Recordkeeping and Data Protection


Introductory Statement:- This policy was formed to define the types of record the school requires and to ensure access and confidentiality in the uses of these records. We want to ensure that the school has effective management procedures in place to allow parents, or former pupils who have reached 18 years of age access to records relating to the progress of the student in his/her education.

Rationale:- The school needed a policy on record keeping, which would reflect current legislation and provide for good communication between school and home. -Teaching is informed by pupil’s learning needs and the recording of where a pupil is in relation to his/her learning is a cornerstone of good teaching. – Education Act Section 9(g) provides that parents (or students of 18 years or upwards) are entitled to have access in the prescribed manner to records kept by the school relating to the progress of the student in his/her education. – Attendance at school has a bearing on a pupil’s attainment levels. – Education (Welfare) Act requires Principals.

1. To communicate to a school, to which a student is transferring, any problems relating to school attendance which the pupil concerned had and any other appropriate matters relating to the pupil’s educational progress.

2. To keep a record of the pupil’s attendance and the reasons for failure to attend.

3. To inform the Educational Welfare Officer in writing, where a pupil is suspended for a period in excess of 6 days/or where a pupil is absent in excess of 20 school days in a school year/or where in the opinion of the Principal the student is not attending regularly.

Relationship to characteristic spirit of the school

As outlined in the ethos of the school St. Columba’s B.N.S. seeks to enable each child to develop his/her potential in a caring environment where the talents of each child are valued. This work can best be done where there is a high level of openness and co-operation between staff, parents and pupils.


– To record the educational progress that a pupil is making thereby enabling parents and teachers to support the child’s learning.

-To report to parents in a meaningful way on the educational progress of their children

-To establish clear, practical procedures that will enable parents/guardians (or past pupils who have reached the age of 18) to access records relating to educational progress.

– To ensure that this access is available and within the capacity of the school to administer it.

– To establish a clear understanding, shared by management, staff and parents, as to the type of records that are maintained and how such records should be made available.

– To ensure that the school complies with legislative requirements while awaiting the issue of guidelines as to the ‘prescribed manner’ referred to in Section 9 (g) of the Education Act

– To ensure that, in so far as possible, the school complies with legislative requirements/principles of good practice while awaiting the issue of guidelines.

Content of policy:-

This following statement defines what is understood by ‘records kept relating to the progress of that student in his or her education’ and this includes

– Annual Report

– Standardised Tests: A record of percentiles, standard score and sten score

– Results of Teacher-designed Tests

– Screening Tests: e.g. MIST

– Diagnostic Tests: as according to the SEN policy


– Records of attendance / absence: Roll Books. Explanations for absences – duly dated and stored for the current year only, unless the case needs to be monitored or has been reported to Principal, post holder or NEWB

– Psychological Assessments and Reports

– Referrals for Learning Support/ Visiting Teacher Service or other supplementary teaching and communications relating to this e.g. a record of parents decision not to allow the child to attend at learning support or resource teaching.

– Enrolment Form – Record of child’s serious breaches of code of behaviour in record book kept in office.

– A record of any serious injuries/accidents in accident book kept in Principal’s office. Clear guidelines for the administration of records including records related to employees:

-The following have access to the records:

1. Teachers, parents/guardians, past pupils who have reached 18,

2. Education Welfare Officers

3. Health Board

4. If any of the above agencies or other external agencies wish to access records, a written request must be made to the school and the parents. If this written permission is not forthcoming, then access to the records is denied.

-Parents, past pupils aged 18 or over, and parents of past pupils, may make a request in writing to access records. All other requests must be made in writing. The school report from juniors to 6th will be used in the school and will be posted out to parents of children from 1st to 6th.These reports will be based on results of teacher-designed tests and observation. Comments will be included. Teachers have the responsibility for ensuring that records are compiled/updated each year in June (or prior to that if a child is leaving early/transferring school). Reports will be kept in the pupil’s file in the office.

– Where records are communicated to another school/agency, copies are kept. The school will keep a note of what, when and to whom a record has been transferred. – Records are to be retained until pupil reaches age of 21.

-Where reports are generated by external agencies (e.g. NEPS) permission will be sought from parents before allowing access to the reports by third parties e.g. another school.

Roles and Responsibility:

– The Principal has particular responsibility for aspects of this policy including notifying parents of their entitlements and the procedures they should follow and ensuring that files are securely stored when pupils transfer out of the school.

Implementation Date:

– This policy will be implemented fully in the school year commencing 2010 Timetable for Review:

– • This policy was completed and made ready for the school plan on November 2010

• This policy was ratified at a meeting of the Board of Management of St. Columba’s B.N.S. on 22nd November 2010

• This policy document is available upon request from the school office.

• This policy was discussed at a staff meeting on December 3rd 2010; staff were advised to familiarise themselves with the policy document.

• This policy document will be updated as necessary. All amendments/additions will be recorded below. • Date for review: School Year; 2012-2013

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