Data Protection and Record-keeping Policy 
Introduction:' 	 
This policy was formulated by Staff and Board of Management of Gneeveguilla National 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 stake holders. 
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Rationale: 

•	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 requiring a school to provide access to records to 
students over 18/parents 
•	Education Welfare Act - requiring a school to report school attendance and 
transfer of pupils. 
Relationship to School Ethos: 

Gneeveguilla National 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 his full potential. 
Aims/Objectives: 

•	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. 
Guidelines: 

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. 
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. These are kept in Secretary’s Office in a locked filing cabinet, 
2. Student Records: 
Student records are held by each class teacher.
Student records may contain: 

•	Personal details of the student 

•	Medical sensitive data 

•	School report cards 

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•	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 student work e.g. Art 
•	Details of behavioural incidents or accidents. 

3. 	Staff Data 

This data relates to personal and professional details of the Staff such as 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. 

	4. 	Administrative Data: 
•	Attendance Reports, Roll Book, Registers 
•	Accident Report Book 
•	Administration of Medicines Indemnity Form 
•	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; 

•	Parents/guardians - see Appendix 1 from CPMSA outlining details of access 
•	Past pupils over 18 
•	Health Service Executive 
•	Designated school personnel 
•	Department of Education & Skills 
•	First and second-level schools (where relevant). 

A parental authorisation form must be completed by parents in the event of data being 
transferred to outside agencies such as health professionals etc. 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. 

A standardised school report form is used which is issued by post in June.

Storage: 
All records are stored in the school for a minimum of 7 years until the past pupil reaches the 
	age of 21. These records are stored Principal’s Office in a locked filing cabinet. 

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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.
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 2014.
All records held from before that date will continue to be maintained in the school. 

Review/Ratification/Communication: 
	This policy was ratified on 	

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The policy will be available on the school website and through the office. 
It will be reviewed every 3 years and amended if necessary. 
References: 
•	Solas (CPSMA) May-June 2001 
•	Education Act 1998 
•	Education Welfare Act 2000 
•	Date Protection Act 2003 
•	Freedom of Information Act 

Data Protection/Record Retention Policy 
Introduction: 
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. 
Rationale: 
•	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 
Aims/Objectives: 
•	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 
1 8 years of age. 
•	To stipulate the length of time records and reports will be retained 
Guidelines: 
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. 
A. 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. 
B. 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 
Main School File. 
2.	Psychological Assessments. Reports issued following psychological assessment are 
securely stored in Main School File. Reports issued following other assessments such as 
Occupational Therapy, Speech & Language, Medical etc are also stored in the Main 
School File. 
3.	Standardised Test Results. Standardised Tests in English and Mathematics are 
administered in May to all classes from First Class to Sixth Class. Class Record Sheets 
are securely stored by the Class Teacher and Resource Teacher in charge. The Principal 
will also retain a copy of class record sheets. Standardised Test results are included in the 
Pupil Profile Sheets to be completed at the end of the school year and stored in the Main 
School File. Test Booklets are stored by the Resource Teacher in charge for one school 
year after which they are shredded. 
4.	Screening Tests. The MIST (Middle Infant Screening Test) Assessment is administered 
to all Senior Infant children in March of each year. Class record sheets are securely 
stored by the class teacher and Resource Teacher in charge. The Principal will also retain 
a copy of the class record sheet. MIST Test Results are included in the Pupil Profile 
Sheets to be completed at the end of the school year and stored in the Main School File. 
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, Resource Teachers and Reading Recovery Teacher. Results from these 
assessments are securely stored by the relevant teachers and details are also included in 
the Main School File. 
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 a copy 
included in the Main School 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 by the relevant teacher and copies included in the Main 
School File. 
9.	Pupil Profile Sheets. These sheets are updated regularly. Class record sheets are stored 
in class folders in Main School File. Profile Sheets included in individual files when 
pupil leaves school. 
10.	Portfolios of student work e.g. Art, Written work. These are included in the Main School 
File at the end of the school year. 
11.	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. 
Attendance details are also included in school's computerized data management system 
(Databiz). Computerised records are securely stored in a password protected folder. 
12.	Record of child's breaches of Code of Behaviour. Incidents of misbehaviour in the school 
yard are noted in the Red Book which is included in the Yard Bags. Each Class Teacher 
keeps a record of classroom incidents. The Principal maintains a record of incidents 
brought to his attention. 
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13.	Records of serious injuries/accidents. The accident Report Book is securely stored in the 
secretary's office. The teacher in charge records details of accidents and injuries 
sustained and action taken. 
14.	Indemnity Form for Administration of Medicine. These forms are retained in the office 
and copies included in the Main School File. 
15.	Certificates of Exemption from the Study of Irish. Copies of certificates are securely 
stored by the Principal and a copy also included in the Main School File. 
Storage: 
Records are securely stored in Room J 16. Older records may be stored in the attic as the need 
arises. Records are stored until pupils reach the age of 21 years. In the case of children with 
Special Educational Needs, records are stored until they reach the age of 24 years. 
All completed school Roll Books, Registers and Leabha Tinrimh are stored in same location 
together with Accident Report Books 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, including 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 is used for this purpose. 
C. 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 
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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. 
Review/Ratification/Communication: 
This policy was ratified by the Board of Management on 14th May 2014. It will be subject to 
review as the need arises. 
References: 
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 
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