Developing Model of School Accountability Based on Archive

Nina Oktarina, Joko Widodo, Hengky Pramusinto, Ismiyati Ismiyati and Indri Murniawaty

Faculty of Economics, Universitas Negeri Semarang, Indonesia

{ninaoktarina, jokowidodo}@mail.unnes.ac.id

Keywords: school accountability, archive, senior high school.

Abstract: The purpose of this study was to develop a model of school accountability based on archives at Senior High

Schools in Semarang. The study was designed for two years and this paper is the result of the first year

research. This study used Research and Development (R & D) approach. The subjects of this study were all

the parties relating to the accountability of schools, namely: students, teachers, employees, society and

educational departments. Analysis of data used qualitative approach. The results show that accountability of

school performances is not supported by sufficient documents. Besides that, schools have not maintained

archives properly and archive management is not consistent with used archival system. Archives are difficult

to find quickly and schools even loss the archives. It is suggested that schools should manage archives based

on system. Schools provide the facilities of archives management and delegate administrators to have archive

management training.

1 INTRODUCTION

Schools as an educational institution that is

accountable able to maintain the quality of its output

so that it can be accepted by the public. So, in this

case accountable or not an educational institution

depends on the quality of its output. In addition, the

accountability of an institution also depends on the

ability of an institution accountable to the public

authority. How the school is able to account for the

authority given to the public, certainly the challenge

the school's responsibility. Jalal (2001) states in

Indonesia, many educational institutions are weak

and not a few educational institutions that are not

accountable. The results of Pratiwi (2012) shows that

the school accountability in Junior High School and

Senior High School at Semarang is still low, the

school has not been able to account for its

performance with both the stake holders.

Slamet (2005) states Accountability is the

obligation to account or to answer School

accountability is an attempt to account for the entire

school activities, both legal and moral to related

parties, either success or failure of a program of

activities that have been implemented. Accountability

according Rosjidi (2001) consists of two types of

internal and external accountability. School was time

fully responsible, both to internal customers

(teachers, students, employees) and external (the

government and the public). Accountability is very

necessary if associated with efforts to improve school

quality and customers' trust in the school. Any

liability undertaken by the school to internal and

external parties must be accompanied by physical

evidence to ensure legal.

School accountability includes accountability

both of academic performance and financial

performance. Schools must be able to account

academic performance to internal and external

parties. One measure is the school's accreditation. In

fact that the school is not optimal accountability, one

of them caused by the inability of the school to

provide supporting evidence accountability to

internal and external parties. Based on data from the

Department of Education a total of 41 secondary

schools in the city of Semarang value of accreditation

has not yet reached the value of A. The data can be

seen in Table 1.

Table 1: Data results of school accreditation at semarang.

Number

Accreditation

Amount

New school

Total

Sources: Department of education in 2012 were processed

Oktarina, N., Widodo, J., Pramusinto, H., Ismiyati, I. and Murniawaty, I.

Developing Model of School Accountability Based on Archive.

In Proceedings of the 2nd International Conference on Economic Education and Entrepreneurship (ICEEE 2017), pages 515-519

ISBN: 978-989-758-308-7

515

Results of preliminary observations indicate the

school is also not optimal in providing accountability

to internal parties. When students who have passed

several years ago requires data on the value of their

academic, the school can not provide fast and often

the data is lost. The headmaster when in need,

supporting data for planning also can not obtain data

quickly. Even if the data exists, discovery when

needed requires a long time. The condition is a result

of lack of attention to records management in schools.

This indicates that the school over the years, less

attention to the carrying capacity of the document as

proof of authenticity. Documents created on the basis

of the accreditation request when it will be

implemented, so that the document is not complete

and accurate. During this time the school has not been

archived documents in accordance with rules

governing school archives.

Based on the results of preliminary observations

also known that the school was less concerned about

the archives so that the school experienced problems

when requiring the data to be used for accountability

both on internal and external parties. Factual

conditions related to the management of archival

schools are as follows: 1) the school does not have

guidelines for archiving, 2) system archive storage

were applied inconsistently, 3) archiving procedures

are not in accordance with the system, 3) the

discovery of an archive of more than 1 minute, 3)

archives many were damaged due to lack of

maintenance, and 4) lost archives. Therefore, the

accountability of schools needs to be studied and

looked for alternatives solution especially

accountability model, along with the carrying

capacity of accurate documents. So that every school

accountability to internal and external parties can be

accompanied by support documents are accurate and

secure legality. At the end of the realization of the

accountability of schools will be able to improve the

quality of education. This research was conducted at

the Senior High School in the city of Semarang.

Based on the background of the problems that

have been raised can be formulated research problem

as follows: 1) How is the implementation of school

accountability in high schools in Semarang for this ?,

2) How is the design of a development model based

school accountability archives at high schools in

Semarang ?. The purpose of this study are: 1) describe

the implementation of accountability in high schools

in Semarang that runs for this, 2) develop a model of

school accountability based archives at high schools

in Semarang.

2 LITERATURE REVIEW

2.1 Accountability

Accountability is the ability to give an answer to a

higher authority for the actions of a person/ group of

people to the wider community within an

organization (Rasul, 2002: 8).

Meanwhile, according to UNDP, accountability is

the evaluation of the process of implementation/

performance of the organization to be held

accountable as well as feedback for the leadership of

the organization to be able to further improve the

performance of the organization in the future. Turner

and Hulme (1997) suggests the notion of

accountability as follows: Accountability is a

complex concept that is more difficult to realize than

on combating corruption. Accountability is a

necessity of public sector institutions to put more

emphasis on horizontal accountability (public) not

only vertical accountability (a higher authority).

Accountability is the responsibility of a person or

group of people who were given the mandate to carry

out specific tasks to the mandate for either vertically

or horizontally. There are five dimensions of

accountability that namely: 1) accountability of law

and honesty (accountability for probity and legality),

2) managerial accountability, 3) program

accountability, 4) policies accountability, and 5)

financial accountability (Rasul, 2002).

2.2 Filing and Archive

Filing mentioned are matters relating to archives

(Article 1 of Law No. 43, 2009). Archives in the

language means a place to store. By the term archive

is a recording of activities or events in various forms

and media in accordance with the development of

information and communication technology have

made and received by state agencies, local

government, educational institutions, companies,

political organizations, community organizations,

and individuals in the implementation of social, civic

and the state. Archives have a character called

archival characteristics, where these characteristics

can distinguish archival quality. Characteristics of the

archive that is authentic, legal, unique, and reliable.

Authentic, the archive is the information attached

to the original form (except electronic archive),

includes; content, structure and context. Legal, the

archives are created as documentation to support the

tasks and activities, have official status as a material

evidence for decisions and implementation. Unique,

not mass created or duplicated, in contrast to archive

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516

books, journals and other publicity materials.

Reliable, trustworthy presence of the archive so that

it can be used as material to support the

implementation of activities. For organizations, the

archive has a very important value. To become a

qualified professional organization and it must

implement a system of administration that is good and

right. According Mulyono, et al. (2011: 3-4) archival

storage is the procedure for handling slips according

to the rules and procedures applicable to the given

three key elements include storage, placement and

rediscovery.

Archive storage system is a storage system that is

used in a letter to ease employment can be created

storage and retrieval can be performed quickly and

accurately where mail stored at any time required. In

the management of the archive there are five archival

storage systems, namely: (1) The alphabetical system,

(2) the number system, (3) the date system, (4)) the

subject matter, and (5) region. (Gie, 2000).

3 METHODS

This study was designed to approach R & D

(Research and Development) are basing the

principles and measures Borg and Gall, with

simplification measures into four stages: (1) the

preliminary study stage, (2) the stage of development

of the model, (3) the validation phase and a limited

test to find the final hypothetical model, and (4) the

stage of determination of the model is to find a model

end and dissemination models. Stage preliminary

studies carried out in the 11 Senior High School,

Widya Wiyata Senior High School and Al Uswah

Senior High School. Stage design development

models of school accountability based archive with

experts through focus group discussions and

consultations/ discussions. Validation phase and

limited testing will be conducted on the object of

research and validation internally with peers and

experts people. The third phase will be implemented

in the first year, second year implementing external

validation phase with the implementation of the

model to find the final model and dissemination.

The data source can be divided into two, namely:

(1) human; and (2) are not human. Serves as a source

of human data subject or key informants. While the

data sources are not human sourced from documents.

Determination of informants as a data source using

purposive sampling techniques or with particular

consideration is to know and be involved in the

organization of schools, especially related to school

accountability to both internal and external parties.

Data sources include: (1) headmaster, (2) teachers, (3)

students, (4) administration staff, (5) parents, (6)

stakeholders. Sources and techniques of data

collection and research subjects can be seen in Table

Table 2: The sources and techniques of data

collection.

Research Goal

The sources of

data

The

techniques

of data

collection

1. Describing the

implementation

of school

accountability

which goes

along.

Headmaster

Teachers

Students

Parents

Administration

Staff

Committee

Observation

Interview

Document

2. Establishment

of school

accountability

model based on

archives with

guidelines

Headmaster

Teachers

Students

Parents

Administration

Staff

Committee

Expert people

Observation

Interview

Document

Questioner

3. Establishment

of a

hypothetical

model of school

accountability

based on

archives

Expert people,

headmaster,

administration

staff, teachers.

Focus

Group

Discussion

4 RESULTS AND DISCUSSION

4.1 The Implementation of School

Accountability at Senior High

School

Implementation of school accountability in the senior

high school in Semarang has been poorly supported

by documents are complete and accurate. Based on

observations in the field note that school

accountability to both internal and external parties are

not offset by the carrying capacity of the document.

Documents to support school accountability is often

incomplete or tucked away when needed. Standards

related to school performance, majority of schools

use accreditation standards and some of them use the

accreditation and ISO standards. Conditions in the

Developing Model of School Accountability Based on Archive

517

field related to school accountability, poorly

supported by the availability of documents complete,

accurate and quickly found when needed.

Implementation of school accountability that is

held in accordance with the results of interviews and

observations at the senior high school in the city of

Semarang, the majority of schools did not support the

document management system and mechanism for

good. So that the document is tucked away, damaged,

or lost are still common. In summary, model of school

accountability in the senior high school in the city of

Semarang is running, it’s can be seen in Figure 1.

Figure 1: Academic performance accountability of factual

model.

4.2 The Components of School

Accountability

School accountability is an attempt to account for the

entire school activities, both legal and moral to related

parties, either success or failure of a program of

activities that have been implemented. The

Components of school accountability based on

interviews and observations include: 1) Standards of

school performance, 2) personnel, 3) school

administration system, and 4) infrastructure.

Conditions in the field indicate far less attention to the

school management of documents related to school

activities. During the educational process takes place

on the input, process and output there will be a

document that accompanies it. However, during these

documents are not managed properly.

4.3 School Accountability Model Based

on Archive

Implementation of school accountability is not

optimal because the implementation is not supported

by the documents are complete, accurate, and quickly

found when needed. The school realized the

importance of supporting documents accountability if

there will be accreditation or external parties who

need the information. During these documents that

exist in every process of education in schools, that of

input, process and output managed a modest

regardless of the mechanism of the correct document

storage system. Lack of competence of the

administrators is also one of the causes for these

schools do not have good document management.

Under these conditions, the model developed with the

school accountability based on archives. The model

image can be seen in figure 2.

Figure 2: School accountability model based on archive.

5 CONCLUSIONS

The conclusion of this study are: 1) the

implementation of school accountability in the senior

high school is not supported by the documents are

complete, accurate, and quickly found when needed,

2) school accountability that was developed based on

archival of input, process, and the output of education

in schools. It is suggested that schools should manage

archives based on system. Schools provide the

facilities of archives management and delegate

administrators to have archive management training.

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