RAVENSDALE JUNIOR SCHOOL DATA RETENTION POLICY 2018

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1 1. The purpose of the Retention Policy RAVENSDALE JUNIOR SCHOOL POLICY 2018 This Retention Policy sets down the length of time records need to be retained and the action taken when the specified retention period has lapsed. The guidelines followed are set out by the Information and Records Management Society. Staff members are expected to manager their current record keeping systems using the retention schedule and to take account of the different kinds of retention periods when they are creating new record keeping systems. This refers to all information, regardless of the media in which they are stored. The retention periods should be communicated with data subjects when data requests are made. 2. Methods of Disposal All paperwork containing personal or sensitive information should be cross shredded. Where records are considered worthy of permanent preservation Derbyshire Record Office, Matlock, should be contacted directly and arrangements made. Records relating to pupils leaving the school during the academic must be forwarded immediately to the next school. For pupils moving to secondary school the records are to be forwarded prior to the end of term.

2 FILE DESCRIPTION Child Protection Files Allegation of a child protection nature against a member of staff, including where the allegation is unfounded CHILD Safeguarding Children in Education Employment Practices Code. Records of Disciplinary and Grievance. Education Act guidance Dealing with Allegations of Abuse against Teachers and Other Staff DOB + 25 Until the person s normal retirement age, or 10 from the date of the allegation whichever is the longer. FILE DESCRIPTION GOVERNORS Complain Files Date of resolution + 6 Annual Reports required by the Department for Education No Education (Governors annual reports) (England)(Amendment) Regulations 2002.SI 2002 No 1171 Date of Report + 10 Retain in school for the first six. Review for further retention in the case of contentious disputes. routine complaints

3 Propos al for schools to become, or be established as Specialist Status Schools Minut es Principal Set (Signed) No Current + 3 No Permanent Retain in school for 6 from date of meeting Inspection Copies No Date of meeting + 3 (If these minutes contain any sensitive information they should be shredded) Agendas No Date of meeting Reports No Date of report + 6 Instruments of Government Retain in school for 6 from date of meeting No Permanent Retain in school whilst school is open Action Plans No Date of action plan + 3 Policy Documents No Expiry of policy Retain in school whilst policy is operational (this includes if the expired policy is part of a past decision making process)

4 FILE DESCRIPTION MANAGEMENT Log Books Date of last entry in the book + 6 Minutes of the Senior Management Team and other internal administrative bodies Reports made by the head teacher or the management team Records created by head teachers, deputy head teachers, heads of and other members of staff with administrative responsibilities Correspondence created by head teachers, deputy head teachers, heads of and other members of staff with administrative responsibilities Professional Development Plans Date of meeting + 5 Date of report + 3 Closure of file + 6 No Date of correspondence + 3 Retain in the school for 6 from the date of the last entry Retain in the school for 5 from meeting Retain in the school for 3 from meeting Closure + 6

5 School Development Plans Admissions if the admission is successful Admissions if the appeal is unsuccessful Proofs of address supplied by parents as part of the admissions process Closure + 6 Review Admission + 1 Resolution of case + 1 Current + 1 FILE DESCRIPTION PUPILS Admission Registers Date of last entry in the book (or file) + 6 Re consider Retention period. Feedback from Teaching Relative was thought to be 7 retention. These records are no longer generated in paper but electronically held using SIMS BROCON software Attendance Registers Date of register + 3 Retain in the school for 6 from the date of the last entry then consider transfer to the Archives (If these records are retained

6 Pupil files retained in schools electronically any back up copies should be destroyed at the same time) Primary Retain for the time which the pupil remains at the primary school Pupil Files Primary Retain for the time which the pupil remains at the primary school Special Educational Needs files, reviews and individual education plans DOB of the pupil + 25 the review NOTE: The retention period is the minimum period Transfer to the secondary school (or other primary school) when the child leaves the school. In the case of exclusion it may be appropriate to transfer the record to the pupil referral unit. Transfer to the secondary school (or other primary school) when the child leaves the school. In the case of exclusion it may be appropriate to transfer the record to the Pupil Referral Unit

7 Correspondence Relating to Authorised Absences and Issues Examination results No that any pupil file should be kept. Some authorities choose to keep SEN files for a longer period of time to defend themselves in a failure to provide sufficient education case. There is an element of business risk analysis involved in any decision to keep the records longer than the minimum retention period Date of absence + 2 Public No Year of examinations + 6 Internal examination results Any other records created in the course of contact with pupils Current + 5 /No Current + 3 Review at the end of 3 and either allocate a further retention period or SECURE DISPOSAL

8 Statement maintained under The Education Act 1996 Section 324 Proposed statement or amended statement Advice and information to parents regarding educational needs Accessibility Strategy Parental Permission slips for school trips where there has been no major incident Parental Permission slips for school trips where there has been a major incident Special Educational Needs and Disability Act 2001 Section 1 Special Educational Needs and Disability Act 2001 Section 1 Special Educational Needs and Disability Act 2001 Section 1 Special Educational Needs and Disability Act 2001 Section 1 Limitation Act 1980 DOB + 30 DOB + 30 Closure + 12 Closure + 12 Conclusion of the trip DOB of the pupil involved in the incident + 25 The permission slip for all pupils on the trip need to be retained to show pupils that the rules had been followed for all pupils unless legal action is pending unless legal action is pending unless legal action is pending unless legal action is pending

9 FILE DESCRIPTION School Development Plan Curriculum returns Schemes of work No No Current + 3 No Current + 1 Timetable No Current + 1 Class record books No Current + 1 Mark books No Current + 1 It may be appropriate to review these records at the end of each and allocate a new retention period or It may be appropriate to review these records at the end of each and allocate a new retention period or It may be appropriate to review these records at the end of each and allocate a new retention period or It may be appropriate to review these records at the end of each and allocate a new retention period or Record of No Current + 1 It may be

10 homework set appropriate to review these records at the end of each and allocate a new retention period or Pupils work No Current + 1 It may be appropriate to review these records at the end of each and allocate a new retention period or FILE DESCRIPTION CURRICULUM Examination results SATS records Examination Papers and Results PAN Reports Value Added & Contextual Data Self-Evaluation Forms PERSONNEL RECORDS HELD IN SCHOOLS FILE DESCRIPTION Timesheets, sick pay Financial

11 Regulations Staff Personal Files Interview notes and recruitment records Pre employment CRB Guidelines vetting information (including CRB checks) Disciplinary Proceedings When the warning relates to a child protection issue see 1.2. If the disciplinary proceedings relate to a child protection matter please contact your safeguarding children officer for further advice. Oral Written Warnings Date of warning + 6 months Written Date of warning warning + 6 months level one Written Date of warning warning + 12 months level two Final Warning Date of warning + 18 months Case not found If child protection related please see 1.2 otherwise SECURE DISPOSAL immediately at the conclusion of

12 Records relating to accident/injury at work Annual appraisal/assessment records the case Date of incident + 12 In the case of serious accidents a further retention period will need to be applied No Current + 5 Salary cards Last date of employment + 85 Maternity pay records Records held under Retirement Benefits Schemes (Information Powers) Regulations 1995 Proofs of identify collected as part of the process of checking portable enhanced CRB disclosure Statutory Maternity Pay (General) Regulations 1986 (SI 1986/1960), revised 1999(SI 1999/S67) Current + 3 Where possible these should be checked and a note kept of what was seen and what has been checked. If it is felt necessary to keep copy documentation then this should be placed on the member of staff s personnel

13 file. FILE DESCRIPTION HEALTH AND SAFETY Accessibility plans Disability Discrimination Act Accident reporting Social security (claims and payments) Regulations 1979 Regulation 25. Social Security Administration Act 1992 Section 8. Limitation Act 1980 Adults Date of incident + 7 Children Date of incident + 25 COSHH Current + 10 (where appropriate an additional retention period may be allocated) Incident reports Current + 20 Policy Statements Date of expiry + 1 Risk Assessments Current + 3 Process of monitoring of areas where employees and persons are likely to have become in contact with asbestos Process of monitoring of areas where employees and persons are likely to have come in contact with radiation Fire precautions log books Last action + 40 Last action + 50 AC T

14 FILE DESCRIPTION Employer s liability Closure of the certificate school + 40 Inventories of equipment and furniture General file series Current + 5 School brochure or prospectus Circulars (staff/parents/pupils) Newsletters, ephemera Current + 3 Current + 1 Current + 1 Visitors books Current + 2 PTA/old pupil associations Review to see whether a further retention period is required Review to see whether a further retention period is required Review to see whether a further retention period is required Review to see whether a further retention period is required FILE DESCRIPTION Contracts FINANCE Financial regulations Financial regulations Date of last payment on loan + 12 Review to see whether a further retention period is required

15 Under seal Contract completion date + 12 Under signature Contract completion date + 6 Monitoring records Current + 2 Copy orders Current + 2 Budget reports, Current + 3 budget monitoring etc Invoice, receipts and Financial other records covered Regulations by the Financial Regulations Annual budget and background papers Order books and requisitions Delivery Documentation Debtors Records Limitation Act 1980 School Fund Cheque Current + 3 books School Fund paying in books then review Schools Fund - Ledger then review School Fund - Invoices then review School Fund Receipts School Fund Bank statements School Fund School Journey books then review then

16 Student grant applications Free school meals registers review Current + 3 PROPERTY FILE DESCRIPTION Plans Permanent Retain in school whilst operational Maintenance Financial and contractors Regulations Leases Expiry of lease + 6 Lettings Current + 3 Burglary, theft and vandalism report forms Maintenance log books Contractors Reports FILE DESCRIPTION Secondary transfer sheets (Primary) Attendance Returns Circulars from LEA LOCAL AUTHORITY Current + 2 Current + 1 Whilst required operationally Review to see whether a further retention period is required

17 FILE DESCRIPTION HMI reports OFSTED reports and papers Circulars from Department of Children, Schools and Families DEPARTMENT FOR CHILDREN, SCHOOLS AND FAMILIES These do not need to be kept any longer Replace former report with any new inspection report Returns Whilst operationally required Review to see whether a further retention period is required Review to see whether a further retention period is required FILE DESCRIPTION SCHOOLS MEALS Dinner Register Current + 3 Schools Meals Current + 3 Summary Sheets FAMILY LIAISION OFFICERS AND HOME SCHOOL LIAISON ASSISTANTS FILE DESCRIPTION Day Books Reports for outside agencies where the Whilst the child is attending the school then

18 report has been destroy included on the case file created by the outside agency Referral Forms Whilst the referral Contact data sheets Contact database entries is current Current then review, if contact is no longer active then destroy Current then review, if contact is no longer active then destroy DELETE

19 RAVENSDALE JUNIOR SCHOOL POLICY 2018 Signed Dated Review Date.