Series VPRS 640
Central Inward Primary Schools Correspondence
About this Series Related Series Accessing the records in this Series
Date Range: Series ? 1878 - ? 1962
  Series in Custody 1878 - 1962
  Contents 1878 - 1962
Public Access: Open
Location: North Melbourne
Format of Records: Physical
 
Agency which created this SeriesAgency which created this Series
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Date Range Agency Title Agency Number
1878 - 1962 Education Department VA 714
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
1992 - cont Department of Education VA 3098
Description of this SeriesDescription of this Series
  • How to use the Records
    There are three means whereby researchers may obtain access to correspondence contained in VPRS 640 Central Inward Correspondence Primary Schools.

    A. 1. You will need to know the number of the school in which you are interested.

    2. For schools with numbers of less than 1700, consult the Consignment Details for VPRS 640/P for the period between 1878 and 1910. Correspondence is arranged in school number order.

    3. For these same schools, for correspondence AFTER 1910 consult the Consignment Details for VPRS 640/P1. Correspondence is arranged in school number order, with several years of correspondence for each school accumulated together.

    4. For schools with numbers of more than 1700 consult the Consignment Details for VPRS 640/P1. Correspondence is arranged in school number order. The filing by school number sequence recommenced each year. From 1902 several years are accumulated together, with files remaining in school number order.

    5. For schools with numbers between 1500 and 1700, researchers should consult the Consignment Details for both the P and P1 consignments.

    6. All researchers should consult the listings for Supplementary Correspondence in the Consignment Details for selected years. These are listings of otherwise unarranged correspondence (see under System of Arrangement and Control below) relating to specific schools.

    B. Consult VPRS 915 Index to Inward Registered Primary Schools Correspondence

    1. You will need to know the number of the school in which you are interested.

    2. Check the Consignment Details to determine which volumes contain entries for the school for the period in which you are interested.

    3. Retrieve the volume(s) and note down the registration dates and numbers of items of interest.

    4. Consult the Consignment Details for VPRS 640 Inward Registered Primary Schools Correspondence to identify the unit containing the correspondence you require as described above.

    C. Using the Online Catalogue
    1. You will need to know the number of the school.

    2. Under Searching select the Search withinn a Series opttion. Enter the setries number and then the school number in the search field.

  • Function / Content
    This series consists of correspondence received by VA 714 Education Department from primary schools throughout the state. The series provides an ongoing record of communication between an individual school and the Education Department.

    Correspondence, when received by the Education Department was initially registered in VPRS 898 Registers of Inward Correspondence, Annual Single Number System where each piece was allocated an annual single number. Then, correspondence was indexed by the school number in VPRS 915 Index to Inward Registered primary Schools Correspondence. In both series an indication was given of the subject of the letter.

    Subject matter in the correspondence mainly deals with:

    1. Teachers applications for appointment to schools of permanent, temporary and emergency teachers, letters and copies of pro forma informing schools of appointments of permanent, temporary and emergency teachers, correspondence regarding teacher leave, reports on student teachers, copies of pro forma indicating teacher completion of special courses and matters regarding teacher salaries and applications for staff for special programs such as swimming instruction;

    2. Matters with respect to school management which required reference to the Education Department by Head Teachers and Principals about such matters as school closures for holidays or due to infectious diseases;

    3. Complaints from members of the community regarding teachers or the management of schools by the Local Committee;

    4. Matters with respect to the physical state of school premises and its maintenance and the provision of teachers residences and

    5. Applications for subsidies and grants for specific purposes and for the provision of Education Department publications such as standard readers and arithmetic books.

    Correspondence prior to c1900, upon receipt by the Department, had a face sheet attached to it which gave the name and number of the school, the date of registration of the piece of correspondence by the Education Department and a brief summary of its subject matter. This face sheet was then dated and initialled by officers to whom it was referred and recommendations made for the content of a reply to the correspondent by the officer responsible for a decision in the matter.

    Early in the twentieth century, the Education Department developed a standard form that was to be used for all correspondence with the Department until 1984. The writer was to complete the details of the school name, school number and a summary of the subject of the correspondence at the top of the form. The letter was then written in the right-hand column of the form with the lefthand column to be used for Departmental annotations and recommendations. It became the practice for a yellow carbon copy of any reply to be attached to the original piece of correspondence before filing.

    In some units Miscellaneous Correspondence may be found relating to other matters. These papers may be the result of mis-filing or the movement of records between storage locations at various times. These papers are listed fully in the Consignment Details.

    The P3 consignment consists of correspondence files which had been mistakenly included in VPRS 10381/P Soldier Settlement Advances Files. These were discovered during the relisting of that series in 2006.

  • Recordkeeping System
    From 1878 until 1910, correspondence and related papers from schools with numbers lower than 1700 were kept together regardless of year. However, from 1878, it was apparent that a new filing system was instituted for schools with numbers of 1700 or more. Correspondence was arranged by year for these schools. Filing within each year was done numerically by school number. In some years (e.g. 1885, 1888, 1892), schools with numbers lower than 1700 (usually in the 1500 to 1690 range) were also included in this system. Conversely, some eleven schools with numbers of more than 1699 have, for a block of years or a single year, their papers filed as a group.

    From 1902, correspondence relating to schools with numbers more than 1700 were accumulated in blocks of years. From 1911, all schools were dealt with in the same filing sequence. Correspondence was filed numerically in school number order, with several years of correspondence for each school accumulated together. From c1932, there was a gradual reversion to maintaining files in yearly bundles on school number order.

    Within a number of units of both VPRS 640/P and VPRS 640/P1 there are a number of items listed as Supplementary Correspondence. These items are listed by school number. The main reasons for arranging them in this way are:

    1. there are two school numbers on the item;
    2. correspondence relates to a school which sometimes has two school numbers, even though the correspondence itself has only one;
    3. the correspondence was received in November or December with presumably action on it being incomplete before the yearly files were closed off.

More research resourcesMore research resources
    PROVguide056 Education Records
Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
1878 - 1962 Classified Subject Index to Inward Registered Correspondence VPRS 893
1878 - 1962 Register of Inward Correspondence, Annual Single Number System VPRS 898
1878 - 1963 Index to Inward Registered Primary Schools Correspondence VPRS 915
Controlled SeriesControlled Series
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Date Range Series Title Series Number
Previous SeriesPrevious Series
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Transfer Date Series Title Series Number
- 1872 Inwards Registered Correspondence VPRS 903
Subsequent SeriesSubsequent Series
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Transfer Date Series Title Series Number
List/s of records in this seriesList/s of records in this series
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Consignment Number Contents Date Range Public Access No. of Units
P0000 1878 - 1910 Open 1246
P0001 1878 - 1962 Open 3533
P0002 1901 - 1906 Open 1
Indexes and RegistersIndexes and Registers
Display entries per page
Date Range Series Title Series Number
1878 - 1962 Classified Subject Index to Inward Registered Correspondence VPRS 893
1878 - 1962 Register of Inward Correspondence, Annual Single Number System VPRS 898
1878 - 1963 Index to Inward Registered Primary Schools Correspondence VPRS 915
More research resourcesMore research resources
    PROVguide056 Education Records