education and learning

Information type Keep for Keep from Legislation or business reason
School admission appeals and independent review panels (exclusions) Five years Date of receipt

School Admissions Code 2014,

School Admission Appeals Code 2012,

School Standards and Framework Act 1998,

 

School communications request 2 years From the date of a request

Business reason

Adult learning – quality assurance Current year plus 6 years Creation

Local decision

Adult learning – course management Until 31st December 2030 Creation

Education Skills Funding Agency requirement

Adult learning – learner information Until 31st December 2030 Creation

Education Skills Funding Agency requirement

Early years funding Current year plus one Creation

Financial audit

Teachers – continuous professional development Current only Creation

Business need – County Council – teacher specific so personal access only

Teacher assessment – newly qualified (NQT) Ten years Creation

Business need – County Council

Special educational needs (SEN) Until pupil aged twenty five Creation

Arrangements for Placement of Children Regulations 1991

School visits- individual pupils Until pupil aged twenty five Creation

Business need – County Council

School visits – whole school Six years Date of first visit

Business need – County Council and Babcock

School governor appointments – maintained only Four years - term of office Creation

National best practice

Musical instrument hire – includes inventory Current only Creation

Business need – Babcock (LDP)

Education psychology counselling – post incident 25 years Creation

Arrangements for Placement of Children (General) Regulations 1991

School transport applications – secondaries Duration at school Creation

Service decision

School transport refusals – secondaries Two years Creation

Service decision

School transport payments Two years Creation

Service decision

School transport benefit evidence Two years Creation

Service decision

School transport appeals Two years Creation

Service decision

School transport – correspondence with schools Review annually Creation

Service decision

School transport applications – primaries Duration at primary school Creation

Service decision

School transport refusals – primaries Two years Creation

Service decision

School transport applications – post 16 Two years Creation

Service decision

School transport refusals – post 16 Two years Creation

Service decision

School transport applications – personalised learning Duration at establishment Creation

Service decision

Schools closure disposals – health and safety Permanent Creation

The Control of Substances Hazardous to Health Regulations 2002

Schools closure disposals Duration of handover process Creation

Business need

Schools – maintained – asset management Regular and constant updating Creation

Health and Safety,  Building Regulations Disability Discrimination Act compliance

Construction Design and Management Regulations 2015

Schools retention schedule Varied - see link to records management toolkit for schools Varied - see link to records management toolkit for schools

Information management toolkit for schools

Library member loans Current Creation

Business need

Youth service – sessional registration form 4 years Creation

Local decision

Youth service – sessional evaluation forms 4 year Creation

Local decision

Youth service – sessional attendance of young people 4 years Creation

Local decision

Workforce census data (since 2010) Current year plus 6 years Creation

Local decision

Education consultant – approved register Current only Creation

Local decision

Teaching contracts – international professional development Current year plus 6 years Creation

Local decision

Teacher training – newly qualified staff Ten years Creation

Local decision

Teachers – advanced skills Current only Creation

Local decision

Education professionals continuous professional development Current only Creation

Local decision

Teacher and other education professionals continuous professional development – contact details Current only Creation

Local decision

Supply teacher register Current only Creation

Local decision

Student finance Current year plus six Creation

Limitation Act 1980

School workforce census Current - succeeded every two years Creation

Department of Education returns

Secondary school evaluations – all types Permanent Creation

Best practice

Secondary school inspections – all types Permanent Creation

Best practice

School trips – parental permission slips where there has been a major incident 25 years Date of birth of the child involved - keep all slips to show rules applied consistently

Limitation Act 1980

School support staff qualifications Current year plus five Creation

To be confirmed

School support staff – national vocational qualifications Current year plus five Creation

To be confirmed

School support staff – higher level teaching assistants Current year plus five Creation

To be confirmed

School status changes 20 years Creation

Limitation Act 1980

School rolls Permanent Creation

Department for Education returns

School trust deeds To be confirmed Creation

To be confirmed

School planning public notices To be confirmed Creation

To be confirmed

School planning – consultation responses To be confirmed Creation

To be confirmed

School planning – new communities Permanent Creation

Service decision

School moderation records – four year cycle 4 years Creation

Local decision

School meals – summary sheets Current year plus three End of academic year

Best practice

School meals – lunch register Current year plus 3 End of academic year

Local decision

School library visit notes To be confirmed Creation

Local decision

School library profiles Five years plus local variations Creation

Service decision

School library mobile schedules Current Creation

Local decision

Governance of maintained schools – instruments of government Permanent Creation

National best practice

Governance of maintained schools – governor training Permanent Creation

National best practice

Governance of maintained schools – governors and governors’ clerks Permanent Creation

National best practice

School construction – private finance initiative Six years End of contract

To be confirmed

School census data Current year plus 6 years Creation

Local decision

Examination results – standard assessment tests (SATS) Current year plus 6 years Creation

Limitation Act 1980

Pupil profiles – individual results Permanent Creation

Local decision (DoE advice based upon current court proceedings)

Pupil numbers – post 1983 Permanent Creation

Local decision

Pupil forecast module Rolling termly update Creation

Local decision

Primary forecast Current year plus six Creation

Limitation Act 1980

Pre-school data Current and succeeded every three years Creation

Best practice

Outdoor learning accidents forms – children Until child reaches 25 years Creation

Limitation Act 1980

Outdoor learning accident forms – adults Current year plus 6 years Creation

Limitation Act 1980

Outdoor learning booking Current year plus 6 years Creation

Limitation Act 1980

National curriculum compliance Until succeeded Creation

Local decision

Elective home education 25 years Date of birth

Education Act 2002 Section 175

Educational psychology assessments 35 years Date of birth

Arrangements for Placement of Children (General) Regulations 1991

Education welfare cases – end year 11 then archived 25 years Date of birth

Limitation Act 1980

Child cycle training course – with major incident Until child/children reach 25 years of age From date of birth

Best practice

Child cycle training course – no major incident 12 months End of course

Local decision

Child chaperon Three years Creation

The Children (Protection at Work) Regulations 1998

Child performance-license applications Six months Date of last performance

Children and Young Persons Act 1963

Child employment – exemption licenses (Body of Persons Approval) Six months Date of last performance

Children and Young Persons Act 1963

Child employment – permit applications Until school leaving date Receipt

Children and Young Persons Act 1963

Alternative provision census (children not in school but who are the responsibility of DCC) Current year plus 6 years Creation

Local decision

School admissions reports – internal and external bodies Two years Creation

Skills funding agency requirement

School admissions – academies and church schools Seven years Creation

School Admissions Code

School admissions – maintained schools annual consultation Seven years Creation

School Admissions Code

Academy schools – LDP contracts One year cycle Creation

Local decision