The purpose of the policy is to identify the records required to be retained by our school and to ensure confidentiality and manageable procedures in relation to access to such records by parents . Please note that throughout this policy, the term ‘parent’ or ‘parents’ also includes legal guardians.


  • A policy on data protection and record keeping is necessary to ensure that the school has proper procedures in place in relation to accountability and transparency
  • It is good practice to record pupil progress so as to identify learning needs
  • A policy must be put in place to ensure a school complies with legislation such as
    • Education Act, Section 9g, which requires a school to provide access to records to students over 18 and or their parents or legal guardians
    • Education Welfare Act – requiring a school to report school attendance and transfer of pupils.

Relationship to School Ethos:

Our school promotes respect and inclusiveness between all members of the school community.


  • To ensure the school complies with legislative requirements
  • To clarify the types of records maintained and the procedures relating to making them available to the relevant bodies
  • To put in place a proper recording and reporting framework on the educational progress of pupils
  • To establish clear guidelines on making these records available to parents and past pupils who are over 18
  • To stipulate the length of time records and reports will be retained.


  • The Principal assumes the function of data controller and supervises the application of the Data Protection Act within the school.
  • Only directly authorised and relevant members of staff have access to any data held in our school.


The data, which are under the control of the Principal, comes under the following headings.

  1. Personal Data:

This data relates to personal details of the students such as name, address, date of birth, gender, ethnic origin, nationality, religious belief, medical details, dietary information, PPSN, contact details and parents names.

  • Hard copies of these are kept in a locked filing cabinet in the records room beside the computer room.
  • Each individual pupil’s personal details are also kept on our secure and password-protected online database.
  • Full signed parental consent must be sought before any pupil’s details are submitted to POD (the Primary Online Database)


  1. Pupil Records:
  • Individual pupil records are held by each class teacher in a locked cabinet in the classroom. The locked cabinet transfers to a new classroom with the relevant class when necessary.
  • The contents of any individual pupil’s file may include, but are not limited to, the following:
    • Personal details of the pupil
    • Relevant medical information
    • School report cards
    • Psychological/Clinical/Occupational Therapy/Speech and Language Assessments
    • Standardised Test Results
    • Attendance Records
    • Screening Test such as MIST and NRIT
    • Data Protection
    • Teacher – designed tests. Each class teacher designs his/her own test template
    • Diagnostic Tests Reports
    • Individual Education Plans
    • Learning Support/Resource Data such as records of permission/refusal to access LS/RT services in the school,
    • Portfolios of work e.g. Art
    • Details of behavioural incidents or accidents.


  1. Staff Data

This data relates to personal and professional details of the Staff and it may include, but is not limited to, name, address, date of birth, contact details, payroll number, attendance records, qualifications, school records, sick leave, CPD, curriculum vitae, school returns, classes taught, seniority and supervision payments (if applicable).


  1. Administrative Data:
  • Attendance Reports, Roll Book, Registers
  • Accident Report Book
  • Administration of Medicines Indemnity communications
  • Policies
  • HSE files
  • Board of Management files
  • Accounts


Access to Records:

The following will have access where relevant and appropriate to the data listed above;

  • First and second-level schools (where relevant).
  • Department of Education & Skills
  • Designated school personnel
  • Health Service Executive
  • Past pupils over 18
  • Parents/guardians – see Appendix 1 from CPMSA outlining details of access
    • A parental authorisation form must be completed by parents in the event of data being transferred to outside agencies such as health professionals etc. (Please see Appendix 1)
    • Outside agencies requesting access to records must do so in writing giving seven days notice.       Parents/Guardians can make such a request either by phone, email or in writing.
    • The right to erasure or rectification is available to change any mistakes or inaccuracies by proper authorisation through the same procedures.
    • The Annual School Report format and its communication to parents are outlined clearly in our schools Report Form Guidelines Policy. A standardised school report form is used (as per the NCCA template) and this is sent to parents at the end of June each year.



Retention of Data

  • All records are stored in the school for a minimum period of seven years until the past pupil reaches the end of the Senior Cycle and/or reaches the age of 21.
  • These records are stored securely in the records room.
  • A pupil profile and selection of records are held by each teacher in his/her individual classroom and passed on to the next teacher as the child moves to the next class.
  • All completed school roll books are stored in a similar location in addition to samples of children’s work and pupil profiles.
  • Access to these stored files is restricted to authorised personnel only.



Success Criteria:

  • Compliance with Data Protection Act and Statute of Limitations Act
  • Easy access to records
  • Framework in place for ease of compilation and reporting
  • Manageable storage of records.


Roles and Responsibilities:

  • The school staff, under the direction of the Principal will implement and monitor this policy.
  • Individual teachers will design, administer and record all in-class testing.
  • The Principal will ensure records are maintained and stored, particularly the records of students transferring to another school.


Implementation Data:

This new policy is effective from June 2016

All records held from before that date will continue to be maintained in the school in accordance with the above retention period.



This policy was ratified on May 18th 2016