Data processing and retention information Pupil data Data collected Reason for collection Processing Retention period Storage/Disposal Notes Full names To ascertain who requires teaching To complete admissions register To complete attendance register Entered onto admission and attendance registers. To liaise with schools regarding work to be provided for pupils educated in hospital settings. Shared with attendance officer for monitoring and tracking pupils back to school for safeguarding purposes. Used to enter pupils for external examinations Admissions and attendance records kept for 7 years. Monitoring records kept for 7 years Stored on secure SIMS, CPOMS & on a password protected document on a central server. Any paper monitoring records kept in secure file in filing cabinet. Secure disposal via shredding at the end of the period of retention Registers have a statutory retention period of 7 years. Monitoring is for safeguarding and reporting of pupil numbers. Date of birth Required for completion of attendance and admission registers. Required for external exam entries None after entering onto register 7 years Annually, registers transferred to safe store. Secure disposal via shredding at the end of the period of retention. Statutory requirement
and for examination entries Secure shredding/secure deletion at the end of the retention period. GP details Requested for input onto SIMS and CPOMS for emergency information and consolation. Entered onto enrolment sheet. In hospitals, 6 weeks These are attached to the daily list. On referral forms, deleted after period of support In hospitals, secure shredding after 6 weeks. Other data permanently deleted. Admission date Required for completion of attendance and admission registers To complete monitoring sheets in hospitals. To ascertain charging dates (outreach) Entered onto registers and monitoring sheets. 7 years Registers kept for 7 years. Annually, they are transferred to secure store. Secure shredding/permanently deleted at the end of the retention period. Monitoring records kept anonymously (no pupil identifiers) on a password protected document on a central server. Paper monitoring records shredded regularly. Statutory requirement School year Required for admission register Required to ensure that correct level of Entered onto registers. Entered onto pupil individual records Entered onto liaison records. 7 years Registers kept for 7 years. Annually, they are transferred to secure store. Statutory requirement for registers
work is provided for education. To ensure that pupils are entered for examinations at appropriate times For liaison with schools Monitoring sheets Entered anonymously onto monitoring database Hospital liaison sheets disposed of 6 weekly. Secure shredding/permanent deletion at the end of the retention period. Monitoring records kept anonymously (no pupil identifiers) on a password protected document on a central server. Hospital paper monitoring records shredded 6 weekly. Hospital liaison records kept for the current academic year. Education pupil records Information Reason for information Processing Retention period Storage/disposal Notes Liaison with schools records Details of contacts with pupil’s home school following referral. Tracking of pupil progress - both pastoral and academic. For safeguarding purposes One academic year. For pupils with SEND, DOB + 25 years, in line with SEND and EHCP requirements Stored in secure filing cabinet in secure office Annually transferred to secure store. Securely disposed by shredding at the end of the period of retention SEND records retention have statutory period
Monitoring sheets In order to report on pupil admissions and numbers For safeguarding, ensuring pupils are not missing after discharge and/or reintegration. Recorded on SIMS and /or CPOMS and which is shared with attendance officer. Recorded on an anonymised pupil database electronically Paper records retained in file. Electronic database kept for 7 years in line with attendance registers. Paper records securely shredded. Electronic data permanently deleted at the end of the period of retention. Lesson planning In order to inform the content of lesson delivery Maybe shared with pupil’s home school where appropriate 1 academic year Stored in individual pupil files in filing cabinet, on password protected laptops which has been provided by Shepwell School or on encrypted hard drive or secure shared area. Secure shredding for disposal or permanent deletion at the end of the period of retention. Individual pupil planning files To ensure continuity of education for pupils with chronic conditions who have repeated admissions to the hospital or Shepwell School. Maybe shared with home school if appropriate. Used for reference on a repeat admission 1 year for short term/single stay hospital pupils. Until the end of formal schooling for pupils with chronic health conditions. Stored in individual pupil files in filing cabinet, on password protected laptops which has been provided by Shepwell School or on encrypted hard drive or secure shared area. Secure shredding for disposal or permanent deletion