Many school owners dread the day an inspector arrives, because they know the paperwork is scattered across drawers, exercise books and three different phones. The inspector rarely wants anything exotic. What they usually want is evidence that the school is safe, well run and teaching what it says it teaches.
The good news is that a school which keeps its records tidy all year can welcome an inspection calmly. This post lists what is commonly asked for, and how to keep it ready.
A note first: requirements are set by your state ministry of education and by the type of school you run, and they change. Use this as a general checklist, and confirm the exact requirements with your ministry or your local education office.
1. Registration and approvals
Keep copies of your school's registration and approval documents, and anything required for your premises, in one labelled folder. Check the dates, and diarise the renewals so a certificate does not expire unnoticed.
2. Staff records
For every teacher and staff member, keep:
- a copy of their appointment letter and contract,
- their qualifications and teaching credentials, where required,
- their contact details and next of kin,
- their subjects and classes,
- attendance and leave records.
An inspector may ask how many teachers you have, whether they are qualified for what they teach, and who teaches which class. If the answer is in one list, you can say it in a minute.
3. Pupil records
- An up-to-date list of every pupil by class, with their admission date.
- Parent or guardian contact details.
- Attendance registers, kept every day.
- Any health notes the school needs to know about, handled privately.
Registers should be filled in the same day. Registers filled in the night before an inspection are easy to spot.
4. Teaching records
Inspectors often look at whether teaching is planned and marked. Keep:
- schemes of work for each subject,
- lesson notes for the current term,
- pupils' exercise books, with marked work,
- a record of tests and assignments.
You do not need beautiful files. You need regular ones.
5. Results and assessment
- Broadsheets showing every pupil's scores by subject.
- Report cards issued each term, with a copy of the school's grading scale.
- A written note of your CA and exam split.
If your results are kept in software, most of this can be printed when asked, and you avoid hunting for last year's spreadsheet.
6. Fees and finance
Keep a clear record of the fees set for each class, payments received, and balances. Even if inspectors do not ask about money, an organised fee record shows the school is well managed, and it protects you if a parent disputes a figure.
7. The premises
A walk around the school with a critical eye is worth more than a file:
- Are the classrooms clean, with enough seats and good light?
- Are the toilets clean, working and separate for boys and girls?
- Is there safe drinking water?
- Are the exits clear, and is there a fire extinguisher and a first aid box?
- Is the compound safe and secure, with a visitors' log at the gate?
8. Safety and welfare
Have a written policy for child safety, and make sure every staff member has read it. Know who to contact in an emergency. Keep a record of any incident, however small, and what was done about it.
9. A simple routine to stay ready all year
- Weekly: check that registers and score records are up to date.
- Monthly: the head reviews attendance, fee balances and any incident log.
- Each term: update the staff list, pupil list and timetable, and file the broadsheets and a copy of each class's report cards.
- Each year: check registration and renewal dates.
A single person should own the checklist, so nothing gets forgotten.
10. On the day
- Greet the inspector politely and ask what they would like to see.
- Have a staff member ready to walk them around.
- Answer honestly. If you do not have something, say so and promise a date.
- Take notes of their comments, and treat them as free advice.
- Thank them, and follow up in writing on anything you promised.
Where StudyPat helps
StudyPat keeps your pupils, staff, attendance, scores and fees in one place, so most of the lists an inspector asks for can be printed in minutes. You still need your registration documents, your teaching files and a safe, clean school. But the records that take longest to find are at your fingertips.
If you would like to see how, you can start free and set up your classes in a few minutes.