Teachers’ Utilization of Information and Communication Gadgets and Their Record Management Effectiveness in Secondary Schools
ABSTRACT
This study examined the influence of teachers’ utilization of information and communication gadgets and their record management effectiveness in secondary schools in Calabar South Local Government Area, of Cross River State. Three objectives, three research questions and three research hypotheses were formulated for the study. Notable and relevant literatures were reviewed to assist in drawing conclusion. The population for the study included all teachers in public secondary schools in Calabar South Local Government Area which was 307 teachers. The sample size was one hundred (100) subjects selected for the Study; the sampling technique was simple random sampling technique. The instrument for data collection in the study was a questionnaire entitled “Questionnaire on Information and Communication Gadgets Utilization on Record Management (QICGURM)”. The Questionnaire on Information and Communication Gadgets Utilization on Record Management (QICGURM) was tested to enhance the reliability using chi-square statistical technique after given approval from the research supervisor on validity. The statistical analysis of the data was Pearson product moment correlation statistical technique in order to determine the relationship between the variables under study on effective record management. Findings showed that: there is a significant relationship between the availability of Information and Communication Gadgets and teacher’s effective record management; there is a significant relationship between teachers’ utilization of Information and Communication Gadgets and teacher’s effective record management; and that there is a significant relationship between inadequate professional training of teachers on information and Communication Gadgets and record management in public secondary schools in Calabar South Local Government Area. Based on the findings it was recommended that government should provide information and communication gadgets in the public secondary schools for effective management of records in secondary schools by teachers.
CHAPTER ONE
INTRODUCTION
1.1 Background of the Study
Traditional model of scholarly communication would be undermined by the photocopy machine and the computer. This prediction has held: the advent of new information technologies that have completely and irrevocably transformed the ways in which materials are created, structured, stored, transmitted, distributed, communicated, and accessed, have similarly transformed the means and modes of scientific communication. During the past decade, global communications have changed dramatically, as a result of the increased use of information and communication technologies (ICGs) such as televisions, radio and computers. ICGs are becoming necessary if countries are to compete on a global scale. Information and communication gadgets are the science that investigates the properties and behaviour of information, the force governing the flow of information and the means of processing information for optimum accessibility and usability.
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In the past, years, Information Communication Gadget (ICG) have spread through the whole world in a big way. Computers are finding their way into schools and higher institutions of government and the private sector and other organizations. In many cases, Information Communication Gadgets (ICG) has penetrated work and learning environments unplanned. Many governments and users recognize the potential of Information Communication Gadgets (ICG) and the opportunities it provides, particularly for economic and social development where distances and traditional systems have tended to hamper progress. Information Communication Gadgets (ICG) also presents opportunities for record keeping in developing countries. Computers has already invaded and dominated universities in the developed world. It has also been widely acknowledged that ICGs have the potential to play an immediate role in the quest create sustainable and equitable development in third World countries.
In Nigeria, over the past years there have been attempts by governments past and present to improve Nigeria’s information highways because of the realization of the use of Information Communication Gadgets (ICG) as a tool for sustainable development, which is indeed significant. This has led to some improvements in Information Communication Gadgets (ICG) infrastructure though there is still room for further improvement. The private sector has also been very instrumental in developments ii this sector, building some form of infrastructure on their own with great success. Records management as a field work and as a means of ensuring productivity has not been given the necessary attention that it deserves in Nigeria until recently when both public and private institutions have started to pay attention to good records management systems and practices.
Although International Standard for the management of business records emphasize the need for good records management as an effective way for countries and organizations to fulfill their obligations and meet expectations of their stakeholders, this requirement has suffered a major backlash in Nigeria. Records and record keeping constitute the life wire of organizations. It would be very difficult to plan and administer any organization such as the school effectively if records are not kept and managed properly.
School records are documents, books, diskettes and files which contain information on what goes on in the school (academic and non-academic activities), school personnel, students as well as other school resources such as instructional materials. Record keeping and management ought to be taken as a vital responsibility the school authorities because of the indispensable role records play in the effective day-to-day running of the school. However, most school authorities do not have good culture of record keeping in the school. The few records that are kept are usually not properly stored, thus creating the problem of retrieval to users when needed. The few school authorities that have adopted the electronic record-keeping practice in the record management system of their institutions have risen above such problems of storage and retrieval, as Information Communication Gadgets (ICG) affords the opportunity to have a quick and easy view of all the records on school activities.
In many cases, Information and Communication Gadgets have penetrated work and learning environments unplanned. Many governments and users recognize the potential of Information and Communication Gadgets and the opportunities it provides, particularly for economic and social development where distances and traditional systems have tended to hamper progress. Information and Communication Gadgets also presents opportunities for record management in developing countries. The Information and Communication Gadgets has already invaded and dominated secondary schools in the developed world. The private sector has also been very instrumental in developments in this sector building some form of infrastructure on their own with great success. Records management as a field of work and is a means of ensuring productivity has not been given the necessary attention that it deserves in Nigeria until recently when both public and private institutions have started to pay attention to good records management systems and practices.
Teachers’ Utilization of Information and Communication Gadgets and Their Record Management Effectiveness in Secondary Schools
Record keeping and management ought to be taken as vital responsibility by school authorities because of the indispensable role records play in the effective day-to-day running of the school. However, most school authorities do not have good culture of record keeping. The few records that are kept are usually are not properly stored, thus creating the problem of retrieval to users when needed. The few school authorities that have adopted the electronic record-keeping practice in the record management system of their institutions have risen above such problem of storage and retrieval, as Information and Communication Gadgets affords the opportunity to have a quick and easy view of all the records on school activities.
Technological advancement had contributed to the effective storage and management of school records. Information and Communication Gadgets and record management have a strong degree of commonality and many complementary skills. Information and Communication Gadgets and record management are both concerned with the creation, storage, accessibility and security of digital information. The ultimate aim of both record management and Information and Communication Gadgets is to support, protect and enable the business of the organization in a cost effective manner now and in the future.
Information and Communication Gadgets is the major change perceived in the world of record management. However, where Information and Communication Gadgets engineers and maintains systems to manage an organization’s information assets, the focus of record management is on protecting, classifying and maintaining the authenticity of records, SQ they remain accessible and function as evidence of the business conducted for as long as they are required to be kept. With Information and Communication Gadgets, Record management should be simple as compared with the complexity of traditional record keeping.
The use of Information and Communication Gadgets for school record keeping and management gives an overview of the number of students that registered, accurate information on students’ fees payment status, and a comprehensive database of staff, students and instructors with just a click. However in most of the institutions in Nigeria the case is different where almost all their records and record management are done manually and secondary schools in Calabar South is no exception. This therefore, formed the background to this present study on teachers’ utilization of Information and Communication Gadgets and their records management effectiveness in secondary schools in Calabar South.
1.2 Theoretical Framework
This study is anchored on the theory below:
Henri Fayol’s Principle of Management ()
Lewin’s Field theory of Motivation (1940)
1.2.1 Lewin’s Field theory of Motivation
This theory was propounded by Kurt Lewin in 1940. Lewin was considered by some as the father of modern social psychology due to his act of breaking new ground in employing scientific methods and experimentation in the study of social behavior. His focus on fusing psychology with the philosophy of science resulted in an extensive number of empirical studies performed in the realms of child development, motivation and social behavior, particularly having to do with observational studies and experiments on children’s behavior. Lewin proposed that development of an individual was product of interaction between inborn predispositions (nature) and life experiences (nurture).
This conception was presented by Lewin in the form of a mathematical equation known as Lewin’s Equation for behavior, stating that behavior is the function of the person interacting within his environment or B = f (P,E).As such, Lewin accounted for human behavior by emphasizing forces and tensions that influence it Lewin asserted that behavior of an individual is always geared toward some goal or objective and precisely this intention matters most in the performance of behavior. Lewin states that all behavior or responses of an individual are due to all forces (factors, situations, environment) acting upon the individual. Motivation is the process of arousing, maintaining and regulating specific pattern of behavior
In this field motivation theory, the use information and communication gadgets can spur, direct, stimulate, and compel teachers to manage record effectively in schools. Teachers may feel reluctant to record and preserve students’ information if information and communication gadgets such as computer and printers are not available. Since motivation leads to actions, behavior or response, the characteristics of the information and communication gadgets can either motivate or hinder the teacher’s utilization of these gadgets. When teachers manage information (record) in schools using information and communication gadgets, there is a great chance of good preservation and retrieval and when they manage poorly there will be problem of presentation, safeguarding and retrieval of record when needed. Therefore the utilization of information and communication gadgets by teachers can either be enabling (motivating) or hindering factor for their record management.
1.2.2 Henri Fayol’s Principles of Management
Henri Fayol’s principles of management are remembered even today for the information it has provided in enhancing the management of the educational system through provision of guidelines for the realization of the management of human and material resources. The issue of management is not simple as it involves a lot of energy sapping activities and these activities when appropriately done leads to effective realization of educational goals. The principles of management suggested 14 steps which can be utilized for proper implementation of management in the educational system. This is as discussed below:
Division of work
The principle of division of work holds that the work should be divided between all the people who are capable of doing it and should not be overloaded to a few people. It should not be diluted by giving the same work to many people. This ensures proper utilization of labour and keeps them focused and productive. In the long term, this same targeted division of work helps the labour in specializing in the work they are doing, thereby ensuring there are far fewer mistakes. This principle related to this study as the teachers will know the needs for utilizing the Information and Communication Gadgets in managing the data obtain in the school as it will enhance quick delivery with minimal mistakes and longer period of saving.
Authority
The principle of authority states that power and responsibility to give orders should reside with only a few people and should not be diluted. When a few selected people have the power to take actions in the organization, then this authority is carried down the chain and the process gets implemented. This principle is related to this study the teacher is the sole protector and generator of the data in the school about the students and therefore, they should also know that they are the only people responsible for the effective management of these data and should employ diverse means of managing the data.
Discipline
This principle states that discipline percolates down the line, to the end of the employee chain as well. Discipline is a part of the mission and values of an organization itself. This principle is related to this study as it will help teachers to be discipline in the effective management of the information obtained in the instructional setting.
Unity of command
This principle states that authority should flow down the chain only when there are a limited number of people associated with the authoritative person. To maintain command, there is a hierarchy were one person should report only to one leader and not to 3-4 people. Hence the standard hierarchy of national manage regional manager, group manage team leader is kept in most organizations. This ensures that at all times, the managers and the executives know who they are reporting to, and they know their responsibilities as well as the performance expected from them. This is significance as the teachers are not managing this information for themselves but for the purpose of report to the superior and also record keeping is the sole responsibility of the teacher since they have direct interaction with the students in the classroom.
Teachers’ Utilization of Information and Communication Gadgets and Their Record Management Effectiveness in Secondary Schools
Unity of direction
This principle states that all the activities of the members of an organization should be geared towards the attainment of the general objectives of the organization. Once unity of command is achieved and there is a complete hierarchy, where everyone knows who they are reporting to, and they are ready to do the leader bidding, then it is time to implement unity of direction. If growth is the direction the leader is moving to, then a single executive should be performing in a manner which brings growth for the organization. And this executive should be trained and managed accordingly by his managers. This is significance as it will let the teacher to know the need of management of the data and when they should release each datum in the educational system.
Subordinate interests
To control people, there is need to understand their interests first. And in the end, ensure that the interest of the organization lies above the interest of the individual. Many a time, a person is removed from the organization when the person is moonlighting or doing his/her own sideline jobs. This is because the organization wants to ensure, that the person who is working in the organization is giving his 100% to the organization. The focus of the organization is on individuals who are giving their all to the organization. The interests of the organization should be placed above the interests of the individual. This is significant to the study as the teacher will be made to know that their interest should not be involve in the collection and management of the data collected from the students rather should be the interest of the school and the government managing the educational system.
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Remuneration
Now, naturally when expecting employees to be disciplined, there is need for unity of direction and command, then there is need to remunerate the employees so that they are less likely to shift to the competition and more likely to concentrate on the jobs they have in hand. As per Henri fayol’s 14 principles of management, employees should be remunerated fairly to keep their motivation levels high. This remuneration may be monetary or non-monetary. The monetary compensation includes incentives, bonus or other financial compensation. The non-monetary compensation may include rewards or recognition. This will motivate the teachers to manage the data they retrieve from the students with clear heart and should not corrupt themselves for the sake of the money will receive from the students.
Centralization
Centralization is the amount of control that is lying with people in an organization. If there are select group of people who have control (for example in large corporate), then this is known as centralization. On the other hand, if there are a higher percentage of people in the organization having control for example in small private schools, then this is known as decentralization. Organizations have to balance centralization and decentralization both. However, it completely depends on the type of school and the sector in question on whether to use centralization or not. This principle is significance as it will let the teacher to know that he/she is the sole manager of the students’ data and should handle with care.
Scalar chain
Scalar chain says that there should be a clear line or authority in the organization so that when there is need to “Escalate things” then the line of authority is identified. When a teacher facing emergencies or calamities, they should know who to go to, if the queries is not resolve a way out should be provided. Scalar chain looks like the wireframe of an organization, with complete architecture and hierarchy of the organization shown in the wireframe. This is relevant to this study as it will enable the teacher to know where to channel any query during information management in the school system and where to channel the data obtain from the students devoid of abuse of information by sending to a wrong channel.
Order
This order does not mean that someone sitting on top is ordering the people. It is the order of “Order vs Chaos”. Simply said, if an organization does not work in an orderly manner, there will be chaos. So to work in an orderly manner, employees need the right equipment and the right procedure to ensure order is maintained at all times. Specific time is given when the labour can go to lunch as per their work stations. Maintenance officers are placed for any problems in the equipment. Overall, everything works in a well-oiled, smooth and orderly manner. The maintenance of order is an important principle in Henri Fayol’s principles therefore, for teachers to manage the record effectively; there is need orderly arrangement of information and communication gadgets such as computers and internet facilities as well as their engineers to work on these faculties if there is any fault.
Equity
Everyone should be treated equally and no preference should be given in an organization. Many a times, the most common complaint of employees is that different employee was preferred over them for promotion or better remuneration. However a fair organization is the one which maintains equity amongst everyone. For this, having the right culture in the organization is absolutely important. If the organization is ethical, equity will automatically be maintained. This is relevant as it will enlighten the teacher on the need to manage the record of the students without having preference to a particular student as all the record of the every student is necessary.
Stability of tenure
One of the critical things in Henri Fayol’s principles of management was stability of tenure, or attrition of employees. In essence, Henri Fayol said that an organization has a better chance to grow faster if its employees are stable. Naturally, if there is high attrition in the organization, then there will be a lot of time wasted in training and development, costs will go up and stability of tenure will not be observed. There are strategies which can be employed such as job rotation to combat boredom, incentives to motivate aggression, and various such tactics can be used to ensure stability of tenure. If tenure is stable, means employees are happy and the organization will develop faster as employees have been trained on handling the work. This principle is related to this study as it emphasizes on the need to maintain one teacher to manage students’ record for many years to avoid mistakes and other errors in the record management.
Initiative
It sounds too good when an organization has innovated and brought a new product to the market. But many a times, many people asked questions, why organizations are not regularly innovating. Looking at it, the most innovating organizations are the ones which encourage young and old talent to bring out their own ideas. They also show interest and involvement to encourage such professionals. As the employees are encouraged to take initiative, the innovation level of these organizations is high. This is relevant as it will make the old teachers to encourage young and old talent to bring out their own ideas.
Esprit de corps
Esprit de corps principle states that there should be feeling of pride and mutual loyalty shared by the members of a group. Esprit de corps is the ultimate union of the management and employees within an organization, which leads to organization which is proud of what he does, and which has garnered a lot of loyalty from its employees and customers. Esprit de corps in an organization gives true competitive advantage to the organization because it means that the employees are enthusiastic, motivated and will do anything with organization or the management. This principle is relevant to this study as the successful management of the resources in the educational system needs not an haphazard pattern rather a strict adherence to the lay down principle for the management process.
1.3 Statement the Problem
Record management in secondary schools in Calabar South has been seen to have been faced with the challenges faced in secondary schools in other Local Government Areas. Consequently, this problem has caused serious concern among teachers, parent, government and educational administrators. The parents have blamed the teachers for mismanagement of information. Owning to the fact that no education can rise above the level of its teachers, the researcher was triggered to ask, “Could the lack of utilization of information and communication gadgets such as computers, internets and flash drives contribute to this mismanagement of record?”
Teachers’ Utilization of Information and Communication Gadgets and Their Record Management Effectiveness in Secondary Schools
However, it has been observed that no research had been conducted in secondary schools in Calabar South Local Government Area on the utilization of information and communication gadgets such as computers, internets and flash drives on record management in secondary schools. It is this existing gap that this present study intended to fill up by undertaking the research study on the topic: “teachers’ utilization of Information and Communication Gadgets and their record management effectiveness in secondary schools in Calabar South”.
1.4 Purpose of the Study
The main purpose of this study was to investigate the level of teachers’ utilization of Information and Communication Gadgets and their record management effectiveness in secondary schools in Calabar South. Specifically, the study intends to:
- Investigate the availability of Information and Communication Gadgets and teachers’ record management effectiveness in secondary schools in Calabar South;
- Investigate the utilization of Information and Communication Gadgets and teachers’ record management effectiveness in secondary schools in Calabar South;
- Investigate the relationship between inadequate professional training of teachers on Information and Communication Gadgets and record management effectiveness in secondary schools in Calabar South Local Government Area.
1.5 Research Questions
The following research questions were formulated to guide the study:
- What is the relationship between the availability of Information and Communication Gadgets and teachers’ effective record management?
- What is the relationship between teachers’ utilization of Information and Communication Gadgets and effective record management?
- What is the significant relationship between inadequate professional training of teachers and Information and Communication Gadgets and record management
1.6 Research Hypotheses
The following research hypotheses were formulated to guide the study:
- There is no significant relationship between the availability of Information and Communication Gadgets and teacher’s effective record management.
- There is no significant relationship between teachers’ utilization of Information and Communication Gadgets and teacher’s effective record management.
- There is no significant relationship between inadequate professional training of teachers’ information and Communication Gadgets and record management.
1.7 Significance of the Study
This study will be significant in many ways; first and foremost, it will sensitize head of schools and school administrators about the importance of information and communication gadgets in the educational system and will also guide them in method of recruiting teachers as well as effective supervision and monitoring of record management in schools. To the teachers, it will create awareness on the need to be effective in the management of records using information and communication gadgets. Generally, it will enlighten all educational state holders on ways to positively achieve higher record management effectiveness.
This study will further give insight and understanding to the utilization of information and communication gadgets and its contributions to record management effectiveness. The government will therefore see the need to gear up efforts towards development in this area through the provision of information and communication gadgets. This study will serve as index for further studies in the area of record management effectiveness by teachers. It may also serve as a reference index in a review of related literature to students of education who may wish to take-up further research in the area of information and communication gadgets utilization and record management and other related field.
1.8 Assumptions of the Study
The following assumptions are made in carrying out this study.
- It is assumed that children will benefit maximally if their record in the instructional process are being managed.
- It is assumed that secondary teachers and learners could supply valid information concerning the various dimension of the instrument of the study.
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