Transcript/C.V, Cumulative Record; Admission Register; Student accommodation, Hostel facilities by I.N.C; Transportation facilities

1. Records and Reports
- Transcript/C.V, Cumulative Record; Admission Register; Student
accommodation, Hostel facilities by I.N.C; Transportation facilities
Nirmala Roberts
India

2. Record-
A permanent written communication that documents
relevant information
A scientific, administrative and legal document
Can be presented as a report
Report –
Oral or written exchanges of information shared
between personnel in an organization
Can be preserved as a record

3. Records and Reports
Administrative
Written Philosophy, Policies, Rules & regulations
Personal records – Staff and students
Affiliation/ accreditation
Staff development
Statement of budget proposals and allotments
Institutional Brochure
Inspection/ accreditation record
Minutes of committee meeting
Photograph/ video of important events
Computerized records (CD format/other)
Annual reports
Record of stocks & inventory

4. Records and Reports
Academic
Curriculum
Course content and course plan record for each
subject
Record of academic requirements
Rotation plans for each academic year
Record of committees
Application records
Records of educational programmes organized for
teaching faculty and students
Extra/ co-curricular activities – SNA, University

5. Transcript
An inventory of the courses taken and grades
earned of a student throughout a course of study
Transcript of Records gives details of :
Nature of the Course undergone
The title of the courses attended at the university,
The duration of the course
Hrs attended in accordance with the requirements of
regulatory bodies
Details of passing in the course and marks obtained

6. Cumulative Record
A permanent record of a student which is kept
up-to-date by the educational institution; an
educational history with information about the
pupil’s academic achievement, attendance, health,
test scores and other pertinent data.

7. Cumulative Record
A permanent record about the pupil or student.
Maintained up-to-date – With prompt entries made
Data - Authentic, pertinent, objective …
Continuous information recorded = Admission onwards
Comprehensive - Complete picture about the
educational progress of the student
Any needed information is shared, but the card is not
given away
Confidential information about the student not
recorded here

8. Format of cumulative record…
Identification Data: Name, age, sex, parents,
admission No., date of birth, course….
Environmental and Background Data: Home address,
socio-economic & cultural status, family members,
occupation etc
Physical Data: Weight, height, illness, physical
disabilities, etc.
Psychological Data: Intelligence, aptitudes, interests,
personality qualities, emotional and social adjustment
and attitudes.
.

9. …Format of cumulative record
Educational Data: Previous school record,
attendance, marks, achievements
Co-curricular Data: Notable experiences and
accomplishment in various fields-intellectual, artistic,
social, recreational, etc.
Vocational Information: Vocational ambitions of the
student.
Supplementary Information: Obtained by the use of
standardized tests.
Principal’s overall remarks
.

10. Admission Register
A permanent record of all students who join the
institution
Record of basic details about students admitted
to the college
Reference is made while making any certificate
like Transfer Certificate, Character Certificate,
Progress Report, Mark list etc

11. Contents of Admission register
Admission No.
Name
Name of parents /
Guardian and relationship
with Guardian
Occupation & address of
parent / Guardian
School attended
previously
No & Date of TC produced
on admission
• Date of admission
• Date of birth
• Religion
• Date of leaving
• No & Date of TC granted
on leaving
• Reason for Leaving
• Date of Vaccination
• Remarks

12. Records of Student
accommodation
Hostel admission/ vacation
record
Hostel rules & regulation
Room occupancy
Daily attendance –
Morning, meal times, night
Daily count of students
Home pass record
Sick report record
• Daily hostel report
• Sick report
• Complaint book
• Ration report –
Procurement &
expenditure
• Daily menu
• Food tasting
• Mess fees
• Handing/ taking over
record

13. Transportation facilities
Details of transportation available
Vehicle registration details
Details of drivers and driving license
Bus-pass for students
Distance travelled
Number of trips made