Data Protection/Record Retention Policy

Presentation Primary School, Parnell Street, Kilkenny.





This policy was formulated by Staff and Board of Management of Presentation Primary School. The purpose of the policy is to identify the records required to be retained by the school and to ensure confidentiality and manageable procedures in relation to access to such records by parents and other stake holders.




  • 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 1998
  • Education Welfare Act 2000
  • Data Protection Act 2003
  • Freedom of Information Act 1997


Relationship to School Ethos:


Presentation Primary School promotes openness and co-operation between staff, parents and pupils as a means towards providing the caring environment through which a child can develop and grow to full potential.





  • 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 pupils over 18 years of age.
  • 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.  The data under the control of the Principal comes under the following headings.


  • 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. It also includes the names of students’ parents/guardians. This information is included in the School Enrolment Form.  These forms are kept in the Administration Office.


  • Student Records:



Student records maintained under the Data Protection Policy will include:


  1. School Report Booklets. An annual progress report is issued to each child’s parent/guardian at the end of the school year. A copy of this report is available on request to a parent who resides at a different address. These booklets are securely stored in the Principal’s Office.
  2. Psychological Assessments. Reports issued following psychological assessment are also securely stored in the Principal’s Office. Reports issued following other assessments such as Occupational Therapy, Speech & Language, Medical etc are similarly stored. Teachers sign out assessments and sign them back in with the Principal.       They may not copy the assessments. Recommendations on the report may be copied to assist in formulating IEP.
  3. Standardised Test Results. Standardised Tests in English are administered in May to all classes from First Class to Sixth Class. Standardised Tests in Mathematics are administered in 2nd, 4th and 6th classes. Test and result booklets/sheets are passed on to the teachers into whose class the pupils are going to the following September and are securely stored by that Teacher. Test results are securely stored in the Learning Support Co-ordinator’s Room. Test Booklets are stored for one school year after which they are shredded by Class Teacher.
  4. Screening Tests. The BIAP (Belfield Infant Assessment Profile) is administered in Junior Infants. The MIST (Middle Infant Screening Test) Assessment is administered to all Senior Infant children in February of each year. Class Record Sheets and results are securely stored as in Number 3 above.
  5. Teacher – designed tests. Results of teacher designed tests are securely stored by the teacher.
  6. Diagnostic Test Reports. Diagnostic tests are administered by the Learning Support Teachers and Resource Teachers. Results from these assessments are securely stored by the relevant teachers.
  7. Special Educational Needs. Classroom Support Plans, School Support Plans and Individual Education Plans will be completed by relevant teachers for children with Special Educational Needs. Copies will be securely stored by teachers and in the Learning Support File.
  8. Learning Support/Resource Data such as records of consent/refusal to allow diagnostic testing or access to Learning Support Teacher/Resource Teacher services in the school. These records are securely stored in the Learning Support File. These records are securely stored with the relevant teachers.
  9. Language Unit: All assessments and reports of unsuccessful applicants will be shredded

by the Principal in September. Assessments and reports of children in the Language

Unit will be stored in a secure filing cabinet in the language unit classes for the

duration of their placement. When children leave the language unit their files will be securely stored in the Board




9(a).     Droichead: We are currently a pilot school for Droichead.  All records, minutes of

            Meetings, observations etc. will be stored by the record keeper in a secure location.

At the end of the process the documents will be the property of the NQT.

  1. Attendance Records. Roll Books are maintained by the Class Teacher. Attendance details are sent to the secretary each day for inclusion in the Leabhar Tinrimh. The Leabhar Tinrimh is stored in the Administration Office.
  2. Record of child’s breaches of Code of Behaviour. Incidents of misbehavior in the school yard/classroom are recorded and kept by the Class Teacher. The Principal maintains a record of incidents brought to her attention.
  3. Records of serious injuries/accidents. The teacher on duty/in charge at time of accident records details of accidents and injuries sustained and action taken. These are retained in the office.
  4. Indemnity Form for Administration of Medicine. These forms are retained in the office.
  5. Certificates of Exemption from the Study of Irish. Copies of certificates are securely stored by the Principal.





Records are securely stored in the Office. Older records may be stored in the Board Room as the need arises. Records are stored until pupils reach the age of 25 years. In the case of children with Special Educational Needs, reports are stored indefinitely.

All completed school Roll Books, Registers and Leabhair Tinrimh are stored in same location together with Accident Reports and Incident/Bullying Report Books.

Access to these stored files is restricted to authorised personnel only. For computerised records, systems are password protected.


Access to Pupil Records:

A parent may apply for access to their records until the child reaches the age of 18 years. A past pupil may apply for access to their own records from the age of 18 years to 21 years.


A written application may be required, accompanied by a form of identification and Birth Certificate. Records will be provided within 21 days.


Transfer of Student Records:

A parental authorisation form must be completed by parents in the event of data being transferred to outside agencies excluding other Primary Schools and Secondary Schools. When a pupil transfers to another Primary School the new school will notify the original school and the original school will transfer records of attendance and educational progress to them.  A standard School Report Form/Education Passport is used for this purpose.


  • Staff Data


Staff records include name, contact details, payroll number, PPSN, qualifications, contracts, references, curriculum vitae, job applications, attendance records, Garda Clearance, Medical Fitness to Teach. Access is restricted to the Principal and Secretary.  Records are destroyed by way of shredding when no longer required.




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. The Principal will ensure that records are maintained and securely stored.




This policy was ratified by the Board of Management on                        .

It will be subject to review as the need arises.





  1. Solas (CPSMA) May-June 2001
  2. Education Act 1998
  3. Education Welfare Act 2000
  4. Data Protection Act 2003
  5. Freedom of Information Act 1997