Maintaining Accurate & Systematic Student Records

Maintaining Accurate & Systematic Student Records
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  • 0:04 Maintaing Student Records
  • 0:33 Academic Performance Records
  • 2:33 Attendance Records
  • 4:00 Behavior Records
  • 5:00 Contact Logs
  • 6:05 Lesson Summary
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Lesson Transcript
Instructor: Sarah Mills

Sarah is an educational freelance writer and has taught English and ESL in grades k-12 and college. She has a master's degree in both Literacy and TESOL.

In this lesson, teachers will learn about the importance of maintaining accurate and systematic student records. Strategies for keeping records about students' academic performance, attendance, and behavior will be included.

Maintaining Student Records

One of your essential duties as a teacher is to maintain student records. Academic performance records, such as grades and report cards, provide insight about student progress and help parents and teachers make important decisions regarding students' learning needs. Attendance records help teachers and school staff maintain accountability for students' safety. Behavior records are useful for parent-teacher conferences and disciplinary meetings. Let's look at these three main types of records in more detail.

Academic Performance Records

Academic records show a student's growth and progress as well as any areas of weakness. It's especially important to document successes and failures in the classroom so that students can get support when needed. Many school districts require teachers to digitally input student assessment scores at regular intervals, such as once per week, or before the end of each quarter. It's also a good idea to keep paper-based records of student grades as a backup, which can be simple print-outs of the digital grade book.

A great way to authentically keep track of student progress is to create a separate folder, or portfolio, for each student. In each portfolio, you can keep documents that demonstrate evidence of students' academic performance. Some of these documents may include:

  • Tests and quizzes
  • Writing samples
  • Artwork
  • Formative assessments and checklists
  • Project rubrics
  • Student reflections

Portfolios are a great addition to parent-teacher conferences, which often provide more detailed information about a student's progress than a report card. Portfolios are also good additions to any other meetings throughout the year that involve students. For example, if a student is consistently performing poorly in school or is having behavioral issues, teachers may request a meeting with parents or guardians, school counselors, and administrators to create a plan of action for the student's success. Sometimes this may include further assessing to determine if any learning disabilities are present. It's also a good idea to allow students to self-monitor their progress by completing self-reflections of their work each semester. Include those reflections in the portfolios as well.

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