Data Protection Policy (see also Access to Records 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. This policy was formulated by the staff and Board of Management of Scoil Mhuire Ballyhooly.
Rationale
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Education Act 1998
Education Welfare Act 2000
Data Protection Act 2003
Freedom of Information Act 1997
Aims / Objectives
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parents and pupils over 18 years of age.
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Guidelines
The Principal assumes the function of 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, home telephone and mobile contact details, ethnic origin, nationality, religious belief, medical details, dietary information, PPSN (in case of students with special educational needs). It also includes the names of students’ parents / guardians. This information is included in the School Enrolment Form. These forms are kept in the office.
b. Student Records
Student records maintained under the Data Protection Policy will include :
1. School Reports : 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 reports are computerised and password protected.
2. Psychological Assessments : Reports issued following psychological assessment are securely stored in the office. Reports issued following other assessments such as Occupational Therapy, Speech and Language, Medical, etc. are also stored in the office.
3. Standardised Test Results : Standardises 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 Learning Support / Resource Teacher in charge. The Principal will also retain a copy of class records sheets. Test booklets are stored in the office 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. Quest Screening for reading is administered to 1st Class. Class record sheets are securely stored by the class teacher and Learning Support teacher in charge. The Principal will also retain a copy of the class record sheet.
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 Teacher / Resource 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 Educational 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 on 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. Portfolios of each student work e.g. art, written work. These are retained by the class teacher and returned to each child at the end of the school year.
10. Attendance Records: Roll books are computerised on the Chipmunks database and are password protected. Attendance is recorded each day by the class teacher. Early leavers are recorded in a notebook in each classroom. Attendance records are monitored by the Principal. Attendance records are printed and stored in the Leabhar Tinrimh by the Deputy Principal.
11. Record of child’s breaches of Code of Behaviour : Each class teacher keeps a record of classroom incidents. Incidents of misbehaviour in the school yard are noted by the teacher on yard duty. The Principal maintains a record of incidents brought to her attention.
12. Records of serious injuries / accidents : The Incident Report file is securely stored in the administration office. The teacher in charge records details of accidents and injuries sustained and action taken.
13. Indemnity Form for Administration of Medicine : These forms are retained in the office.
14. Certificates of Exemption from the Study of Irish : Copies of certificates are securely stored by the Principal in the office.
Storage
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Access to Pupil Records
The following will have access where relevant and appropriate to the data listed above where pupils and identified by name :
* Parents / Guardians
* Past pupils over 18
* Health Service Executive Staff (HSE)
* National Educational Psychological Service (NEPS)
* The National Council for Special Education (NCSE)
* National Education Welfare Board (NEWB)
* Occupational Therapists or Speech Therapists working with pupils
* Designed School Personnel
* Department of Education and Science (where necessary)
* First and Second Level schools (where relevant)
* Presentation Primary School Board of Management
Transfer of Student Records :
With the exception of child protection – related data which is governed by “Children’s First Guidelines and Procedures 2011” data on attendance (governed by NEWB) 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. 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 School Assessment and Record 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 class.
c. Staff Data
Staff records include name, contact details, payroll number, PPSN, qualification, contracts, references, curriculum vitae, job applications, attendance records, Garda Clearance, Medical Fitness to teach, details of approved absences (career break, parental leave, etc). Manual records are kept in individual teachers files in the office. Computer records are kept on the Online Claims System (password protected). Access is restricted to the Principal and Secretary. Record are destroyed by way of shredding when no longer required.
d. Board of Management
Board of Management records include name, address and contact details of each member of the board of management, records in relation to the appointments to the board, minutes of board of management meetings and correspondence to the board which may include references to particular individuals. Records are kept in the office.
Success Criteria
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Roles and Responsibilities
The school staff, under the direction of the Principal will implement and monitor this policy. Individual teachers will design and administer and record in-
Implementation Data
This policy is effective from 5th January 2015. All records from that date will continue to be maintained.
Review / Ratification / Communication
This policy was ratified by the Board of Management on ____________________________. This policy will be published on the school website @ www.scoilmhuireballyhooly.scoilnet.ie.