Student/Pupil Accounting: Staadard Terminologyard Iuide for Managing Student Data in Elementaryand Secondary Schools, Community/Juniorcolleges, and Adult Education
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DOCUMENT RESUME ED 102 678 El 006 799 AUTHOR Putnam, John F. TITLE Student/Pupil Accounting: Staadard Terminologyard iuide for Managing Student Data in Elementaryand Secondary Schools, Community/JuniorColleges, and Adult Education. State EducationalRecords and Reports Series: Handbook V. Revised, INSTITUTION National Center for Education Statistics(DREW), Washington, D.C. REPORT NO DREW -OE -75 -315 PUB DATE 74 NOTE 238p. AVAILABLE PROMSuperintendent of Documents, U.S.Government Printing Office, Washington, D.C. 20402 ($3.05) EDRS PRICE MF-$0.76 HC-$12.05 PLUS POSTAGE DESCRIPTORS Academic Records; Adult Education;Case Records; *Confidential Records; Data Collection;*Definitions; Elementary Secondary Education; *Glossaries;Grades (Scholastic); Information Systems; JuniorColleges; Student Evaluation; *Student Records ABSTRACT This handbook's fundamentalpurpose is to provide terms and definitions for the data and informationeducators use in student services. It identifies concepts usedin decisionnaking, provides standardized terms and definitions,classifies the terms, provides guidelines for developing and managingstudent records, and recommends the development of policiesto safeguard confidentiality. The terms presented are applicableto recordkeeping for all levels from pre-school through adult education.Sample forms, information system data, codes, and legal requirementsare appended. (Author/DV) U S. DEPARTMENT OF HEALTH. EDUCATION &WELFARE NATIONAL INSTITUTE OF EDUCATION THIS DOCUMENT HAS OCVN REPRO DUCED EXAM Y NI CEIVI'D PROM TUDENT/PUPIL ACCOUNTING THE PERSON ON OIMANItATiON ONIOIN 11111111111MIN11M ATING IT POINTS OF VIEW OP OPINIONS STATED DO NOT NUCCSSAHILY HEPRI: SENT Or i iciAt. NATIONAL. INS1 I TOE ot, EDUCATION POSITION OW POLIO' BEST COPY AVAILABLE SCOPE OF INTEREST NOTICF Standard Terminology and Guide The ERIC Facility has assigned this do,zurnent rvi to: In ow ludgerrint, this document is also of intaglio to the cleating. for Managing Student Data in N'uses noted to the right. lndest. Mg should felittct thew special points of vim. Elementary and Secondary Schools, Community/Junior Colleges, and Adult Education State Educational Records and Reports Series: Handbook V, Revised 1974 U.S. DEPARTMENT OF HEALTH, EDUCATION, AND WELFARE/EDUCATION DIVISION COOPERATING ORGANIZATIONS The following organizations pro.,ided major assistance throughout all phases of the project to revise this handbook: American Association of Community and Junior Colleges American Association of School Administrators American Personnel and Guidance Association Association for Supervision and Curriculum Development Association of School Business Officials of the L 'nited States and Canada Council for Exceptional Children Council of Chief State School Officers National Association for Public Continuing and Adult Education National Association of Elementary School Principals National Association of Secondary School Principals National Education Association National School Boards Assccic-tion Addit,onal acknowledgments are included on pages ix and 201 of this handbook. 3 75-315 STUDENT/PUPILACCOUNTING Standard Terminologyand Guide for ManagingStudent Data in Elementaryand Secondary Schools, Community/Junior Colleges,and Adult Education STATE EDUCATIONALRECORDS AND REPORTS SERIES: HANDBOOKV Revised 1974 by John F. Putnam Nationai Center for Education Statistics Education Division U.S. DEPARTMENT OF HEALTH, EDUCATION, AND WELFARE Caspar W. Weinberger, Secretary Education Division Virginia V. Trotter, Assistant Secretary for Education National Center for Education Statistics Francis C. Nassetta, Acting Administrator 4 NATIONAL CENTER FOR EDUCATION STATISTICS "The purpose of the Center shall beto collect and disseminate statistics and other data related to education in the United Statesand in other nations. The Center shall ... collect, collate, and, from time to time, report full and complete statistics on the conditions of education in the UnitedStates; conduct and publish reports on specialized analyses of the meaning and significanceof such statistics;...and review and report on education activities in foreign countries."Section406(b) of the General Education Provisions Act, as amended (20U.S.C. 1221e-1). This manual replaces Handbook V: Pupil Accounting for Local Ad State School Systems (1964). It is an extension of a manuscript prepare* by Ernst & Ernst (Charles W. Barkdull, project director) under contract No. OEC-0-71-4732 with the U.S. Department of Health, Education, and Welfare, Office of Education. U.S. GOVERNMENT PRINTING OFFICE WASHINGTON: 1974 For sale by the Superintendent of Documents. U.S. Government Printing Office Washington, D.C. 20402 - Price $3.06 5 FOREWORD The original Handbook V, Pupil Accountingfor Local and State School Systems,was published in 1964 as one manual ina series of terminology handbooks covering various areas of information needed and used in local and Stateeducation agencies. The items of information in the handbook and theirdefinitions were generally sound.However, changing conditions in education during theintervening years made it desirableto revise the handbook in light ofnew needs and practices. With the introduction over theyears of new and different kinds of State and Federal support for schools, new terms descriptive of student/pupilcharacteristics came into the vocabulary. Because of widespread application of electronic data processingto educational infcrmation systems, a need emerged for moredetailed and consistent codification ofstu- dent data. Due to increased emphasison community and junior colleges and adult/ continuing education, more informationwas needed on students in these institutions and programs. In some cases, entire new categories ofinformation were needed along with addi- tional specific items. A few definitionsneeded to be expanded or modified. These factors, as well as others,contributed to the decision to reviseHandbook V. A contractor was selected in June 1971to dewalop thca revision under the guidanceand coordination of Office of Educationpersonnel and a National AdvisoryCommittee comprising representatives of 12educational organizations. An intensivecooperative effort ensued for updating thehandbook materials. The new edition of the handbookappears very similar to its predecessor in its organization. Its prime function remainsto identify the terms and definitionsmost needed at the current time forcollecting, using, and reporting dataabout students. However, there are major differences inscope and content.ich as a greatly expanded treatment of items about educationforthe handicapped, additionalitems for community/junior, colleges, andmore comprehensive treatment of medicalinformation. The new edition reflects thepresent concern for confidentiality of student recordsfor the appropriateness andccrrectness of the data, and for the prevention of unauthorized or inappropriate use of information about individualstudents. The concept of continuous student accounting in enrollment andmembership information is stressed in the revised handbook. Uses of student data and guidelines for implementing informationsystems are included in arpendix materials. Finally,the term "student" is used throughoutthe handbook rather than "pupil"since "student" is more acceptable to secondary schools, community/junior colleges, and adult/continuingeducation. The revised handbook contains input fromhundreds of persons knowledgeableabout education, about educational informationsystems, and about students and pupils in particular. Although it presentlyrepresents the best thinking on this topic, the handbook eventually will need to be revisedto meet changing future needs. Meanwhile, itis truly hoped and expected that the manual will provide local and State educationagencies with practical guidelines for improving theutility and effectiveness of theirown student /pupil information systems. Afterits completion in1973, the revised manuscriptwas distributed to the participating organizations. Subsequently,each of the 12 organizations whichprovided iii 6 iv STUDENT/PUPIL ACCOUNTING continual guidance and assistance from the inception of the project to its completion approved the handbook as the basic guide for items of student/puoil information to be used in the schools of the United States. Further, they recommended that Federal, State, and local agencies effect its use as promptly as feasible. In recognition of this approval and recommendation, the following signatures are affixed to the handbook's foreword: CHAIRMAN OF THE BOARD, American PRESIDENT, Council of Chief State Association of Community and Junior School Officers Colleges PRESIDENT, National Association for PRESIDENT, American Association Public Continuing and Adult Education of School Administrators 1, cerk tt PRESIDENT, American Personnel and Guidance Association PRESIDENT, National Association of Elementary School Principals PRESIDENT, Association for Super- PRESIDENT, National Association of vision and Curriculum Department Secondary School Principals 62312rairs." PRESIDENT, Association of School Business Officials of the United States and Canada PRESIDENT, National Education Association PRESIDENT, Council for Exceptional PRESIDENT, National School Boards Children Association We are sincerely appreciative of the efforts of the many organizations and individuals whose effective participation has helped assure the usefulness and accuracy of the con- tents of this handbook. We trust that the implementation of this handbook will enhance the quality