A file on each pupil is kept in the School Office, and some information is stored on the school database. These files are available for consultation by parents (who must give reasonable written notice) and by staff, but should only be removed from the Office by senior staff. Individual are entitled to receive a copy of all information the School holds about them, whether on paper or electronically, although there are certain exemptions and modifications to this general rule.
Some files may have coloured stickers attached. These indicate that the School Nurses are aware of medical or social information, possibly sensitive in nature, which may be of relevance to staff dealings with these pupils. Upon request, the Nurses will pass this information to staff or parents who have a legitimate interest.
Staff are urged to share with the School Nurses any information which may have relevance to the current or future performance and behaviour of any pupil. The yellow personal circumstances form may be used for this purpose.
A record is kept in the Common Room and on the school database giving details of pupils with medical or learning needs. Staff should consult this on a regular basis. Form Tutors should communicate any new information via a yellow personal circumstances form.
It is the parents' responsibility to help the School maintain accurate records. The School reserves the right to require a parent to remove a pupil from the School if they knowingly fail to disclose information about their child's special educational, medical or social needs.
Parents accept a place at the School for their child in the knowledge that data about pupils and their parents will be collected periodically, and stored and processed to allow for the efficient operation of the School. A separate policy gives further details .
Parents accepting a place at the School consent to the School's use of their child's photograph, and other information relating to his or her achievements, for promotional purposes. Where parents wish to withdraw permission for their child's photograph to be used, this should be advised in writing and addressed to the Deputy Headmaster. Such information may be published in school literature, on the school website or through other media.
Updated: June 2010