisions and planning
  • provide for continuity from the center to the next class or formal school
  • demonstrate accountability since records can be used to explain and justify the work done.

Types of Records

Records can be broadly classified as:

Child՚s Profile/Cumulative Record

  • A daily attendance register of all the children enrolled at the ECCE center is to be maintained. In case, a child is continuously absent for a few days, the ECCE staff should visit the child՚s home to find out the reason. Checklists are used to record developmental achievements.
  • Portfolio or records of achievements in the compilation of selected example of children՚s work dated and collected over a period of time. This provides evidence of progress.
  • Regular written detailed observations of individual children enable the teacher to see the child as a whole, rather than as a list of skills or behavior achieved in any particular domain of development.

ECCE Worker/Staff Record

Individual records of all ECCE staff/employee of the centre must be maintained. Each ECCE staff/employee should have access to her/his records when needed. Supervision and training records of the staff and volunteers should be recorded and updated regularly. Attendance register with time sheet must be maintained.

Stock Records

These are records of all resources and materials stocked at the centre. They show the quantity and kinds of materials at the centre՚s disposal. The materials can be divided into: equipment for outdoor and indoor space, furniture etc.

Financial Records

  • Finances are essential for carrying out center activities. Like other resources, finances require strict regulation and management. Financial records need to be maintained for auditing and reporting purposes.
  • Financial records at ECCE center include cash book, ledger and balance sheet. Let us read about these in detail.
  • A cashbook is a record of small value purchases before they are later transferred to the ledger and final accounts.
  • A ledger is the principal book or computer file for recording and totaling economic transactions taken place at ECCE center. It has separate columns for debits and credits.
  • A balance sheet lists all of the assets that an ECCE center owned as well as the debts owned by it. Assets are listed separately, first and then liabilities are listed together.
Financial Records

The current assets represent all the assets that an ECCE centre expects to be used or converted to cash within the next year. Long term assets are those assets that you don՚t plan on converting to cash within the next year such as land, building and equipment. Long-term liabilities refer to those obligations that won՚t be paid off within a year, such as loan. This is very helpful to know the financial status of an ECCE centre.

Miscellaneous Records

There are some miscellaneous records which also needed to be maintained are:

  • A record of regular inspection for safety equipment must be kept in a book retained solely for this purpose
  • Menu records for mid-day meal must be kept, if applicable
  • Logbooks
  • School/preschool/center prospectus
  • Documents relating to the foundation of the center: trust deeds, building accounts, lists of subscribers to building fund etc.
  • Photographs of the center and its activities (identified if possible)
  • Newspaper cuttings and scrapbooks relating to the center and its activities
  • Plans of center buildings
  • Timetables and records relating to the curriculum
  • Minutes and records of the center Parent Teacher Association or friends organisation
  • Visitor՚s book

Management of Records

  • Records regarding day-to day activities which are on separate papers/sheets should be compiled in a file, and all the files must be organized and stored duly labeled/coded in an orderly way to ensure easy retrieval. They should be arranged subject-wise and kept in a cabinet drawer preferably under lock and key. The cabinet drawers in which the files are stored must also be labeled.
  • All records should be created in such a way that they provide all the information regarding the particular activity in a clear way to the person accessing it.

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