Classroom Records Management for Teachers
Accurate Gradebook, Communication, and Progress Tracking
Jun 28, 2009
Accurate education records don’t happen by accident. The teacher must plan and set up a system that will be easy to follow and that will track grades as well as the many paper records that must be kept on file.
These papers include parent communications, notes, student work examples, running records, seating charts, informal evaluations, and behavior records. There are different ways that teachers handle this, but the most efficient ways keep all the records in one location or file. To organize everything, a teacher needs three things:
- A gradebook
- A file or large binder to hold paper records
- A time management plan to work on the gradekeeping and filing
Gradebook and Attendance
More schools are adopting an in-house gradebook and attendance tracking software system. For teachers working at a school that doesn’t offer an electronic gradebook, they can choose to find one of their own, or keep records in a traditional paper gradebook.
The gradebook programs are very convenient, accurate, and easy to use. They allow exporting reports and grades for uploading to a teacher website. They also help the teacher note trends in the progress of students and detect areas where students need more practice.
A list of teacher resources for grading software is available at the Open Directory Project. The list includes gradebooks for elementary through university levels, both Mac and PC versions, both free and for purchase.
Record Keeping File or Binder
If using a binder, getting the largest one available is best. Place two pocket folders for each student in it. Make the folders different colors. This way, small notes and administrative slips of paper may be placed in one of the pocket folders. Assessment results and student work examples may be kept in the second pocket folder.
For example, if the teacher is using blue and green folders, the blue folder could be used for administrative records. The green folder could be used for student work and assessment results. This system works well for classes up to about 20 students. The binder may be taken to meetings and conferences with all the records in it.
For teachers with multiple classes, or classes larger than 20 students, a file holder works better. Each student needs one hanging file folder with two pocket folders in it. If the teacher has more than one class or grade level, a different color folder may be used for each class. A student’s files may be pulled out for conferences and individual testing, such as running records.
Time Management for School and Education Records Management
Teachers are known for taking work home to grade. If a teacher is well-organized, this shouldn’t be necessary except for extreme circumstances. Plan to set aside at least one hour daily for grading, recording, and filing the piles of papers that find their way into the teacher inbox. Protect this time and keep it uninterrupted as much as possible.
Some teachers find that coming to school an hour early works well, as long as they stay in their rooms and don’t use the time to visit with other teachers. Some teachers find an hour in the afternoon. Other teachers are fortunate enough to have a planning period each day, and use that time for record keeping. Plan a regular work schedule and stick with it.
Things that can derail the time management plan are:
- Taking the work to the staff lounge. This is not a good practice, because there are too many distractions and the work won’t get done.
- Doing other things when it is grading time. Don’t let other projects get in the way of daily grading and recording of work.
- Allowing meetings to interfere with grading time. If meetings are scheduled during a teacher’s grading time, she should make an adjustment in the day’s schedule.
Benefits of Good Recordkeeping
Teachers that maintain accurate records can see the bigger picture of how their classes are faring, as well as the individual progress of each student. At parent/teacher conference time, or any time student records are needed, all the records and papers are handy in one spot.
Grading and filing papers is a good daily habit to develop. When students see the teacher is organized, they are less likely to try to say, “The teacher lost the assignment.” It also gives the teacher immediate information about what teaching practices are working, and what concepts the students have mastered. If a problem arises, it can be addressed right away.
More teacher ideas are in the following articles:
Morning Procedures for Classroom Management
Organizing Tips That Teach Students Study Skills
How to Organize a Classroom Library
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