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VPRS 14084 School Records
No full textThis series has been created to contain a variety of records created by Restdown Primary School No. 3990 (VA 4653) identified as permanent in Public Record Office Standard 2001/01 General Disposal Schedule for Schools Records.<br/><br/>For various reasons, some of the permanent records identified in the Schedule may not have survived. The records actually transferred in this series were collected by the Education Department after the final closure of the school and as such are understood to be the only remaining records known to exist. Also, some schools were subject to periods of temporary closure. For further information about this school, please refer to the relevant entry in Vision and Realisation. A Centenary History of State Education in Victoria (1973).<br/><br/>Contents<br/><br/>The following records were identified as permanent in the Disposal Schedule. The attached Consignment Details will show which of these records were located and transferred for this school.<br/><br/>* Administration records - detailing the organisation of the school's operations, specifically:<br/><br/>- files of official correspondence which relate to matters specific to the school as received from either the Education Department or elsewhere. Files documenting general instructions or circulars from the Department have been culled and destroyed.<br/>- a copy of the school newsletter<br/>- diaries of the school principal or head teacher<br/>- the school's investment register.<br/><br/>* Pupil records - The master record of student attendance in primary schools is the register of pupils. It records the pupil's name; dates of birth and admission; name, address and occupation of parent or guardian; schools previously attended; grades admitted; summary attendance record for each year spent at the school and destination after finally leaving the school.<br/><br/>Pupil detail is entered into this register from admission forms completed by parents prior to the admission or, in the case of transfers from other State schools, from transfer notes completed by the previous school. Some or all of these records have been retained if some or all of the pupil registers created by this school have not been located.<br/><br/>Pupil reports may also be found in this series but only if the school created and retained copies.<br/><br/>* Inspection records - comprising reports created by Departmental inspectors in the course of annual and supplementary visits. Inspections (and comments) are made regarding the condition of the school grounds, buildings, furniture and record keeping, school organisation, standard of instruction, time and discipline, teacher accommodation and audits of the sale of text books supplied by the Department. Reports were made by the inspector in the inspector's report book for the school. Since about 1980 these have been made in school review reports which were retained by the Department.<br/><br/>* School committees' records documenting their organisation and operation. These include Mother's Club, Parents' Associations, Safety House Committees and other committees associated with the school community. Specific records for transfer are:<br/><br/>- minute books<br/>- correspondence files, and<br/>- annual financial statements.<br/><br/>* School Council records documenting its organisation and operation. School Councils date from 1983 and comprise the School Principal, and representatives of the teaching staff, parents and the wider community. School Councils were responsible for the determination of the general educational policy of the school within guidelines issued by the Minister. Councils were also responsible for a range of other matters including the condition of the school grounds and buildings (including the organisation of maintenance, improvement and cleaning), forming opinions about the school's conduct and management and other duties prescribed by regulations. Between 1910 - 1983 all of these responsibilities except for the determination of school policy resided with the School Committee. Specific records for transfer are:<br/><br/>- minute books<br/>- correspondence files<br/>- annual financial statements, and<br/>- policy records.<br/><br/>* Records created by the former School Committee and sub-committees of the Council may also be included.<br/><br/>Contents: additional records<br/><br/>This series may also contain records additional to those identified in the disposal schedule. This will be due to either or both of the following factors:<br/><br/>* Records were transferred to PRO or Education Department custody prior to the issue of the schedule. In addition to the above records, the following records were usually retained:<br/><br/>- attendance roll and examination register<br/>- teacher's absence register<br/>- teacher's time book<br/>- teacher's record of collections<br/>- corporal punishment register<br/>- accident registers, and<br/>- inward and outward transfer notes.<br/><br/>* Records not included in the disposal schedule. These may include the following:<br/><br/>- photographs, video tapes or films of pupils, teaching staff, school buildings and school activities/events<br/>- other school publications such as student/staff bulletins, yearbooks and teacher handbooks, and<br/>- records pertaining to unique events in the school's history such as openings, reunions, anniversaries or closures.<br/><br/>In some instances the series may include an Education Department (VA 714) file titled "Closed School File". This file documents the disposal of school assets (e.g., buildings, land), the revocation of school reserves and/or other activities associated with the closure of a school by the Department.<br/>
VPRS 4992 Rough Letter Book, Outward Memoranda and Correspondence, Mining Warden, Stawell
No full textThis series was used by the Mining Warden stationed at the Stawell Court House to record correspondence which he sent to the Mines Department regarding mining claims and leases, general business and memoranda. All items were copied in free hand into the volume suggesting that this may have been a rough book used to draft the items in question
VPRS 9488 Petition: Keep Victoria Market
No full text<br/>Signatures were collected in support of the retention on Queen Victoria Market for presentation to the council at a meeting. The Queen Victoria Market site was under threat of redevelopment for other purposes.<br/><br/>Information includes names and addresses of those who signed on pro formas.<br/><br/>In the General Disposal Schedule for Local Government Records (PROS 84/25), class 4.8.0 Petitions are designated as records for permanent retention. Although the records pre-date the schedule, the sentence has been applied
VPRS 5951 Mining Registrar's Register Of Tenements, Creswick Mining Division
No full textThis series is a Register of Tenements as maintained by the Mining Registrar of the Creswick Mining Division within the Ballarat Mining District. The exact meaning of the term tenement is unclear but it is probable it has the same meaning as the word claim which is the word used in various Mining acts. Further research will be required to confirm this.<br/><br/>Mining Registrars<br/><br/>The Gold Fields Laws Amendment Act 1860 (24 Vic.,No.115) empowered the Governor-in-Council to appoint Mining Registrars in the Mining Districts to carry out duties prescribed in the mining by-laws for their district. Mining Registrars were primarily concerned with claims or privileges held under miners rights. Responsibilities included the registration and transfer of various types of claims specified in the mining by-laws. Mining Registrars were also responsible for preparing reports and statistics showing the progress of mining within their district.<br/><br/>Mining Registrars Register of Claims<br/><br/>Under the mining by-laws the holder of a miners right was entitled to take up various claims. Each type of claim specified the nature of the mining activity which could be undertaken. The types of claims included:<br/><br/>- prospecting claims (along a reef)<br/>- alluvial claims (for shallow sinking)<br/>- tunnelling claim<br/>- sluicing and puddling claims<br/>- water right or water race claim<br/>- site for machinery<br/>- site for a dam, and<br/>- site for residence (to 1936).<br/><br/>Registers of Claims may be specific to a particular type of claim (eg. Register of Water Races, Register of Residence Areas) or may include a mixture of claims. In circumstances where claims were taken up by partnerships the Register of Claims will usually include a record of the agreed percentage of shares of each of the partners.<br/><br/>A Register of Claims will often include the :<br/><br/>- number and date of claim<br/>- name of holder or owner<br/>- number of Miners Right and date of Miners Right<br/>- particulars of the claim<br/>- locality<br/>- details of transfers or amalgamations of claims.<br/><br/>This particular series was transferred to PROV by the University of Melbourne Archives which had originally received it as part of the E. J. Semmens Collection
VPRS 8801 Capital Expenditure Works Files: Special Education Units
No full text<br/>A Special Education Unit is an extension of the service originally given by a remedial centre. The function of the unit varied from district to district depending on the needs of the district in which it was located. The operation of the unit also varied according to the personal characteristics of the staff attached to it. The design of the building had to provide for maximum flexibility inorder to meet the changing requirements and philosophies of these units and to provide a standard building that could be erected at various locations in Victoria.<br/><br/>The Special Education Unit is responsible for providing for assistance to schools and class teachers to help them provide the most suitable educational climate for all children experiencing learning difficulties.<br/><br/>This series consists of capital expenditure work files relating to the construction, alteration and extension of Special Education Units.<br/><br/>Files usually contain the original paper setting out the case for the new building or for additions; the Education Department's requisition for works; the Public Works Department's approvals; plans; maps; the Minister's approval for expenditure; and correspondence concerning the proposal, the letting of the contract and progress made.<br/><br/>The series date range has been imputed from the series in custody date range (1967-1977)
VPRS 14537 Register of Transfers of Leases
No full textThis series registers transfers of leases from one property to another property held under the Closer Settlement and Discharged Soldiers Settlement Acts. Details given are the number of the transfer and the date of its approval, the name of the lessee and whether the lease was under the Closer Settlement (CS) or Discharged Soldiers (DS) Settlement Act and the nature and acreage of the present farm. Details are then given of the new farm approved for with its type and the district and the classification as a settler (whether a sick soldier or a sick civilian), any remarks and the date when and location to which the lessee was transferred. Details of any compensation payment under Section 13 of the Closer Settlement Act 1933 are also given.<br/><br/>At the back of the volume is a statistical section. One table summarises transfers by the classification of the reason for the transfer (Ordinary or Sick Soldier). Other general listings give firstly, a list giving the date, name and the district transferred from and the district transferred to while others give the same summary by district.<br/><br/>From 1932 special conditions had been in place for soldier settlers in ill-health with the Commission reporting for the year ended June 30th 1937 that a number of soldier settlers in ill-health had "been granted leases of small areas with homes in selected districts at nominal rentals". These leases were to be continued during the lifetime of the lessees and their wives
VPRS 6070 Private Street Schemes Ledger
No full text<br/>This series comprises records which belonged to a municipal accounting system. An explanation of the types of funds managed by municipalities and the types of records found within accounting systems follows.<br/><br/>Municipal Accounting Funds<br/><br/>Municipal accounting has been subject to the provisions of the Local Government Act 1874 and subsequent local government legislation and to the Municipal Accounting Regulations. Under these provisions the income and expenditure of Victorian municipal councils is segregated into Municipal Funds, Loan Funds and a Country Roads Board Fund.<br/><br/>The Municipal Funds are further broken down into the following three types of funds:<br/>General Fund<br/>Undertakings such as abattoirs, electricity supply etc<br/>Street Construction, Separate Rate and Special Improvement Charges.<br/><br/>Municipalities are required to credit ordinary revenue to the Municipal Funds. Ordinary revenue is comprised of rates, tolls and rent of tolls, grants and all other moneys not being the proceeds of a loan. The General Fund is the principal fund of the council and its accounts show the main items of municipal income and expenditure.<br/><br/>The Municipal Accounting Regulations require separate accounting records to be kept for the three types of Municipal Funds.<br/><br/>Accounting Records<br/><br/>Accounting systems comprise a structured collection of records which together document financial transactions. At the most basic level the flow of information between the integral components, or records, within the system is indicated by the following diagram:<br/><br/><br/><br/><br/><br/><br/>The flow of information, however, is not always this straightforward.<br/><br/>Source Documents<br/><br/>Examples include receipt books, cheque butts, vouchers etc. Information is extracted from these documents and entered chronologically, in full or summary form, into cash books or journals. This process is called journalizing.<br/><br/>Cash Books<br/><br/>A cash book is a combination of a book of original entry (ie. a journal) and the ledger account for cash (often including the bank account). As a book of original entry it is used to record receipt and payment transactions in chronological order. Following a standard format, cash (and cheque) receipts are entered on the lefthand side of the book, and cash (and cheque) payments are recorded on the righthand side. These amounts are then 'posted' to the relevant ledger accounts which are identified either by ledger folio numbers or account numbers. As the cash book is also a replacement of the ledger account for cash, it is balanced at regular intervals.<br/><br/>Journals (Specific and General)<br/><br/>The prime function of a journal is to facilitate the 'posting' of credit and debit transactions into the appropriate ledger accounts. Like the cash book the journal is a book of original entry which records transactions in chronological order. Specific journals are often maintained to summarise information about similar types of transactions, including cash transactions, eg. cash receipts journal, wages and stores journal. General journals, on the other hand, provide a convenient record of other transactions, including adjustments to ledger accounts (to correct errors for example) and the sale or purchase of assets.<br/><br/>Journals may also be used to record the posting of amounts from one account to another (particularly common at the end of a financial year). The relevant accounts are identified either by the ledger folio number or an account number.<br/><br/>Ledgers (Subsidiary and General)<br/><br/>Ledgers comprise a record of changes (debit and credit transactions) concerning one or more accounts. The makeup (classification) of accounts is arbitrary and usually depends on the functions of the agency and the regulations governing its financial reporting requirements. Transactions are posted to the ledger accounts from the cash books and journals. The source of the posting is usually indicated by a combination of folio numbers and an abbreviation of the source record eg. 'C' or 'CB'=Cash Book, 'J'=Journal, 'PC'=Petty Cash Book etc.<br/><br/>Subsidiary ledgers are often maintained to facilitate a division of responsibilities within a large account, or to provide a separate record of a particular account.<br/><br/>A general ledger, however, comprises all accounts necessary for the compilation of the finance statements required by the agency. If subsidiary ledgers are used it is common for a general ledger to include a single account which represents the totals of the transactions of the accounts in each of the subsidiary ledgers. This device is called a 'control account'.<br/><br/>Finance Statements<br/><br/>Examples include Statements of Operations, Balance Sheets, Profit and Loss Statements.<br/><br/>Finance statements provide the final summary of the agency's financial situation at a particular point in time. They are usually compiled once a year and published with an annual report, although they may be compiled at more regular intervals. The types of statements and their format are generally determined by legislative requirements, and these in turn determine the nature of the accounts required to be main
VPRS 29 Port Phillip District Expenditure Accounts
No full textThis series consists of expenditure authorities received and maintained by the sub-Treasurer of the Port Phillip District. The office of the Sub-Treasury was created in 1839 and was originally handled by Sub-Collection of Customs, Mr R. S Webb. In 1840, the position was assumed by William Lonsdale.<br /> <br /> A detailed analysis of this series and the financial system involved is still required, however, it is reasonably clear that this series contains accounts received by the Sub Treasury for the payment of rations, wages, contracts, rewards or other matters.<br /> <br /> Essentially accounts were submitted for payment which also included supporting documentation to justify the sum arrived at. If the account was accepted payment was made and the documentation generated to indicate that the sum had been received.<br /> <br /> In many instances, the supporting documentation accompanying the account will be of more interest to the researcher than the documentation of the financial transaction. Examples include a listing of staff at a location for wages payments, work undertaken by prisoners to justify payment for the provision of rations and student lists for denominational schools to justify the payment of Government subsidies for those parents who could not pay for tuition.<br /> <br /> Accounts received were bound in chronological order to form the resultant volumes. Separate volumes were created for pay (i.e wage) abstracts between 1841-1846. Separate volumes were also created for Central Road Board Expenditure for 1853 and a miscellaneous accounts volume spans the entire date range of the series. This particular volume (unit 56) is notable in that it includes copies of shipping lists of bouty immigrants for the period 1840 -?1844
VPRS 14648 Records Management (Series Cancelled) See VPRS 14649, General Correspondence Files, Alpha-Numeric System
No full textRecords Management (Series Cancelled) See VPRS 14649, General Correspondence Files, Alpha-Numeric Syste