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Chapter 2

ADMINISTRATION AND DATA/INFORMATION MANAGEMENT

2.4 THE SCHOOL JOURNAL AND THE HISTORY OF THE SCHOOL

2.4.1Legislative and Policy Framework

ACTS

  • Employment of Educators Act 76 of 1998 [EEA]
    The Principal must ensure that a School Journal is kept containing a record of all important events connected with the school.

 

GUIDELINES

  • Personnel Administration Measures, Chapter A, Annex A.7 (3.1.4) [PAM]

2.4.2Guidelines for the Development of School Policy on the School Journal/School Logbook/Diary and the History of the School

  1. The Journal/School logbook/Diary
    • It is essential that a diary be kept at each school in which events are recorded by the principal of the school. The school journal is an official document and should be kept in a safe and secure place.
    • What is to be recorded?
      • The opening and closing of the school each term and the number of pupils officially enrolled on those days, as well as the enrolment figure of the school on the tenth school day of the year.
      • Names of the schools staff members, changes of staff and any important reorganization of work during the year.
      • Visits by dignitaries and senior officials of the Department should sign the school journal in their official capacity.
      • Exceptional achievements by educators or pupils of the school.
      • Any unusual temporary closing of the school.
      • General matters such as building additions to the school of hostel, school concerts, sports, meetings, school excursions, epidemics, additional buildings, functions to celebrate special days, etc.
    • What should not be recorded?
    • The school journal may not be used for recording details of any disciplinary measures taken by the principal or the Department/ governing body against an educator or a pupil of the school.
    • Visitors’ book
    • A separate visitors’ book may be kept.
  2. History of the school
    • A school is expected to record its history in one way or another. If the history of a school is not documented, valuable and interesting information is lost.
    • The following is an outline of how the history of the school should be recorded and kept.
      • The history of the school, from its origin, should be recorded as completely as possible in a book.
      • The principal himself should keep the book up to date or delegate the task to a member of staff.
      • The following may afford rich sources of information for research and should be carefully studied and used in order to place the school’s history on record:
        • Commemorative magazines and annuals;
        • School journals;
        • Minutes of SGB meetings, minutes of Representative Council of Learner’s meetings;
        • Correspondence;
        • Photographs and newspaper clippings reflecting school activities;
        • Photographs of memorial stones, monuments, foundation stones, buildings, etc.
        • Tape and sound recordings of operettas, choirs, speeches, etc.
        • Articles in school museums;
        • Admission registers and annual returns;
        • Reports on professional visits;
        • Education and school documents;
        • Records of interviews with ex-principals, ex-educators, ex-pupils and ex-parents of the school;
        • Programmes of – and invitations to functions;
        • Research into the school’s history should include, amongst other things, the following:
        • The development of the school building and school site;
        • Brief biographies of former principals;
        • Exceptional achievements (academic, sporting, cultural and social) in various spheres of school life, for example fetes, festivals and meetings;
        • Amusing incidents;
        • Other relevant events.
    • The book should be kept up to date regularly and in chronological order, with written particulars of school activities, and illustrated where possible by photographs and newspaper clippings.
    • Schools which have computer facilities may store and access such information electronically.