By
Jumangong Dickson Rinda
College pastor, saker Baptist college limbe South West Region. Cameroon
ABSTRACT
Administrative effectiveness is fundamental for the success and functionality of any educational institution. The management of students’ records of a school plays a crucial role in the effective administration of the institution. This study sought to examine the effect of students’ records management on administrative effectiveness in secondary schools in the geo-political area of Fako Division, South West Region of Cameroon. The study therefore sought to investigate the practices of student records management by vice principals, and the extent to which these affect administrative effectiveness in secondary schools in the study area. The records continuum theory by Cook in 1999 provided the theoretical backbone of the study. The study objectively adopted the descriptive survey design. The population of study included a stratified randomly selected sample of 87 vice principals of public, lay private and confessional schools in Fako Division, South West Region of Cameroon. Data was collected by means of a structured questionnaire. The instrument was subjected to a Cronbach alpha reliability test to obtain a high reliability coefficient of 0.755. Data was analyzed descriptively (frequencies and percentages) and inferentially (Chi-Square test). Findings revealed that the respondents are undecided on the effects of the management of students’ records on administrative effectiveness. An average number of 45 (51.2%) responded with positive feedback to the items, meanwhile a minority of 43 (48.8%) responded with negative feedback (strongly disagree and disagree). The Chi-square test revealed that the management of students’ records significantly affects administrative effectiveness, however, the association was weak (X2 = 1.081, p=0.048). We equally found that there is the existence of policies, procedures and processes in the management of students’ records in secondary schools in the study area. Amongst the measured indicators of students’ records management practices, those most regularly practiced are creation of student files, tracing of students’ records, ease of accessibility to students’ records. Based on our findings, we concluded that the management of students’ records has, though to a lesser extent, an effect on administrative effectiveness in secondary schools in Fako Division of the South West Region of Cameroon. We therefore recommend that improvement in records management practices is highly solicited. Such improvement practice should involve shifts from the currently manual system to the more advanced digital systems. These will necessitate the training of all stakeholders in the records management process on skills need for digital records management practices.
Key Words:
Students’ Records, Records Management, School Administration, Administrative Effectiveness
Introduction
Administrative effectiveness is the ability of an organization to carry out its functionalities with minimal hindrances. Administrative effectiveness is a concept that deals with the level of accomplishment of work activities. It is referred to as the degree administrative goals are achieved (Allison & Otuza, 2017). The operational processes and functions in school administration depend on the good management of the documented activities of the school programs, infrastructures and student records found in school. Previous studies, such as the study by Oluwalola and Bello (2023) found that school records were basically created in paper formats which ran into many volumes with the problems of inadequate storage and in-effective preservation methods among others, although the studies did not use the records life cycle in the appraisal of the records management practices. These reported poor records management practices made the retrieval of school records difficult and sometimes impossible resulting in in-effective school administration.
Student record management plays a crucial role in the efficiency of administrative tasks within an educational institution. By effectively managing and organizing student records, administrators are able to access and update important information quickly and easily. This not only saves time but also ensures that accurate information is readily available for decision-making processes. With proper record management systems in place, administrators can efficiently track student progress, attendance, and other pertinent data, ultimately leading to more effective and informed decision-making (Asogwa, 2012). Furthermore, student record management can enhance communication between teachers, students, and parents. By having access to up-to-dated and organized records, teachers can effectively identify areas of improvement for individual students and tailor their teaching strategies accordingly. Parents can also be kept informed about their child’s progress and performance, fostering a more collaborative relationship between home and school.
Historically, students’ records management has evolved significantly over the years in response to changing technology and organizational needs. This evolution can be traced back to the early days of paper-based records, where personnel files were stored in filing cabinets and accessed manually by Human Resource (HR) staff. As organizations grew in size and complexity, the need for more efficient and effective record-keeping systems became apparent. The first major evolution in students’ records management came with the advent of computer technology (Asogwa, 2012). These enabled organizations to digitize their records and store them electronically, leading to significant improvements in accessibility and data security. With the introduction of databases and document management systems, HR departments were able to streamline their record-keeping processes and reduce the risk of human error. The next major advancement in students’ records management came with the rise of cloud computing (Oluwalola & Bello, 2023). This technology allowed organizations to store their records on remote servers, making them accessible from anywhere with an internet connection. Cloud-based record-keeping systems also offered enhanced data security and backup capabilities, reducing the risk of data loss due to physical damage or theft.
In recent years, the evolution of students’ records management has been driven by the increasing emphasis on data privacy and compliance with regulations such as the General Data Protection Regulation (GDPR). As purported by Ameyaw and Frempong-Kore (2021), organizations are now required to implement robust data security measures and ensure that their record-keeping practices comply with stringent privacy laws. This has led to the development of advanced encryption technologies and specialized software solutions for managing sensitive personnel data. According to Umar and Halilu (2023), another key development in students’ records management has been the integration of analytics and reporting tools. Organizations are now able to analyze their workforce data to identify trends, track performance metrics, and make informed decisions about recruitment, training, and retention. This data-driven approach to HR management has revolutionized the way organizations manage their students’ records and unlock valuable insights from their data.
Similarly, education administration has evolved significantly over time, reflecting changing social, political, and economic contexts. The history of educational administration can be traced back to the ancient civilizations of Egypt, Greece, and Rome, where the role of education was primarily to prepare individuals for citizenship and social responsibility. During the Middle Ages, the Catholic Church played a dominant role in education, with monasteries and cathedral schools serving as the primary educational institutions (Umar & Halilu, 2023). However, it was not until the Renaissance and the Enlightenment that educational administration began to take shape as a distinct field of study (Gbenga & Samuel, 2022).
The Industrial Revolution in the 18th and 19th centuries brought about significant changes in education administration. The rise of factory systems and the need for a skilled workforce led to the establishment of compulsory education laws and the development of centralized systems of education. This period saw the emergence of the first educational administrators responsible for managing schools, curriculum development, and teacher training. The emphasis on efficiency, standardization, and accountability in education administration was a hallmark of this era (Marizion et al., 2018). The early 20th century witnessed further developments in educational administration, as progressive educators like John Dewey advocated for a more child-centered approach to schooling. The emergence of scientific management principles and the influence of behavioral psychology also had a significant impact on education administration during this time. Educational administrators began to focus on improving the quality of instruction, student outcomes, and school organization through data-driven decision-making and professional development initiatives (Marizion et al., 2018).
In recent decades, the field of educational administration has continued to evolve in response to changing educational landscapes and demographic shifts. Globalization, advances in technology, and the growth of online learning have all had a profound impact on education administration practices. Educational administrators now face complex challenges such as addressing achievement gaps, ensuring school safety, and promoting teacher professional development in a rapidly changing educational environment (Lanette et al., 2013)
