Record Keeping & Data Protection

This policy is 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.


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 her education

Attendance at school has a bearing on a pupil’s attainment levels.

Education (Welfare) Act requires the Principal

  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.

As outlined in the ethos of the school Loreto Primary School seeks to enable each child to develop 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.

Aims of Record Keeping Policy

  • 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 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.

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 an 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
  • IEPs / IPLP
  • 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, 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 teacher’s book kept in class.
  • A record of any serious injuries/accidents in accident book kept in principal’s office

The following have access to the records:

  • Teachers, parents/guardians, past pupils who have reached 18,
  • Education Welfare Officers
  • Health Board
  • If any of the above agencies or other external agencies wishes to access records, 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 or by phone to access records. All other requests must be made in writing.

An agreed School Report will be used in the school and will be posted out to parents of children from Junior Infants 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 a safe and secure place.

Records will be destroyed when a child transfers from the school.

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.