Student Record Form

About this template

Built on the assumption that it holds personal data

This is the sheet a homeroom teacher keeps through a term – the working record that sits one step before anything is transcribed into the official school record. That is why the form has no cell for a resident registration number, a passport number, or any other unique identifying number, and why the fourth information cell is given over to retention and access instead. It ships as “5 years after graduation · homeroom teacher, year head”. Under Korean personal-data law a record like this may be kept only for a stated purpose and a stated period, so if your school’s records rules say something different, that cell is the first thing to change. The page runs label (Student record), title, gray lead, the four-cell table, three numbered sections, Key metrics, and Confirmation and approval.

Filling order

1. Fill the four information cells: Name · Student No., Class · Homeroom teacher, Record period, and Retention · Access. Use only the number the school issued; never a number that reveals a date of birth.
2. Write 1. Subject learning and progress, then 2. Creative experiential activities – cumulative log, then 3. Behavioral characteristics and overall comments.
3. Put the attendance and activity counts into the Key metrics table.
4. Print the Confirmation and approval row – Recording teacher, Year head, Vice principal – empty and take it for sign-off.

How to write the three sections

• Subject learning and progress. The form asks for the achievement level together with the evidence for it, and names performance tasks and presentations as that evidence. Point at work that still exists. One line on what has changed compared with last term gives the next teacher the thread. The last bullet is the rule that matters: “Write the scene you observed, not praise”.
• Creative experiential activities. Log self-directed, club and career activities separately, give service the host organization and the total hours, and record the role held – leader, note-taker, presenter. Without the role there is nothing to build a sentence from when this is later transcribed or quoted in a reference.
• Behavioral characteristics and overall comments. Describe when and in what situation you observed something, and keep counseling notes inside the consent that was given. Do not name any other student. If you have to record a conflict, leave the other child anonymous; their information does not belong in this child’s record, and putting it there breaks the access boundary set in the header.

The four metric cells are the countable record

Key metrics ships as 94 days / Days present, 2 / Late arrivals, 18 hours / Service hours, 6 / Counseling sessions, in a two-row, four-column table with values on top. These four are reconciled against the attendance register, the service certificates and the counseling log, so when the narrative and the numbers disagree, go back to the register rather than editing the sentence. If you also want absences, add a column and split them by reason instead of relabeling an existing one, and limit health-room visits to the date and the action taken.

Retention is part of the form, not an afterthought

The header pairs a retention period with a named access list for a reason: a record with no end date and no reader list has, in practice, no limit at all. Set the destruction date when you open the file, log any request to view it, and delete the file once the period is over. Because this sheet is the working original rather than the final entry, do not compress your observations to fit the official character limits here. Build the log through the term, a line at a time with dates, rather than reconstructing it from memory in the last week.

Before you hand it on

• Writing in a unique identifying number. The form has no cell for one because it should not hold one.
• Leaving the retention and access cell at the sample values when your school’s rules differ.
• Filling the sections with judgments alone. Without the scene you observed, the next teacher cannot use the record.
• Carrying family circumstances or health information into the overall comments without checking the consent and the access list first.
• Keeping the file after the retention period. Destroying it is the last step of the form, not an optional one.