Admission Register
The admission register (or admission and withdrawal register) is the master record of every student ever admitted to a school, listing admission number, date of admission, personal details and date of leaving. It is a statutory record that boards and authorities may inspect, and it is the source for issuing transfer certificates. School ERPs maintain this register digitally with full audit history.
The master register recording every student admitted, with admission number, dates and personal details.
Why it matters
This is the record a board falls back on when a name or a date of birth on a certificate is disputed years later. If the entry is blank, over-written, or contradicts the leaving certificate the family produced at admission, the correction cannot be supported and the student is left holding a wrong certificate. The office maintains it; the head of school signs and forwards it.
In practice
- Each admission produces one dated entry at the point of joining: admission number, student and parents' names, date of birth, and class admitted to.
- The date of birth entered must agree with the documentary proof produced at admission and with the previous school's leaving certificate — file both alongside.
- For a correction to board records, the school forwards the admission form, the previous leaving certificate and an attested copy of the register page carrying the entry.
- The withdrawal side records date of leaving and the transfer certificate issued, which is what makes a TC verifiable by the receiving school years later.
- Close the register at the end of each session with entries checked and signed, so an inspection or a later dispute meets a signed record rather than a loose one.
Common mistakes
- Whitening or over-writing an entry instead of striking through, dating and initialling the correction.
- Recording a date of birth from what the parent said rather than from the document produced at admission.
- Digitising the register without ever reconciling legacy entries against the physical book.
Common questions
Can a school change a student's date of birth in the admission register?
Only to correct a genuine clerical error against the documents produced at admission, and it must be done before the board examination application is submitted. CBSE's examination bye-laws state that corrections made to school records after that submission will not support a change to the Board's records.
Is the admission register the same as the admission and withdrawal register?
In most schools, yes — they are one book. CBSE's bye-laws refer to the 'admission and withdrawal register': the admission side records entry, the withdrawal side records leaving. Some schools maintain two volumes; either way the board asks for the page carrying the relevant entry.
How long must a school keep its admission register?
Treat it as a permanent record. It is what schools are asked for decades later, for duplicate certificates, age proof and name corrections. Formal retention periods are set by your state's education rules rather than by the board, so confirm the local requirement instead of assuming a fixed number of years.
Edutris keeps the admission register digital and current — every admission writes the student record once, so the register is never reconstructed from paper at inspection time.
Related terms
Admission Number
The unique number assigned to a student at admission that identifies them for their entire enrolment.
Transfer Certificate (TC)
The official certificate a school issues when a student leaves, required to admit them to another school.
Cumulative Record Card (CRC)
A running, year-by-year record of a student’s academic, attendance, health and co-curricular history.
SIS (Student Information System)
Software that stores and manages student records — admissions, demographics, attendance, grades and documents.
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Admissions, attendance, fees, report cards and a parent app — simple tiers from ₹2,999/month, no per-student add-ons.
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