Status Of Student Records Management In The University Of Cape Coast

ABSTRACT

The management of student records in the University faces some

challenges. This research work was, therefore, a study of the Status of Student

Records Management in the University of Cape Coast. The study was a

descriptive survey research. It was aimed at finding out the challenges which

define the status of the management of student records - admission, registration,

and academic achievement records - and the provision of suggestions to improve

records management practice.

The purposive sampling technique was used to select the sample. A total

of 239 respondents made up of 131 lecturers, 90 students, and 18 personnel from

the Division of Academic Affairs took part in the study. A.questionnaire

instrument was developed to collect data from 230 respondents, while an

interview schedule was used to collect data from 9 respondents. The

questionnaire data were statistically analysed using frequencies and percentages,

and the interview data were used to support the discussions of the results.

Results from the study indicated that the University managed the creation

of student records well, and that of the maintenance and use aspect of t:Ie student

records fairly well. The results further showed that the main challenges in the

management of the student records occurred in the retention and disposal phase

of the records which were not being managed according to the records' life

cycle. The acquisition of materials, recruitment of personnel, and formulation of

directives were suggested to improve practice. Generally, the Status of Student

Records Management in the University of Cape Coast was rated average.