School Records for an Individual Pupil

How long should schools retain certain documents before they can be disposed of?
How can I have my child's surname changed on the school register?
Are parents able to have access to the information that the school holds on their child?
Can a parent still view their child's record if they do not live with him or her?
Can pupils have access to their own records?
What information is held on pupils?

How long should schools retain certain documents before they can be disposed of?

School Log Books:
Must be retained permanently. When a log book is completed send to the Record Office.

Admission Registers:
These should be retained permanently- note that this is not the same as the class register in which daily attendance is marked.

Pupil record cards or printouts:
To be retained for a minimum of seven years after the pupil has left the school or until the pupil has reached the age of 25 years, whichever is the later date.

Class registers:
To be retained whilst the pupils are still at school. For example, if a pupil enters in school in September 2001 and leaves July 2008, the September 2001 register for that class can only be destroyed in 2008.

It is important to remember that many school records are of invaluable help for local historical and genealogical research and there should be a presumption against destroying any records unless it is considered that they are of no such value.

How can I have my child's surname changed on the school register?

Your child's surname on the school register will be the name indicated on his or her birth certificate. If your child's legal surname has been changed, the school needs to be given documentary evidence to show that the child's surname has been legally changed.

Are parents able to have access to the information that the school holds on their child?

According to the Data Protection Act 1998, parents are entitled to have access to their child's educational record by sending a request in writing to the Headteacher. The information should be disclosed within 15 days. If a hard copy has been requested, a fee may be charged according to the number of pages.

Can a parent still view their child's record if they do not live with him or her?

Yes, if anyone who is defined as a parent in education law can see these records, unless there is a court order against them limiting that right. Such parents include all biological parents, whether or not they were married at the time of the child's birth. This also includes adults who are not the natural parents of the child, but has been given parental responsibility for or have care of him or her.

Can pupils have access to their own records?

The Data Protection Act gives all school students, regardless of age, the right of access to their school pupil records.

A pupil also has access to his or her records as long as the school is satisfied that the pupil understands the nature of the request. Previously only pupils who had reached the age of 16 had a right to see their educational records.

What information is held on pupils?

A pupil's educational record is made up of their academic achievements, other skills and abilities and progress in school as well as copies of pupil reports.

The Data Protection Act 1998 prevents the disclosure of the following:

• Material whose disclosure would be likely to cause serious harm to the physical, emotional or mental health of the pupil or someone else.
• Material concerning actual or suspected child abuse
• References supplied to potential employers of the pupil, national bodies concerned with student admissions, another school or institute of further of higher education, or any other place of education and training
• Reports by a school to a juvenile court
  

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