10 Essential Documents Every School Should Have in English

Official transcripts and academic records

certificate and diploma

Schools are required to keep a record of their students’ academic progress. This official record is called a transcript. It is a requirement for the student to have the transcript when applying for higher education or employment opportunities. The academic record is a document that summarizes the student’s achievements throughout their time in the school. It includes information such as the courses taken, grades received, scholastic awards, and extracurricular activities.

Transcripts and academic records are important documents because they provide proof of a student’s academic knowledge and skills. They are also used to measure the student’s progression over time. The transcript is an official document that includes information that is recorded and verified by the school. It contains details such as the student’s name, the name of the school, the grading system, and member status of the school. The academic record shows the student’s record of grade level, dates of reports etc. It gives an idea of the student’s academic career over the years. Usually, schools in the United States maintain a comprehensive record of their students’ academic progress and achievement from the first day of their entry to the school to the last day of graduation or withdrawal.

Transcripts contain valuable information that is used by colleges and other educational institutions to evaluate potential students. Colleges use transcripts to determine whether or not a student is eligible for admission. They want to know about the student’s academic achievements, extracurricular activities, and interests. They use this information to determine whether or not a student will be a good fit for their institution. Additionally, employers use transcripts to evaluate a candidate’s qualifications for a job. Employers want to know about the candidate’s educational background and their academic achievements. They use this information to determine whether or not the candidate is a good fit for the job position and the company.

Schools should ensure that transcripts and academic records are kept up to date and secured. Transcripts should be accurate, and the academic records should be complete. It is important for schools to follow standardized procedures for record-keeping to ensure consistency and accuracy. Schools should not allow any unauthorized access to these documents as they are confidential in nature. Access to these records should be restricted to authorized users, and they should be kept in a secure location.

In conclusion, schools should make sure they have an up-to-date and accurate official transcript and academic record of each student. These documents are essential for the student’s future academic and career pursuits. They should be viewed as confidential and kept secured at all times. Additionally, schools must have proper procedures outlined for creating, updating, and maintaining transcripts and other academic records, consistent with industry best practices.

Student Health Records and Emergency Contact Information

Student Health Records and Emergency Contact Information

Student health records and emergency contact information are two of the most important documents that schools should have in their possession. This information is crucial in ensuring that schools provide appropriate care for their students in case of emergencies. In this section, we will discuss in detail why schools should have these documents, what kind of information should be included, and how schools can keep these records up-to-date.

Why Schools Should Have Student Health Records?

Student health records contain essential medical information about the students in a school. These records are important for several reasons. First and foremost, they help school staff to identify students with allergies, chronic illnesses, and other medical conditions that require medical attention. This information can be critical during emergencies, such as when a student suffers an asthma attack or a seizure. It’s essential for teachers or school staff to know specific health histories so that they can respond swiftly to these emergencies.

Student health records are also important in helping schools to comply with legal requirements. For example, schools must follow certain rules and regulations regarding immunizations, and student health records provide evidence that students have received the necessary immunizations. Furthermore, these records provide necessary information for school nurses to treat minor injuries students may receive throughout the school day.

What Kind of Information Should Be Included?

Student health records should contain relevant medical information about students. The most important details to include in these records are student’s full name, date of birth, contact information, medical history, past surgeries, allergies, medications, immunizations, and any other relevant information regarding the student’s health. Students with chronic illnesses such as diabetes, asthma, or epilepsy should have individual plans with comprehensive records on their treatment, medicine or medical devices needed and additional medical attention required. This information needs to be updated frequently or when something significant has changed.

Emergency Contact Information

Emergency contact information is critically important to schools in case of emergencies or unforeseen events. It’s important that schools have access to up-to-date emergency contact information for each student. In case of emergencies or during unexpected school closures, schools can contact parents or guardians to let them know the location and nature of the emergency and make sure that their students are safe.

The information should include the contact name, phone numbers, email address, and home or work address of parents or guardians. Schools should ensure that students’ emergency contacts are always up to date and that they have permission to pick up the student from school in emergency situations.

How Schools Can Keep These Records Up-To-Date?

Schools should have a comprehensive system that enables frequent and accurate updates of both student health records and emergency contact information. The school can leverage digital systems that allow parents/guardians to update and submit medical records and emergency contacts online. Schools can also send reminders to parents/guardians to update records or contact information in case of any changes.

It’s essential for schools to make these records a top priority. Keeping these records up to date and accurate is criticall, as it helps school staff and public health officials to better understand and respond to health concerns, such as contagious diseases, and ensure that students are always safe on campus.

Special Education Plans and Accommodations

Special Education Plans and Accommodations

Inclusion and accommodation of students with special needs has become a major priority in modern-day education. For every student in need of special education, a number of measures must be put in place to meet their individual needs. Every school must provide special education plans and accommodations for such students.

Individualized Education Program (IEP)

IEP is a special education plan developed for every student with special needs. It is an individualized plan that addresses the unique needs of a student with special needs. It spells out in detail the goals and objectives of the student, the classroom and other supports that are needed for the student to achieve their goals, and the methods and strategies that will be used to achieve these goals.

The IEP team is responsible for developing this plan. This team includes the student’s parent(s), teachers, school administrators, and other professionals who have direct contact with the student. The IEP ensures that all stakeholders understand the student’s strengths and weaknesses, so they can work together to support the student’s academic and functional goals. The plan must be reviewed and revised annually to ensure it meets the changing needs of the student.


Accommodations are individualized supports that students with special needs require to help them access the curriculum and flourish in the classroom. Accommodations are provided based on each student’s specific needs and abilities. These include, but are not limited to:

  • Extra time during tests and exams
  • Breaks during tests and exams
  • The use of assistive technology (e.g., text-to-speech software)
  • Assistive learning materials (e.g., manipulatives and tactile materials)
  • Adaptive equipment (e.g., wheelchairs and hearing aids)
  • The use of a calculator or spell checker during tests and exams

Accommodations are decided based on the student’s individual needs and are included in the IEP. The IEP team must decide what accommodations are necessary based on the student’s unique requirements. School staff must ensure that students receive the necessary accommodations and also ensure that all students’ needs are met in the classroom.


In conclusion, schools must provide special education plans and accommodations to students with special needs. An IEP is developed for each student with special needs and outlines the various goals, objectives, and supports that are needed to help students achieve their goals. Accommodations are individualized supports that students with special needs require to help them access the curriculum and flourish in the classroom. These accommodations must be provided in accordance with the plans in the students’ IEPs, which must be reviewed and revised annually.

Through Special Education Plans and Accommodations, students with special needs are given equal access to education and an opportunity to learn and thrive in their academic environments, achieving both academic and functional goals.

Legal and financial documents, such as contracts and budgets

Legal documents

Schools and educational institutions deal with a lot of legal and financial transactions on a regular basis. It is important for them to maintain a proper record of all such dealings in the form of well-maintained legal and financial documents. Here are some of the key documents that schools must have:

1. Contracts with vendors, suppliers, and service providers

Contracts with vendors

Schools frequently need external services and supplies from vendors. It is important for them to have a well-documented contract in place to prevent any misunderstandings or disputes. A vendor contract typically outlines the scope of work, payment terms, delivery methods, and timelines. Schools should also include a termination clause in case the vendor does not fulfill their obligations. A well-constructed vendor contract can protect the school from legal trouble and ensure a satisfactory outcome for both parties.

2. Employee contracts and agreements

Employee contracts

Schools should have all relevant contracts and agreements in place with their employees. These contracts typically include important details related to employment such as compensation, benefits, job description, and performance expectations. Employee agreements also spell out the terms and conditions an employee must agree to as part of their job. It is essential for schools to document these employee contracts in writing to avoid any misunderstandings or legal issues.

3. Board meeting minutes and resolutions

Board meeting minutes

Schools must maintain record of board meeting minutes and resolutions. This documentation is vital as it gives an overview of all the decisions taken during board meetings. Board meetings typically discuss financial management, strategic planning, and policy matters. The minutes provide insight on the deliberations and the rationale behind the decisions taken. This information is beneficial to the school and the board members to keep track of progress and to make changes as necessary.

4. Budget documents and financial statements

Budget documents

Schools should maintain a clear record of their budgets and financial statements. This documentation enables the school to track income and expenses, income sources received, strategic plans, reserve funds, and cash flow. Budget documents help to assess the current financial health of the school and forecast future expenses. Financial statements should also include information on outstanding bills, accounts payable, and other important financial data. Proper documentation of budget and financial statements can help the school to make informed financial decisions, spot trends in financial performance and identify potential issues and make adjustments as necessary.

In conclusion, schools must have proper documentation that records their legal and financial transactions. This documentation is invaluable to the school, staff, students, and any other stakeholders. It helps in tracking progress, maintaining transparency and accountability and avoiding potential legal or financial problems.

Staff and Faculty Certifications and Licenses

Staff and Faculty Certifications and Licenses

In order to provide the best possible education and support for their students, schools should have a recommended list of documents in English that they keep on file. This list includes certifications and licenses for staff and faculty members. These documents help ensure that the school is hiring qualified professionals who are knowledgeable and skilled in their respective fields. Below are the recommended documents that schools should have on file for staff and faculty certifications and licenses.

1. Teaching Certifications

Teaching Certifications

Teachers should hold at least a bachelor’s degree and a state teaching certification. The state teaching certification is so important because it ensures that teachers meet certain standards and have passed any required tests of knowledge and skill. In addition to the state certification, some teachers will have additional certifications related to the subjects they are teaching, such as certifications in math or special education.

2. English as a Second Language (ESL) Certifications

ESL Certifications

English as a Second Language (ESL) teachers should hold a state teaching certification as well as an ESL certification. In order to teach English to students who do not speak it as their first language, teachers need to have specialized training in linguistics and language acquisition. An ESL certification helps ensure that teachers have received this training and are qualified to teach English to non-native speakers.

3. Administrative Certifications

Administrative Certifications

School administrators such as principals and superintendents should hold state administrative certifications. These certifications help ensure that administrators have the knowledge and skills necessary to manage a school or school district. They cover topics such as leadership, budgeting, and personnel management.

4. Coaching Licenses

Coaching Licenses

Coaches should hold licenses from governing bodies such as the National Federation of State High School Associations or state athletic commissions. These licenses help ensure that coaches have the knowledge and skill necessary to work with their athletes in a safe and effective manner. They cover topics such as rules and regulations, sportsmanship, and the proper way to handle injuries.

5. Professional Development Certificates

Professional Development Certificates

Professional development certificates are awarded to teachers and staff members who complete specific training courses or workshops related to their field. These certificates help ensure that teachers and staff are staying current with the latest developments in their field and are continually improving their skills. Schools should keep track of these certificates and encourage staff members to participate in professional development opportunities.

In summary, schools should have a list of recommended documents in English on file for their staff and faculty certifications and licenses. These documents help ensure that schools are hiring qualified professionals who are knowledgeable and skilled in their fields. By keeping these documents on file, schools can provide the best possible education and support for their students.

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