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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