🗃️🎯 Objective: Ensure systematic documentation, storage, and retrieval of academic, student, and administrative records in compliance with CBSE guidelines.

📌 Scope:

This SOP applies to all class teachers, subject teachers, administrative staff, examination in-charges, and coordinators responsible for maintaining academic and student-related data.

📋 Types of Records to be Maintained:

Record Type Responsible Person Frequency
📘 Attendance Registers Class Teacher Daily
📄 Lesson Plans & Diaries Subject Teachers Weekly
📊 Assessment & Exam Records Exam Coordinator, Teachers Periodic/Term-wise
🗂️ Portfolios & Rubrics Class & Subject Teachers Ongoing
🧾 Homework & Classwork Logs Subject Teachers Weekly
🧑‍🏫 Student Progress Reports Class Teachers, Coordinators Monthly/Term-wise
📝 Remedial/Enrichment Records Subject Teachers As required
🧑‍🎓 Admission & Withdrawal Files Admin Office As needed
🗃️ TC & Bonafide Registers Admin Office On issuance
💼 Staff Attendance & Leave HR/Admin Daily/Monthly
🧾 Fee Payment Records Accountant Real-time

🛠️ Procedure:

  1. Standard Format Usage 📝

    All records must be maintained in standardized formats issued by the school or CBSE where applicable.

  2. Digital & Physical Backup 💻📁

    Records should be preserved in both physical (files/registers) and digital form (Drive, ERP, or MS Teams).

  3. Confidentiality & Access 🔐

    Sensitive data (marks, personal details) must be accessed only by authorized personnel. Password protection for digital files is mandatory.

  4. Timely Updates ⏰

    Teachers and admin staff must update records within 48 hours of the concerned event or assessment.

  5. Storage & Archiving 🗄️

    Archived records (past academic years) should be stored securely for a minimum of 3 years as per CBSE norms.

  6. Review & Audit 🔍

    Academic coordinators and admin in-charges will conduct quarterly audits to ensure accuracy and compliance.

✅ Do’s & Don’ts

Do’s

✔️ Use legible handwriting in registers

✔️ Cross-check names, roll numbers, and marks