1.3 Admissions Process file description DP Issues Statutory Provisions Retention Period [Operational] Action at the end of the administrative life of the record 1.3.1 All records relating to the creation and implementation of the School Admissions’ Policy No School Admissions Code Statutory guidance for admission authorities, governing bodies, local authorities, schools adjudicators and admission appeals panels December 2014 Life of the policy + 3 years then review PERMANENT DELETION/SECURE DISPOSAL 1.3.2 Admissions – if the admission is successful Yes School Admissions Code Statutory guidance for admission authorities, governing bodies, local authorities, schools adjudicators and admission appeals panels December 2014 Date of admission + 1 year PERMANENT DELETION/SECURE DISPOSAL 1.3.3 Admissions – if the appeal is unsuccessful Yes School Admissions Code Statutory guidance for admission authorities, governing bodies, local authorities, schools adjudicators and admission appeals panels December 2014 Resolution of case + 1 year PERMANENT DELETION/SECURE DISPOSAL 1.3.4 Register of Admissions Yes School attendance: Departmental advice for maintained schools, academies, independent schools and local authorities October 2014 Every entry in the admission register must be preserved for a period of three years after the date on which the entry was made.3 REVIEW Schools may wish to consider keeping the admission register permanently as schools receive enquiries from past pupils to confirm the dates they attended the school. 1.3.5 Admissions Yes Current year + 1 year PERMANENT DELETION/SECURE DISPOSAL 1.3.6 Proofs of address supplied by parents as part of the admissions process Yes School Admissions Code Statutory guidance for admission authorities, governing bodies, local authorities, schools adjudicators and admission appeals panels December 2014 Current year + 1 year PERMANENT DELETION/SECURE DISPOSAL School attendance: Departmental advice for maintained schools, academies, independent schools and authorities October 2014 p6
5.2 Attendance Basic file description DP Issues Statutory Provisions Retention Period [Operational] Action at the end of the administrative life of the record 5.2.1 Attendance Registers Yes School attendance: Departmental advice for maintained schools, academies, independent schools and local authorities October 2014 Every entry in the attendance register must be preserved for a period of three years after the date on which the entry was made. PERMANENT DELETION/SECURE DISPOSAL 5.2.2 Correspondence relating to authorised absence Education Act 1996 Section 7 Current academic year + 2 years PERMANENT DELETION/SECURE DISPOSAL 5.3 Special Educational Basic file description DP Issues Statutory Provisions Retention Period [Operational] Action at the end of the administrative life of the record 5.3.1 Special Educational Needs files, reviews and Individual Education Plans Yes Limitation Act 1980 (Section 2) Date of Birth of the pupil + 25 years REVIEW NOTE: This retention period is the minimum retention period that any file should be kept. Some authorities choose to keep SEN files for a longer period of time to defend themselves in a “failure to provide a sufficient education” case. There is an element of business risk analysis involved in any decision to keep the records longer than the minimum retention period and this should be documented. 5.3.2 Statement maintained under section 234 of the Education Act 1990 and any amendments made to the statement Yes Education Act 1996 Special Educational Needs and Disability Act 2001 Section 1 Date of birth of the pupil + 25 years [This would normally be retained on the pupil file] PERMANENT DELETION/SECURE DISPOSAL unless the document is subject to a hold 5.3.3 Advice and information provided to parents regarding educational Yes Special Educational and Disability Act 2001 Section 2 Date of birth of the pupil + 25 years [This would normally be retained on the pupil file] PERMANENT DELETION/SECURE DISPOSAL unless the document is subject to a hold 5.3.4 Accessibility Strategy Yes Special Educational and Disability Act 2001 Section 14 Date of birth of the pupil + 25 years [This would normally be retained on the pupil file] PERMANENT DELETION/SECURE DISPOSAL unless the document is subject to a legal hold