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Access to School Records

Under the Education (Pupil Information) (England) Regulations 2000 parents are entitled to have their child's educational records disclosed to them, free of charge, within 15 school days of making a written request.

The Data Protection Act 1998 came into force on 1 March 2000. It gives all individuals who are the subject of personal data ("data subjects") a general right of access to the personal data which relates to them. These rights are known as "subject access rights". Requests for access to records and for other information about those records are known as "subject access requests." Personal data may take the form of computerised or, in some cases, paper records.

The Data Protection Act gives all school students, regardless of age, the right of access to their school pupil records. Requests to see or receive copies of records should be made in writing to head teachers.

Below is a sample letter that can be used to send to the Local Education Authority or the School itself if you want to apply for access to or copies of your child's school records.

Normally you would send first to the school and if you do that make sure that you also send a copy to the Local Education Authority as well so that if you get no reply or anything from the school you can send direct to the LEA and refer to that previous letter that was copied to them.

YOUR ADDRESS

DATE

Dear Sir,

Childs Name Under the Data Protection Act 1998 which came into force on 1 March 2000. It gives all individuals who are the subject of personal data ("data subjects") a general right of access to the personal data which relates to them. These rights are known as "subject access rights". Requests for access to records and for other information about those records are known as "subject access requests." Personal data may take the form of computerised or, in some cases, paper records.

The Act also sets out specific rights for school students in relation to educational records held within the state education system whether these are held in computerised or paper form. Educational records are the official records for which head teachers are responsible. The rights of students lie alongside the rights of parents to obtain copies of the educational records relating to their children. These are set out in separate education regulations The Education (Pupil Information) (England) Regulations 2000.

I am therefore writing to request copies of the full school records for my child CHILDS NAME. The records should include records for all schools CHILDS NAME attended: LIST SCHOOLS AND DATES THERE IF POSSIBLE Yours sincerely YOU SIGN c.c. Local Education Authority

adders.org 2005

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