Factors Affecting the Efficient Management of Students Academic Records

Chapter One Of Factors Affecting the Efficient Management of Students Academic Records

Introduction

Records can be described as a collection of related items of data treated as a unit while data are facts or figures from which conclusions can be referred (Folorunsho, 2003). Again, records can be described as logical collection of data. O’brien (1998). Data can also be described as the logical collection of items. UNESCO (1999) such items could be statistics, alphanumeric quantities. The foregoing show that records are an important collection of facts from

which inferences can be drawn. Educational institutions are general centers for data generation and by extension records keeping (Nwankwo, 2001). University programmes have become extremely complex over the years. It has become a recurrent issue for records to be irretrievable when required specially in Nigerian tertiary institutions (Fabunmi, 2004). The reasons for this cannot be well understood. The complexity of this problem is better appreciated by those who bear the brunt especially university teachers, students, parents and administrators who require students records to facilitate accurate, timely decision s (Nwankwo 2001).

 BACKGROUND STUDY

Asogwa (2004) noted that data which arise from the execution of legitimate functions of schools should be properly managed and secured. Unfortunately, this has not been the case in most institutions as Omeyi (1998) observed. According to Afolabi (2004) and Egwuyenga (2009), records management in Nigeria is plagued by such factors as inadequate skilled and experienced

Management personnel, lack of sufficient funds and the placement of records management in a low priority pedestal in relation to other things. These problems have eaten deep into records management practice in Nigerian universities. In addition, archaic record-keeping methods and technology plus poor data storage facilities are part of the problems militating against record Management. Universities might find themselves in an embarrassing position if requested records are not found as a result of poor records systems where, as Taylor (2000) notes, litigation by aggrieved parties cannot be ruled out.. Organizations that manage their records well reap immediate benefits in terms of being able to utilize all available information resources for competitive advantage. Kemoni and Wamukoya (2000) state that effective records management systems provide information required for the proper functioning of organizations, including universities. On the other hand, poor records management can be risky to organizations. Djorka and Conneen (1998) summarize the consequences of poor records management as follows: “an institution where paperwork is poorly managed, the flow of records through the life cycle is retarded, chaotic, or non-existent. Records and the information they contain are difficult to retrieve, and costly duplication of paperwork is a frequent occurrence. The net effect of poor management is a decrease in the efficiency of the institution and an inflation of its operating costs”. The research therefore seeks to investigate the factors affecting the efficient management of students’ academic records.

Statement of the Problem

Educational institutions are general centers for data generation and by extension records keeping (Nwankwo, 2001). University programmes have become extremely complex over the years. It has become a recurrent issue for records to be irretrievable when required specially in Nigerian tertiary institutions (Fabunmi, 2004). The reasons for this cannot be well understood. The complexity of this problem is better appreciated by those who bear the brunt especially university teachers, students, parents and administrators who require students records to facilitate accurate, timely decisions (Nwankwo 2001).

Kemoni and Wamukoya (2000) state that effective records management systems provide information required for the proper functioning of organizations, including universities. On the other hand, poor records management can be risky to organizations. Djorka and Conneen (1998) summarize the consequences of poor records management as follows: “an institution where paperwork is poorly managed, the flow of records through the life cycle is retarded, chaotic, or non-existent. Records and the information they contain are difficult to retrieve, and costly duplication of paperwork is a frequent occurrence. The net effect of poor management is a decrease in the efficiency of the institution and an inflation of its operating costs”. The problem confronting this research therefore is to investigate the factors affecting the efficient management of students’ academic records

Objective of the Study

1 To determine the nature of academic records

2 To determine the nature of the efficient management of student academic records

3 To determine the factors affecting the efficient management of student academic records

Research Questions

1       What is the nature of academic records

2       What is the nature of the efficient management of student academic

Records

3 What are the factors affecting the efficient management of student academic records

Significance of the Study

The study shall analyze the factors militating against the efficient management of student academic records with a view to proffer recommendations for efficient management of student academic records

The study shall also serve as a veritable source of information on issues of record management.

Statement of Hypothesis

1 Ho   The volume of student academic record is low

Hi  The volume of student academic record is high

2 Ho The efficient management of student academic record is not significant

Hi   The efficient management of student academic record is significant

3 Ho The factors affecting the efficient management of student academic record is low

Hi    The factors affecting the efficient management of student academic record is high

Scope  of the Study

The study focuses on the appraisal of the factors affecting the efficient management of student academic records.

Definition of Terms

ACADEMIC RECORD DEFINED

.An academic record or academic transcript is an official statement of all results achieved through study. It includes a complete listing of all the courses, the credit points achieved for courses and the grade point average (G.P.A), if applicable and a complete status,

RECORD DEFINED

Records can be described as a collection of related items of data treated as a unit while data are facts or figures from which conclusions can be referred (Folorunsho, 2003). Again, records can be described as logical collection of data. O’Brien (1998). Data can also be described as the logical collection of items

RECORD MANAGEMENT DEFINED

Record management is primarily concerned with the evidence of organizations activities and is usually applied according to the value of the records rather than their physical format. In the past, record management was sometimes used to refer to only to the management of records which were no longer in everyday use but still needed to be kept (semi-current or inactive records) often stored in basement of offsite. More modern usage tends to refer to the entire life cycle of records from the point of creation right through until their disposal.