Gardenfield N.S.

Data Protection and Record-keeping Policy

Introduction:

This policy was formulated by Staff and Board of Management of Gardenfield N.S.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 stake holders.

Rationale:

A policy on data protection and record keeping is necessary to ensure that the school has proper procedures in place in relation to accountability and transparency
It is good practice to record pupil progress so as to identify learning needs
A policy must be put in place to ensure a school complies with legislation such as;

- Education Act, Section 9g requiring a school to provide access to records to students over 18/parents
- Education Welfare Act – requiring a school to report school attendance and transfer of pupils.

Relationship to School Ethos:

Gardenfield N.S. promotes openness and co-operation between staff, parents and pupils as a means towards providing the caring environment through which a child can develop and grow to his full potential.

Aims/Objectives:

To ensure the school complies with legislative requirements
To clarify the types of records maintained and the procedures relating to making them available to the relevant bodies
To put in place a proper recording and reporting framework on the educational progress of pupils
To establish clear guidelines on making these records available to parents and past pupils who are over 18
To stipulate the length of time records and reports will be retained.

Guidelines:

The Principal assumes the function of data 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.

1. Personal Data:

This data relates to personal details of the students such as name, address, date of birth, gender, ethnic origin, nationality, religious belief, medical details, dietary information, PPSN, contact details and parents names. These are kept in the office in a locked filing cabinet.

2. Student Records:

Student records are held in the office.

Student records may contain:

Personal details of the student
Medical sensitive data
School report cards
Psychological/Clinical/Occupational Therapy/Speech and Language Assessments
Standardised Test Results
Attendance Records
Screening Test such as MIST and NRIT
Data Protection
Teacher – designed tests. Each class teacher designs his/her own test template
Diagnostic Tests Reports
Individual Education Plans
Learning Support/Resource Data such as records of permission/refusal to access LS/RT services in the school,
Portfolios of student work e.g. Art
Details of behavioural incidents or accidents.

3. Staff Data

This data relates to personal and professional details of the Staff such as name, address, date of birth, contact details, payroll number, attendance records, qualifications, school records, sick leave, CPD, curriculum vitae, school returns, classes taught and seniority.

4. Administrative Data:

Attendance Reports, Roll Book, Registers
Accident Report Book
Administration of Medicines Indemnity Form
Policies
HSE files
Board of Management files
Accounts

Access to Records:

The following will have access where relevant and appropriate to the data listed above;

Parents/guardians – see Appendix 1 from CPMSA outlining details of access
Past pupils over 18
Health Service Executive
Designated school personnel
Department of Education & Skills
First and second-level schools (where relevant).

A parental authorisation form must be completed by parents in the event of data being transferred to outside agencies such as health professionals etc. Outside agencies requesting access to records must do so in writing. Parents/Guardians can make such a request in writing. The right to erasure or rectification is available to change any mistakes or inaccuracies by proper authorisation through the same procedures.

The Annual School Report format and its communication to parents are outlined clearly in our schools Report Form Guidelines Policy. A standardised school report form is used which is issued in May/June.

Storage:

All records are stored in the school for a minimum of 7 years until the past pupil reaches the age of 21. These records are stored in the office in a locked filing cabinet.

A selection of records are held by each teacher in his/her individual classroom and information is passed on to the next teacher as the child moves classes.

All completed school roll books are stored in a similar location in addition to samples of children’s work and pupil profiles.

Access to these stored files is restricted to authorised personnel only and information should be treated in a private and confidential manner.

Computerised records, systems are password protected. Records are backed up to external hardrive regularly.

Success Criteria:

Compliance with Data Protection Act and Statute of Limitations Act
Easy access to records
Framework in place for ease of compilation and reporting
Manageable storage of records.

Roles and Responsibilities:

The school staff, under the direction of the Principal will implement and monitor this policy. Individual teachers will design, administer and record all in-class testing. The Principal will ensure records are maintained and stored, particularly the records of students transferring to another school.

Implementation Data:

This new policy is effective from __________.

All records held from before that date will continue to be maintained in the school.

Review/Ratification/Communication:

The policy will be available on request from the school.

It will be reviewed and amended if necessary.

References:

Solas (CPSMA) May-June 2001
Education Act 1998
Education Welfare Act 2000
Date Protection Act 2003
Freedom of Information Act

ASSESSMENT AND REPORTING POLICY

Introductory Statement and Rationale

This policy was formulated by the staff of Scoil Cheathrú na nGarrdhanta on our Croke Park hours on 9/01/14 The policy is based on advice and information provided in the Primary Curriculum, the NCCA Website, the NCCA booklet Assessment in the Primary School Curriculum – Guidelines for Schools and Circular 0138/2006.

Relationship to characteristic spirit of the school

Assessment activities used in this school will contribute to pupil learning and development by gathering relevant information to guide each pupil’s further learning (assessment for learning) and by providing information on each pupils achievement at a particular point in time (assessment of learning).

Aims of our Assessment Policy

§ To benefit pupil learning

§ To monitor learning processes

§ To generate baseline data that can be used to monitor achievement over time

§ To involve parents and pupils in identifying and managing learning strengths or difficulties

§ To assist teachers’ long and short term planning

§ To coordinate assessment procedures on a whole school basis.

Purposes of assessment:

· To inform planning for all areas of the curriculum

· To gather and interpret data at class/whole school level and in relation to national norms

· To identify the particular learning needs of pupils/groups of pupils including the exceptionally able

· To enable teachers to modify their programmes and their teaching methodologies in order to ensure that the particular learning needs of individual pupils/groups are being addressed

· To compile records of individual pupils’ progress and attainment

· To facilitate communication between parents and teachers about pupils’ development, progress and learning needs

· To facilitate the active involvement of pupils in the assessment of their own work

Definition of Assessment

In line with the NCCA, our staff believe that assessment is integral to teaching and learning and is concerned with children’s progress and achievement. It involves gathering information to understand how each child is progressing at school and using that information to further a child’s learning. We concur with their definition of classroom assessment as “the process of gathering, recording, interpreting, using and reporting information about a child’s progress and achievement in developing knowledge, concepts, skills and attitudes.” Assessment, therefore, involves much more than testing. It is an ongoing process that concerns the daily interactions between the teacher and the child that include moment-by-moment conversations, observations and actions. (NCCA, Assessment in the Primary School Curriculum – Guidelines for Schools. November 2007, p.7).

It is the policy of this school to assess pupils’ progress in curricular areas on a continuous basis. Continuous Assessment and may include the following

· Teacher observation

· Teacher designed tasks and tests

· Pupil projects and portfolios

· Self-Assessment by pupils

· Pupil Profiles

· Samples of pupils work

· Record Keeping

· Annual NCCA Report Cards

This continuous assessment will form the basis of Parent / Teacher consultations.

Standardised Tests will be administered on a regular basis and discussed with parents at parent teacher meetings. At present these are the Drumcondra and/or Micra-T / Sigma-T Tests, B.I.A.P.and M.I.S.T.

The results of these tests may also be used in the allocation of pupils to classes as per school policy.

It is the policy of the school to issue written reports to parents once per academic year. The results of pupil assessments will form the basis of these reports. Written reports should be

· Clear, concise and factual

· Presented to the Principal and a copy of the report file

· Signed and dated

Assessment of Pupils for Supplementary Teaching

Tests are organised by the Learning Support Teacher in conjunction with the class teachers as per Learning Support Policy.Tests used:

· Standardised Tests

· Diagnostic Tests

· Ability Tests (Verbal and Non-Verbal)

Screening Tests and Standardised Tests are administered on a class basis. Pupils who score at or below the 10^th percentile or pupils about whom teachers have concerns are referred to the Learning Support Teacher for assessment using diagnostic/ability tests.

Screening tests are given to all pupils during the Infant cycle or 1^st Class.

Reporting to Outside Agencies on Individual Pupils

All requests should be notified to the Principal. When the report is complete, it should be sent to the Principal for forwarding to the Outside Agency. The Staff member should keep a copy of the report and a copy should be kept in the school records. A copy of the request should also be kept on file and the reason why the report was sought. The Principal will have the discretion to bring any sensitive reports or requests to the Board of management for their attention, advice or direction.

Gardenfield National School – Ceathrú Na nGarrdhanta

Enrolment/Admissions Policy

General Information

General Introduction

This enrolment policy is being set out in accordance with the provisions of the Education Act (1998). The Board of Management trusts that by doing so parents will be assisted in relation to enrolment matters. Gardenfield N.S. is a Roman Catholic School under the patronage of the Archbishop of Tuam, Archbishop Michael Neary. At present there are six mainstream classroom teachers and one learning support/resource teacher based in the school. The school is a co-educational school catering for pupils from junior infants to sixth class. The chairperson of the Board of Management, Mr. Tony Hester, Gardenfield, Tuam, and the principal teacher Áine Bn. Uí Bhré, Gardenfield, Tuam, will be happy to clarify any further matters arising from the policy.

The school depends on the grants and teacher resources provided by The Department of Education and Science and it operates within the regulations laid down, from time to time, by the department. School policy has regard to the resources and funding available.

The school follows the curricular programmes prescribed by the Department of Education and Science, which may be amended from time to time, in accordance with Sections 9 and 30 of the Education Act (1998).

Within the context and parameters of Department regulations and programmes, the rights of the patron as set out in the Education Act (1998), the Catholic Ethos of the school, the facilities of the school and the funding and resources available, the school supports the principles of:

Inclusiveness for all children
Equality of access and participation in the school;
Parental choice in relation to enrolment; and
Respect for diversity of values, beliefs, traditions, languages and ways of life in society.

At any time, the current active enrolment policy will be available either on the school website www.gardenfieldns.scoilnet.ie/blog or in the school office (Tuesday-Thursday 11am-4pm), and it is the responsibility of each parent/guardian to view the active enrolment policy from time to time.

The Board of Management reserves the right to cap pupil numbers on Health and Safety grounds.

Enrolment

Application Procedure

Parents/guardians may indicate their interest in enrolling their child in the school from the September onwards of the year prior to their commencement in school by placing their child’s name on the “office list”. This is not a waiting list in any form and it is acknowledged and agreed that it shall not be constructed as such. Placing a child’s name on the “office list” must be done by presenting at the school office and communication by email/phone will not be accepted.
Parents’ seeking to enrol their child(ren) in Gardenfield National School are requested to return a completed

Enrolment Application Form (available in the school) with the original Birth and Baptismal Certificate together with two current utility bills (not more than 2 months old) with your name and address if qualifying under the catchment area to the school by 15^th March each year. Original documents will be photocopied in the school and returned to applicants.

There will be communication of this by way of a notice placed on the school website, school notice board, parish newsletter and in the Tuam Herald.
Please note that completion of an application form or placing your child’s name on a list, however early, does not confer an automatic right to a place in the school. Names may only be placed on the list in the year before the pupil is due to commence.
The Board of Management will meet after this date to assess all applications and, in the event of more applications than available places, apply the enrolment criteria.
Parents will be informed in due course of the decision of the Board.
Parents of children who have been accepted for enrolment must inform the school, in writing, within seven days if they wish to accept the place. Failure to do so will result in the re-allocation of the place.
Parents who are unhappy with an enrolment decision, may appeal to the Board of management. It must be addressed, in writing, to the Chairperson of the Board, stating the grounds for the appeal, and lodged within ten days of receiving the refusal. If unhappy with the result of this appeal, one may then appeal to the Department of Education and Science on the official form provided by the Department. This appeal must be lodged within 42 days of receipt of the refusal from the school.

· Parents of the new junior infants class will be invited to an induction meeting, which is generally held in the school in

May or early June. Here they will be circulated with general information pertaining to the school.

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Gardenfield National School – Ceathrú Na nGarrdhanta

Enrolment/Admissions Policy

Provision of Key Information by Parents

Certain information will be required when children are being enrolled. Parents will be required to provide this information before a child can be enrolled in the school. This information is specified in the schools enrolment form attached. Such information will include for example:

Pupil’s name, age, address, and the original child’s birth and baptismal certificate;
Names and addresses of pupil’s parents/guardians and two utility bills where appropriate;
Contact telephone numbers;
Contact telephone numbers in case of emergency;
Details of any medical conditions which the school should be aware of;
Details of special educational needs including assessments of these needs by psychologists, speech therapists, occupational therapist, medical specialists etc.
Religion;
Previous schools attended, if any, reasons for transfer, student transfer form
Any other relevant information (including any such further information as may be prescribed under the Education Welfare Act (2000).

Decision Making

The Board will have regard for relevant Department of Education and Science guidelines in relation to class size and staffing provisions and/or any other relevant requirements concerning accommodation, including physical space and the health, safety and welfare of the children.

Enrolment Criteria

In the event that applications for enrolment exceed or are expected to exceed the number of places available, the Board will exercise its discretion in the application of the following criteria. It will apply sequentially, in the order 1-4 (i.e. if all places available are not filled by children defined in criteria 1, the children defined in criteria 2 will be next to be considered, etc).

1. Local catchment area (*as per attached map)

2. Brothers and sisters of current pupils

3. Brothers and sisters of children who attended Gardenfield N.S.

4. Children of staff members

5. Eldest

Admission Day/Date

Children will generally commence in the Junior Infants class on the first school day of September.

Enrolment of children with Special Needs

In relation to applications for the enrolment of children with special needs the Board of Management will request a copy of the child’s medical and/or psychological report or where such a report is not available, will request that the child be assessed immediately. The purpose of the assessment report is to assist the school in establishing the educational and training needs of the child relevant to his/her disability or special needs and to profile the support services required.

Following receipt of the report, the Board will assess how the school can meet the needs specified in the report. Where the Board deems that further resources are required, it will, prior to enrolment, request the Department of Education and Science to provide the resources required to meet the needs of the child as outlined in the psychological and/or medical report. These resources may include for example, access to or the provision of any or a combination of the following: visiting teacher service, resource teacher for special needs, special needs assistant, specialised equipment or furniture, transport services or other.

The school will meet with the parents of the child to discuss the child’s needs and the suitability or capability in meeting those needs. Where necessary, a full case conference involving all parties will be held, which may include parents, principal, class teacher, learning support teacher, special class teacher, resource teacher for special needs or psychologist, as appropriate.

Pupils Transferring

We discourage pupils transferring from primary schools within the locality and acceptance will be subject to the enrolment criteria. As good practice pertains, during school terms the school will not accept transfers from other schools unless approved by the B.O.M. so as to minimise disruption in classes.

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Gardenfield National School – Ceathrú Na nGarrdhanta

Enrolment/Admissions Policy

Code of Behaviour/Substance Use

The school’s Code of Behaviour and Substance Use Policies are appended to this policy and will be circulated to parents of all applicants for enrolment to the school. Parents are required to read and explain the these policies to their child(ren) and indicate their willingness to support the school in its implementation. Parents sign that they accept the Code of Behaviour and Substance Use Policies on enrolment and return the acceptance slip to the school.

Catchment Area – Listed and Indicated on the Map

Aghlisk

Airglooney

Ardacong

Ballytrasna

Beaghroe

Carnaun

Castletown

Carrownagarry

Carrowbaun

Curraghaun

Fortyacres

Gardenfield

Garrauns

Glen

Keeloges

Kilcloghans

Lambhill

Lissavalley

Marley

Masmore

Meelick West

Mountpotter

Quaybaun

Slievedarragh

Tullybeg South

Tullybeg North

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