Data Protection Policy

DATA PROTECTION & RECORD KEEPING POLICY

REVIEWED by BOM October 2016

 

Introduction:

This policy was formulated by Staff and Board of Management of St Laurence O’Toole’s 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.

 

Rationale:

Relationship to School Ethos:

St Laurence O’Toole’s 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/her full potential.

 

Aims/Objectives:

 

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.

 

This data relates to personal details of the students such as name, address, date of birth, gender, family status, parents’ place of employment, ethnic origin, nationality, religious belief, medical details, dietary information, PPSN, home telephone and mobile contact detail.  It also includes the names of students’ parents/guardians. This information is included in the School Enrolment Form. These forms are kept in the Secretary’ Office. Information such as name, address, contact numbers and registration numbers of pupils are stored in both hard and soft copy format. (Aladdin Software Administration System – password protected)

 

Student records outlined below are held securely as follows:

 

 

Please note: Filing Cabinets in Principal’s Office, Learning Support/Resource Team main office, Secretary’s office are locked and theses rooms are all alarmed.

Deputy Principal’s filing system is in the strong room which is locked and alarmed.

Aladdin System is monitored by the Principal who has access to all records.

Access by teaching staff is to own class records only.

 

 

 

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, classes taught. (Secretaries Office, POD & Aladdin).

Job Applications/Interview details, Appointment Contracts/Pension Details, PPSN/Teaching Council Registration, Garda Clearance/Statutory Declaration & Medical Fitness to Teach. (Principal’s Office)

 

 

The following will have access where relevant and appropriate  to the data listed above where pupils are identified by name:

 

With exception of child protection-related data which is governed by “Children’s First Guidelines and Procedures 2011”, data on attendance, (governed by N.E.W.B. under the auspices of TUSLA) and data regarding achievements in literacy and numeracy, (governed by National Strategy for literacy and numeracy), parental authorisation must be provided by parents in the event of data being transferred to outside agencies. Outside agencies requesting access to records must do so in writing. Parents/Guardians of current pupils can make such a request in writing. Past pupils and parents of past pupils seeking data must do so in writing.

 

The Annual School Report format and its communication to parents are outlined clearly in our schools Assessment and Records Policy. A standardised school report form is used, which is issued by post in June to all parents along with results of standardised testing of pupils from 1st to 6th classes.

 

All records are stored in the school for a minimum of 7 years until the past pupil reaches the age of 21. In the case of children with Special Educational Needs, records are stored until they reach the age of 24.

 

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.

 

 

 

 

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.

 

This new policy is effective from ____________________.

 

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

 

 

This policy was ratified on  _____________________.

The policy will be available on the school BLOG and through the office.

It will be reviewed every ____  years and amended if necessary.