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Pupil Reports and
Records
Introduction
Since 1 March 2000 there have been new requirements for the keeping, disclosure
and (since 1 May 2000) transfer of a pupil's educational record. These
take account of the Data Protection Act 1998 and strengthen the arrangements
for the transfer of information when a pupil changes school.
The changes were:
- copies of pupil
reports form part of the pupil's education record;
- all pupils are
entitled to have their records disclosed to them on written request
unless exceptional circumstances apply;
- pupil records
must be transferred automatically when a pupil changes school;
- schools have had to
from 1 May 2000 use the common transfer form, or electronic equivalent,
to transfer information when a pupil changes school;
- as a consequence
of the introduction of the common transfer form, the headteacher's
report to a receiving school has no longer been required.
Disclosure of
educational records
Both manual and computerised personal information held by schools are
subject to the Data Protection Act 1998. Before the Act came into force,
parents had the general right to see their child's educational record
so long as the child was aged under 18; and pupils themselves had a right
to see manual records so long as they were aged 16 or over.
Under the Act and
Regulations made under it:
- the right of parents
to see their children's record remains essentially the same; but
- the right of the
pupil to see the record is different. It is no longer related to the
age of the child, instead children who submit written requests to see
their records should be allowed to do so unless it is obvious that they
do not understand what they are asking for;
- schools should
not disclose anything on pupils' records which would be likely
to cause serious harm to pupils' physical or mental health, including material concerning actual or suspected child abuse.
Transfer of educational
records
When pupils transfer from one school to another, headteachers must send
to the new school all educational records relating to the pupil, including
copies of their pupil reports.
In April 2002, all
schools were sent guidance saying that, from June, they should send all
data currently on the common transfer form to the receiving school by
electronic means, as long as both schools had the technological capability
to do so. This means that the common transfer form need no longer be completed.
Schools without the capability to transfer data electronically should
use alternative means. The information must be sent within 15 days of
the pupil ceasing to be registered at the old school.
However, if a pupil
transfers to an institution of further or higher education, or any other
place of education or training other than a school, the data need not
be sent, and the record should only be transferred if it is requested
in writing.
Further information
For pupil reports
refer to:
DfES/0268/2002
The Common Transfer File
Assessment and Reporting Arrangements 2002 (QCA/DfES)
booklets for:
Key Stage 1
Key Stage 2
Key Stage 3
For pupil records
refer to:
Education
(Pupil Information) (England) Regulations 2000; and
Education
(Pupil Information) (England) (Amendment) Regulations 2001
Circular
17/99: Reports on Pupils Achievements at Key Stage 4 and beyond
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