how long do schools keep safeguarding records

The 2022 version of the guidance is currently in force. It will take only 2 minutes to fill in. You should now treat records which contain information about allegations of sexual abuse in the same way as any other information about allegations made against staff. Is consent is always needed to share personal information? As part of your audit, include pupil and staff data in: Reviewing the personal data you hold will help you to identify what data you need to: Consider grouping your data items about pupils into these areas: Document the decision you make against each data item. Governments response to the increase in children vaping, DfE publishes updated guidance on action plans for independent schools, DfE publishes updated version of Keeping Children Safe in Education. This publication is licensed under the terms of the Open Government Licence v3.0 except where otherwise stated. The 2023 version will come into force on 1 September 2023. This will remove some of the risks around personal data. It includes more guidance about information management. 3. If so, then yes you do. This guidance from the IRMS (above) had now been including in Government guidance: Data protection: toolkit for schools (see page 31); and the Data protection: annual review checklist Aforementioned toolkit says, 'Long term, until the child is 25 years of age or older, in instances where detailed information about activities in school may form at important part of safeguarding for so individual'. Where we have identified any third party copyright information you will need to obtain permission from the copyright holders concerned. The Data Protection Act 2018 and UK GDPR says you should only keep data for as long as you need it. Schools make a huge commitment to safeguarding records. The GDPR principle is that you don't keep personal data any longer than you need it for. Record a brief description of the data, the number of files and who authorised the destruction. Updated document 'Keeping children safe in education: for schools and colleges'. The primary school sends everything and are to the secondary school and keep nothing themselves. Previously,it was an offence todestroy any recordsthat might be relevant to the Independent Inquiry into Child Sexual Abuse(IICSA). Staff records of staff from the academy who are continuing their employment with the trust should be retained by the trust. It stores a true/false value, indicating whether it was the first time Hotjar saw this user. Once you have your list of data item groups, consider creating a data retention schedule. We have made changes in 3 circumstances: It sets out the legal duties you must follow to safeguard and promote the welfare of children and young people under the age of 18 in schools and colleges. We also use cookies set by other sites to help us deliver content from their services. This is a True/False flag set by the cookie. Hotjar sets this cookie to know whether a user is included in the data sampling defined by the site's daily session limit. A cookie set by YouTube to measure bandwidth that determines whether the user gets the new or old player interface. COVID-19: health and safety measures at schools, provide optional three-ply cloth masks for students and non-fit-tested N95 masks for all school staff, encourage students on appropriate hand hygiene and respiratory etiquette (for example, washing hands or coughing into your sleeve), have signs to reinforce self-screening for symptoms of illness and hand hygiene, schedule breaks for students to wash their hands, have hand sanitizer available at key locations throughout the school, have mental health services and supports available for students. If you do not keep your records, you could face a lot of trouble if you need to get your records from a previous employer. How Long Do Schools Need to Keep Student Records? The cookie is used to store the user consent for the cookies in the category "Performance". Finance records should be retained by the trust as per HMRC and Companies House retention periods. You can change your cookie settings at any time. Annex H provides a table of all changes. This includes: Schools are encouraged to support outdoor education where possible and open windows where this augments ventilation for classrooms and learning environment and it is safe to do so. You can use a data retention schedule to document how long you'll keep different types of data for. Performance cookies are used to understand and analyze the key performance indexes of the website which helps in delivering a better user experience for the visitors. You have rejected additional cookies. Wed like to set additional cookies to understand how you use GOV.UK, remember your settings and improve government services. Explains how to carry out an audit to check what personal data your school holds. Added 'Keeping children safe in education 2021. More information is available here. GU1 3SR, 48 High Street The September 2021 version of the keeping children safe in education guidance is now in force and replaces previous versions. mental health, domestic abuse, child criminal and sexual exploitation and county lines. The GDPR principle is that you don't keep personal data any longer than you need it for. http://www.iicsa.org.uk/media/2871/goddard-inquiry-papers.pdf, High Court Rules on Retention Period for Child Protection Information. Can my 13 year old choose to live with me? About happens to the OSR when a student changes schools? News stories, speeches, letters and notices, Reports, analysis and official statistics, Data, Freedom of Information releases and corporate reports. Where the guidance states schools and colleges should do something, you should follow this unless you have a good reason not to. Good practice for preventing personal data breaches in your school. Added a link to the guidance 'Coronavirus (COVID-19): safeguarding in schools, colleges and other providers'. No. These health and safety measures support safe in-person learning for students and staff for the 2022-23school year. If you use an external company to destroy records, it must: The Freedom of Information Act 2000 requires you to maintain a list of records that have been destroyed and who authorised their destruction. If a Sixth Form student leaves either in Year 12 or at the end of Year 13 to move into employment should the CP file be forwarded to the employer? Why does retention differ around the country? You have rejected additional cookies. All school and college staff should read part 1 of this guidance. CPD SO 903 (See notes 2) Other uncategorized cookies are those that are being analyzed and have not been classified into a category as yet. You have rejected additional cookies. This publication is available at https://www.gov.uk/government/publications/record-keeping-and-retention-information-for-academies/record-keeping-and-retention-information-for-academies-and-academy-trusts. If the LA takes responsibility for any records, the academy or trust should inform their DfE contact. This can include a safe place where you can store your records, a place that is secure, or a place where you can keep your records if you have to leave the house. The IICSA has now concluded, so this is no longer included as a requirement inKeeping Children Safe in Education 2023. CDs / DVDs / floppy disks / SD and other storage media should be destroyed to particles no larger than 6 mm. What grade do you start looking at colleges? Keeping Children Safe in Education (2018) says, ' Whilst there is no statutory duty to include on the single central record details of any other checks, schools and colleges are free to record any other information they deem relevant. Find out how to create a record of processing activity. You should seek consent where an individual may not expect their information to be passed on. You wont need the individuals consent to share the information in most circumstances.The DPA goes into detail about exactly what those circumstances are, but the principle set out in Keeping Children Safe in Education, the statutory guidance for schools and colleges on safeguarding, is helpful:Fears about sharing information cannot be allowed to stand in the way of the need to promote the welfare and protect the safety of children.If you have any doubts, get legal advice. 2. where we have helpful additional information that will support schools and colleges protect their children e.g. The computer systems that are on the market have facilities to transfer the data to other schools. The Data protection: toolkit for schools will help schools do this. See the Academy Trust Handbook or the Information and Records Management Society's (IRMS) Academies toolkit. This toolkit will help school staff, governors and trustees: Data protection legislation, and who and what its intended to protect. paper records should be shredded using a cross-cutting shredder or shredded by an external company. Lymington How long do schools keep IEP records California? Check your school board's website to find out about their ventilation measures. 3 . For trust-level governance records, ie records representing the trust as a business, these should be retained by the LA where the trust's head office is based. There is no one correct answer to this question how long academic institutions retain student records depend on a variety of factors, including regulatory requirements, state laws and each school's individual needs. The law requires schools to keep all student records for 5 years. We use some essential cookies to make this website work. To help us improve GOV.UK, wed like to know more about your visit today. How long do schools need to keep safeguarding records? How accomplish school boards security records? See updates. For example, you could replace the: For some records, you may only need to keep summary statistics. Other parents may be able to see the childs record of any criminal activity that the child has engaged in. The primary school sends photocopies of the records, and keeps the originals until the person's 26th birthday (see below), The primary schools sends the originals to the secondary school, but keeps copies untilthe person's 26th birthday (see below). Updated document 'Keeping children safe in education: for school and college staff (part 1)'. Shred the records as soon as youve documented them as having been destroyed. your name, date of birth, also your contact details, school history (junior school, dates at secondary school), and examination results. Introduction This guidance relates to the retention of records by academies and academy trusts. Mental Health. The cookie is set by GDPR cookie consent to record the user consent for the cookies in the category "Functional". third, make sure that you keep your records for a long time. DfE/ESFA is entitled to request and receive financial information to enable the final accounting of how the trust spent the public money it received. Sydenham Road To view this licence, visit nationalarchives.gov.uk/doc/open-government-licence/version/3 or write to the Information Policy Team, The National Archives, Kew, London TW9 4DU, or email: psi@nationalarchives.gov.uk. It should set out: A good data retention policy includes how long youll keep data items within the different areas of administration of school life. If you identify any information you no longer need, you should dispose of it safely. Safeguarding data wont all be in your Single Central Register. 7.2 What should I do if I am not sure whether I need to retain a file? How long do schools keep safeguarding records? The simple answer is 'no'. Wed like to set additional cookies to understand how you use GOV.UK, remember your settings and improve government services. 1.2 What happens if we do not keep effective records? News stories, speeches, letters and notices, Reports, analysis and official statistics, Data, Freedom of Information releases and corporate reports. You have accepted additional cookies. When records have reached their retention period, data must be disposed of securely and confidentially. Some interpretations of the Data Protection Act say that there should only ever be one safeguarding and child protection file, as only the school where the child is placed should have access to it. This guidance will be helpful to anyone who has to keep child protection records. With your consent, we'll use cookies on our website for the personalisation of ads and to give you the most relevant experience by remembering your preferences for repeat visits. . Records must be stored in the workplace in a way that does not cause a health and safety hazard. Dont worry we wont send you spam or share your email address with anyone. Get in touch with our legal experts for advice. Success In Schools Ltd Dont include personal or financial information like your National Insurance number or credit card details. This guidance applies to all schools and colleges and is for: It sets out the legal duties you must follow to safeguard and promote the welfare of children and young people under the age of 18 in schools and colleges. The cookies is used to store the user consent for the cookies in the category "Necessary". For further advice on the above topics, please contact us. The statutory guidance Keeping children safe in education (KCSIE) 2021 includes new guidance for schools and colleges in England on dealing with low-level concerns about the behaviour of teachers, other staff, volunteers and contractors (Department for Education (DfE), 2021). Updated 'Keeping children safe in education'. GUIDANCE GUIDANCE Record Keeping & Management of Child Protection Information - including guidance on consent Issued September 2011 Good, up to date record keeping of concerns and action taken is essential for two main reasons: It helps schools identify causes for concern at an early stage. If a trust or academy is in doubt about the most suitable archive for its records, they can consult TNA (asd@nationalarchives.gov.uk or contact ESFA enquiries. Part 1 of the guidance is also available as a standalone document. 2023, Data protection and information management, Pupil records: transferring to other schools or education providers, Parents' right to access their child's educational record, Artificial intelligence (AI): Dos and don'ts for data protection, 'Cheat sheet' for data protection officers, Data protection impact assessments: role of the DPO, Don't transfer the file before a pupil leaves, Receiving school: what to do if records haven't been transferred, Make sure the pupil's child protection file is transferred to their new school or college as soon as possible (within 5 days for an in-year transfer or within first 5 days of the start of a new term), Transferit separately from the main pupil file (e.g. Some special education records must be kept for at least three years after the student leaves the district. Buckinghamshire Council has been advised that it is. How long you keep different types of data will depend on whether youre keeping it for operational needs or to comply with legal requirements. How to access information transferred to local authority, What to do if you think personal data has not been processed correctly, Find out about the Energy Bills Support Scheme, Record keeping and retention information for academies, nationalarchives.gov.uk/doc/open-government-licence/version/3, DfE guidance on educational records for England, Special educational needs and disability code of practice, Disclosure of employee information under TUPE, Pupil, staff, building, finance and governance records. It will also allow you to use it for long-term analysis of trends. This includes cleaning high-touch surfaces, like eating areas, washrooms, doorknobs and desks at least once a day. Woking The statutory guidance for schools says that DSLs should ensure that records are transferred 'to the new school or college as soon as possible, ensuring secure transit, and confirmation of receipt should be obtained' (paragraph 79). 1. The September 2020 version of the keeping children safe in education guidance is now in force and replaces previous versions. Data Protection Guide This guide provides you with an overview of everyone's responsibilities under the Data Protection Act if you work in education. Once you have conducted the audit exercise described above, you then need to get busy working out where the gaps are between what you currently have and do and what GDPR/the DPA require.

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