20160809 General Disposal Schedule No. 22 Final [email protected] GPO Box 464 ADELAIDE SA 5001 Tel (08) 8204 8791 Fax (08) 8204 8777 DX:336 General Disposal Schedule

GPO Box 464 ADELAIDE SA 5001 Tel (08) 8204 8791 Fax (08) 8204 8777 DX:336 [email protected] www.archives.sa.gov.au

General Disposal Schedule No. 22

For Public Primary and Secondary Schools

Effective 21 June 2016 to 30 June 2020 Version 4

mailto:[email protected]

http://www.archives.sa.gov.au/

General Disposal Schedule No. 22 For Public Primary & Secondary Schools – 2016

Table of Contents

Approval for Commencement of this Schedule .......................4

Preface .........................................................................................5

Acknowledgments .......................................................................5

Introduction .................................................................................6

Scope ...................................................................................................... 6

Objectives ................................................................................................ 6

Implementation ........................................................................................ 6

Retention of Records Older than 50 Years ............................................... 7

Retention of Records Required for Legal Proceedings Relating to Alleged Abuse of Former Children Whilst in State Care ................................................... 7

Retention of Records of Relevance to the Royal Commission into Institutional Responses to Child Sexual Abuse ........................................................... 8

Updates/ Amendments............................................................................. 9

Previous Records Disposal Schedules Revoked ...................................... 9

Consultation ........................................................................................... 10

Disposal of Records by Schools that are Closing ................................... 10

Adequate Records Management ............................................................ 11

Recommendation 21 of Bringing Them Home: Report of the National Inquiry into the Separation of Aboriginal and Torres Strait Islander Children from Their Families ................................................................................................. 11

Record Formats ..................................................................................... 11

Custody & Transfer of Records .............................................................. 12 Permanent Records ........................................................................... 12 Temporary Records ........................................................................... 12

Access Rights and Responsibilities ........................................................ 13 Access to Records in the Custody of a School .................................. 13 Access to Records in the Custody of State Records .......................... 13

Retention Periods & Re-activation ......................................................... 13

Destruction of Records........................................................................... 14

Normal Administrative Practice .............................................................. 15

Legal Deposit ......................................................................................... 15

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Effective: 21 June 2016 to 30 June 2020 Version 4


Records and Litigation ........................................................................... 15

Storage .................................................................................................. 15

Training .................................................................................................. 16

Layout ........................................................................................ 18

Function ................................................................................................. 18

Item No .................................................................................................. 18

Activity ................................................................................................... 19

Description ............................................................................................. 19

Record Examples ................................................................................... 19

Disposal Action ...................................................................................... 19

List of Acronyms ...................................................................... 20

List of Functions & Activities .................................................. 21

Schedule 23

© 2016 Government of South Australia

General Disposal Schedule No. 22 may be copied for use by South Australian Government agencies and for reasonable study or research purposes. No part of this Schedule may be reproduced or distributed for profit or gain or for any other purpose without the permission of the Manager [Director] of State Records of South Australia.

Terms and Scope Notes taken from Keyword AAA: A Thesaurus of General Terms, revised edition 1998, are reproduced under a license agreement between State Records of South Australia and the State Records Authority of New South Wales.

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Approval for Commencement of this Schedule

STATE RECORDS ACT 1997

Government of South Australia

GENERAL DISPOSAL SCHEDULE NO. 22, VERSION 4

for

Public Primary and Secondary Schools

Effective: 21 June 2016 to 30 June 2020

Approved by

Chair, State Records Council Director, State Records

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Preface Schools are complex, innovative and increasingly fluid organisations. They aim to provide comprehensive education services to a community diverse and varied within an environment of political, economic and technological change.

In order to provide a General Disposal Schedule (GDS) that reflects modern schools, a modified functional analysis approach was adopted for the method of developing such a schedule. Such an approach governed the way information was gathered as part of the appraisal process. In addition, the Schedule is structured around a minimum set of functions that reflect education services at all schools, to one extent or another. Functions are then broken down into more specific activities and processes. The types of records created as a consequence and as evidence of such functions, activities and processes are also incorporated.

General Disposal Schedule (GDS) No. 22 is designed to be independent from organisational structures.

It aims to cater for all public primary and secondary schools in the State, both large and small, metropolitan and country, R-12 and Junior Primary, including any Out-of-School-Hours-Care operations, Boarding Schools, Special Education programs and School Councils. While some schools will perform all of the functions addressed by the Schedule, others may be responsible for performing only some of these.

It is anticipated that the Schedule captures the language and terminology familiar to and used by school employees.

In adopting a modified functional approach it is expected that GDS 22 will have longer-term applicability, usability and relevance to the public school sector.

Acknowledgments This General Disposal Schedule was developed and prepared by State Records of South Australia in conjunction with Records Management Services, Technology and Knowledge Management Services, Department for Education and Child Development (DECD).

Public school-related disposal schedules in operation in other Australian states (Tasmania, Victoria and New South Wales) were used as valuable references in the development of GDS 22. The draft Retention Schedule for Independent Schools was also a very useful source for comparison purposes.

Lastly, feedback and comments from the school community in South Australia is also acknowledged with much appreciation.

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Introduction Scope

General Disposal Schedule No. 22 (GDS 22) applies to records commonly created or received by all public primary and secondary schools in South Australia.

For records that are of a general administrative or financial nature, schools should refer to General Disposal Schedule (GDS) No. 30 for State Government Agencies. Cross-references to GDS 30 (as amended), where appropriate, are set out in this schedule.

For records generated by District Offices, Central Office or Pre-Schools, separate records disposal schedules (RDS) have been developed.

GDS 22 does not cover school records already in the custody of State Records as part of Government Record Group (GRG) 18 Education Department. These records have been deemed as permanent in accordance with a disposal determination made for all GRGs by the Manager [Director] of State Records and approved by the State Records Council on 9 November 1999.

GDS 22 is intended to be a comprehensive schedule encompassing all school records that may exist.

Objectives

The aims of GDS 22 are to: accurately reflect the functions, activities and associated records of the South

Australian education sector as it relates to primary and secondary schooling, identify records which are worthy of permanent preservation as part of the

State’s heritage, prevent the premature destruction of records which need to be retained for a

specified period to satisfy legal, financial and other requirements of the State Government, and

authorise the destruction of those records not required permanently.

Implementation

Following endorsement of the Department for Education and Child Development and approval of the State Records Council, GDS 22 is issued under the State Records Act 1997.

The State Records Act 1997 was proclaimed in October 1997 to provide for the preservation and management of official records. GDS 22 is issued as a determination under Section 23 of the Act.

Section 23 of the State Records Act 1997 states that no official record may be disposed of without the approval of the State Records Council. GDS 22 was

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developed by State Records for the Department for Education and Child Development in consultation with representative schools and major stakeholders. Its purpose is to provide primary and secondary schools in South Australia with the means of disposing of their operational records in an orderly and accountable manner.

GDS 22 version 1 was approved by the State Records Council on 13 May 2005. GDS 22 version 2, which superseded version 1, was approved on 10 August 2010. GDS 22 version 3, which superseded version 2, was approved on 12 November 2013. GDS 22 version 4 supersedes version 3 and was approved on 21 June 2016.

This GDS has been issued in electronic form via both State Records website (www.archives.sa.gov.au) and the DECD Records Management Services website (www.decs.sa.gov.au/rmp) to allow ease of use and greater accessibility.

This GDS has been issued in both hard and electronic copy to allow ease of use and greater accessibility. Users, if they so wish, are able to make changes or additions to the ‘Record Examples’ column. Any modification of the minimum retention periods or disposal classes by end users, however, is not permitted. Changes to any of the minimum retention periods or disposal classes can only be made with the approval of the Department for Education and Child Development, State Records and the State Records Council.

Retention of Records Older than 50 Years

GDS 22 does not authorise the destruction of records if 50 years have passed since the end of the calendar year in which the records came into existence. Records more than 50 years old are deemed as permanent unless a specific one-off disposal approval to destroy is sought from the State Records Council by the Team Leader, Records Management Unit, DECD. Any school that still retains records older than 50 years needs to contact the Manager, Records Management Services of DECD on (08) 8226 1226 for further disposal advice.

Retention of Records Required for Legal Proceedings Relating to Alleged Abuse of Former Children Whilst in State Care

The State of South Australia is a party to a number of legal proceedings arising out of alleged abuse of former children whilst they were in State Care. Records held by the Department for Education and Child Development may be required for use in this litigation.

The records of likely relevance to the proceedings are primarily concerning individual students who may be a party to the legal proceedings or relevant to the proceedings. These include records relating to: student assessment and achievement at school attendance

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significant events behaviour and discipline student work experience placement case files of individual students financial assistance to individual students reports of accidents, incidents and injuries reports relating to suspected abuse sustained at home student health and hygiene matters a student’s medical or psychiatric condition home schooling individual student observation student management admission / enrolment photographs of individual students.

The records of a more general nature which may be of relevance include records relating to complaints/allegations of a sexual nature and correspondence and photographs relating to personnel.

Please refer to particular disposal classes within the General Disposal Schedule for details of each record type.

For further clarification/assistance, please contact the Senior Records Management Officer of DECD Records Management Unit on (08) 8226 1228.

Retention of Records of Relevance to the Royal Commission into Institutional Responses to Child Sexual Abuse

On 12 November 2012 the Prime Minister, the Hon Julia Gillard MP, announced the Australian Government’s intention to establish a Royal Commission into Institutional Responses to Child Sexual Abuse in Australia (the Royal Commission). The Governor-General issued the Letters Patent and Terms of Reference establishing the Royal Commission on 11 January 2013.

On 7 March 2013 the Governor of South Australia issued an equivalent and concurrent instrument to establish the Royal Commission in South Australia.

The Royal Commission will inquire into what can be done to: better protect children against child sexual abuse in the future achieve best practice in reporting on and responding to allegations eliminate and reduce impediments to responding appropriately to child sexual

abuse address and alleviate the impact of past and future child sexual abuse. The Royal Commission will also have regard to:

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the experience of people directly or indirectly affected by child sexual abuse the need to focus on systemic issues, the adequacy and appropriateness of

responses any changes to laws, policies, practices and systems that have improved the

ability to better protect against and respond to child sexual abuse.

Under its Terms of Reference, the Royal Commission will focus its inquiries on the response of institutions, including South Australian Government agencies, to child sexual abuse and allegations of abuse that occur in an institutional context.

State Records has issued GDS 32 for Records of Relevance to the Royal Commission into Institutional Responses to Child Sexual Abuse. To ensure temporary value records of relevance are available for legal proceedings, the disposal action for these items has been amended to “Temporary. Retain until 2023, retention subject to a review at that date”. The amendment, in effect, places an immediate destruction freeze on temporary records of relevance.

In the event that the legal proceedings (and any possible appeals) have not been finalised at least two years prior to 2023, consideration will be given to having the review date extended.

For further clarification/assistance, please contact the Senior Records Management Officer of DECD Records Management Unit on (08) 8226 1228.

Updates/ Amendments

GDS 22 version 4 is effective from 21 June 2016 to 30 June 2020 unless reviewed earlier as instructed by DECD or State Records. Amendments approved by the State Records Council may be issued during this period.

Previous Operational Records Disposal Schedules Revoked

GDS 22 supersedes the following Operational Records Disposal Schedules previously created for the Department for Education and Child Development or its predecessor agencies: RDS approved on 24 April 1990 – Education Department – School Records RDS 153 approved on 27 August 1991 – Department of Education, Training and

Employment – EG1 & VG1 - Confidential Information Cards RDS 747 approved on 27 August 1991 – Department of Education, Training and

Employment – School Cards RDS 748 approved 27 August 1991- Department of Education, Training and

Employment – Register of School Cards RDS 749 approved 27 August 1991 – Department of Education, Training and

Employment – School Council Records RDS 750 approved 27 August 1991 – Department of Education, Training and

Employment – Medical and Psychiatric Reports

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RDS 751 approved 27 August 1991 – Department of Education, Training and Employment – Interagency Referral Process Student Records

RDS 763 approved 27 August 1991 – Department of Education, Training and Employment – Accounting Records

RDS 1392 approved 26 April 1994 – Department of Education and Children’s Services – Student Services Files and Roll Books

RDS 1453 approved 25 September 1995 – Department of Education and Children’s Services – Pupil Records

RDS 1460 – Department of Education and Children’s Services – Applications for Student Travelling Allowances

RDS 14/1998 approved 15 September 1998 – Department of Education, Training and Employment – Home Schooling Records.

Schools need to ensure that disposal arrangements put in place in accordance with these now revoked Records Disposal Schedules are reviewed in the light of this new Schedule.

Consultation

In developing GDS 22 comment was sought from the following stakeholders: Records Management Unit, DECD Legislation and Legal Services, DECD Native Title Unit, Crown Solicitor’s Office Civil Litigation Section, Crown Solicitor’s Office State Records of South Australia, Department of the Premier and Cabinet. Comment was also sought from a representative cross-section of DECD primary and secondary schools. Dr Pauline Payne was consulted as an external stakeholder and professional historian interested in the appropriate management and preservation of education and school records. Her comments have been considered in the development of GDS 22.

Disposal of Records by Schools that are Closing When a school closes the ongoing management of its records needs to be considered. Whilst each closure is different the following underlying steps need to be taken: the school should contact Records Management Unit (DECD) on (08) 8226

1226 for further advice and the relevant templates and forms where appropriate the school should process its records according to DECD

policy and procedure, ensuring that where required, records are retained and transferred to appropriate storage facilities

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if this is not practical all the schools records (with the exception of the last years financial records) should be boxed, listed and forwarded to the Senior Records Management Officer, Records Management Unit, Department for Education and Child Development, Basement, Education Building, 31 Flinders Street, Adelaide SA 5000

Records Management Unit (DECD) will then process these records and dispose of them appropriately

the schools financial records for the previous 12 months need to be managed separately. For further advice please contact Financial Services on (08) 8226 1381.

Adequate Records Management

Outcome 6 of Adequate Records Management: Meeting the Standard (State Records, 2002) requires official records to be disposed of in accordance with legislative and business requirements. For schools an important aspect of compliance with the Standard is the application of both GDS 22 and GDS 30 as a routine part of their records management program. Retention periods in both GDS 30 and GDS 22 may be applied to records on creation and registration for later review; alternatively records may be sentenced when they become non-current.

Recommendation 21 of Bringing Them Home: Report of the National Inquiry into the Separation of Aboriginal and Torres Strait Islander Children from Their Families

Recommendation 21 of the Bringing Them Home… report states "that no records relating to indigenous individuals, families or communities or to any children, indigenous or otherwise, removed from their families for any reason, whether held by government or non-government agencies, be destroyed"1.

It is realised that it would not be practicable for every public school to identify and retain all possible school records relating to an indigenous person, family or community. However, education units or schools which specifically direct and provide services to Aboriginal and Torres Strait Islander communities should permanently retain school records of such communities. Such retention is authorised by items 4.3.1, 4.4.1 and 4.9.1 of GDS 22.

Record Formats

GDS 22 applies to records in any format. This includes paper, microform (film or fiche), audiovisual, graphic, photographic and electronic media.

1 Bringing Them Home: Report of the National Inquiry into the Separation of Aboriginal and Torres Strait Islander Children from Their Families. April 1997. p. 655.

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Effective: 21 June 2016 to 30 June 2020

Version 4


Photographs often provide valuable historical evidence that otherwise wouldn’t have been retained. For this reason it is important that schools, where appropriate, capture as much information about the subject of a photograph. For example it is important to record the name and date of a particular person, the details of an event or the date and name of a particular building.

Schools need to ensure that records, irrespective of format, will remain accessible for the duration of the designated retention period. By “accessible” it is meant that the information contained within a record remains readable for the life of the record. In addition, “accessible” also refers to the retrievability and availability of a record. Whether stored on or off-site, a record should be able to be retrieved and made available as soon as practicable (and, in any case, within 30 days).

Custody & Transfer of Records2

Permanent Records

In accordance with section 19 of the State Records Act 1997 permanent records (as defined in this GDS) are required to be transferred to State Records once such records are 15 years old or administrative use has ceased. For instructions on the transfer process schools need to refer to the Records Creation to Archive Flow Chart, downloadable from State Records website (www.archives.sa.gov.au).

Agencies with valid reasons to retain permanent records for longer than 15 years should apply in writing to the Team Leader, Records Management Unit (DECD) requesting either a postponement or an exemption from section 19. The Manager, Records Management Services can then liaise with State Records to seek postponement or exemption.

It should be noted that postponement or exemption are only granted in exceptional circumstances.

Temporary Records

The storage of temporary value records is governed by the Across-Government Management and Storage of Temporary Value Records With an Approved Service Provider (ASP)standard and guidelines available from State Records’ website (www.archives.sa.gov.au).

An approved service provider list (ASPL) has been established for the storage of temporary value records and associated services. Schools should contact the Team Leader, Records Management Unit (DECD) on (08) 8226 1226 regarding particular temporary records storage arrangements in place for DECD agencies, including details concerning the DECD approved service provider.

2 State Records of South Australia. General Disposal Schedule No. 30. op cit.

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Access Rights and Responsibilities

Schools need to ensure that records, irrespective of format, will remain accessible for the duration of the designated retention period. By “accessible” it is meant that the information contained within a record remains readable for the life of the record. In addition, “accessible” also refers to the retrievability and availability of a record. Whether stored on or off-site, a record should be able to be retrieved and made available as soon as practicable (and, in any case, within 30 days).

Access to Records in the Custody of a School

For records in the custody of a school, conditions stipulated in the Freedom of Information Act 1991 and the Information Privacy Principles Instruction need to be adhered to.

Access to Records in the Custody of State Records

Access to records in the custody of State Records is governed by section 26 of the State Records Act 1997 that stipulates:

“the agency responsible for an official record in the custody of State Records may, in consultation with the Manager [of State Records] – (a) determine that access to the record (other than by the agency) is not subject to any restrictions...; or (b) determine conditions excluding or restricting access to the record”.

For further details on public access to records in the custody of State Records, schools can refer to Public Access Determinations Guideline (State Records 2002) available from its website (www.archives.sa.gov.au). This guideline explains the rights and responsibilities of agencies in defining access determinations. Schools should seek further advice regarding the formulation of access determinations from the Team Leader, Records Management Unit (DECD) as a number of global access determinations already exist for school records.

Retention Periods & Re-activation

Retention periods for temporary records shown in the Schedule are minimum retention periods for which records must be retained before they are destroyed.

Retention periods are triggered by disposal actions listed in the Schedule.

If a record is reactivated after a retention period has commenced the time is recalculated from the date of the subsequent last action.

The re-activation of a record is triggered by such events as: record retrieved for pupil admission, record retrieved to meet Freedom of Information (FOI) request or subpoena, record accessed for research, record identified as being of significant risk management status,

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record identified as being required for possible legal proceedings.

There is no requirement to destroy temporary records if a school has a need to retain them longer than the designated minimum retention period. However, in the interests of efficient and economic records management, schools should take all steps to reduce the storage costs of time-expired records.

Where a record contains information that falls into two or more disposal classes in either GDS 30 or GDS 22, it must be sentenced in accordance with the disposal class with the longest retention period. HOWEVER, where a record contains information covered by a disposal class within both GDS 30 AND GDS 22, it must be sentenced in accordance with the disposal class in GDS 22.

Destruction of Records3

Records authorised for destruction may be destroyed when the designated retention period has elapsed.

Temporary records can only be destroyed with the approval of the CE or delegate in accordance with the Destruction of Official Records Guideline issued by State Records of South Australia (See Destruction of Official Records – Agency Approval process) http://governmnet.archives.sa.gov.au/content/destruction-process

Failure to comply with this direction falls under Section 17 of the State Records Act 1997 and may be considered by ICAC as misconduct or maladministration.

All schools are required to notify the Department for Education and Child Development’s Records Management Unit that records in their custody are due for destruction before destruction takes place.

To notify the Records Management Unit, schools need to use the Intention to Destroy Records Report (ITDRR) available from DECD’s intranet. The Records Management Unit will assess the ITDRR and once authorisation has been received by the school, the records may be destroyed.

Schools need to ensure that all destruction is secure and confidential and that a certificate confirming confidential destruction is provided by private contractors.

Standard methods for destruction of paper are shredding, pulping or other means that are environmentally friendly.

Records in electronic format can only be destroyed by reformatting or rewriting to ensure that the data and any “pointers” in the system are destroyed. “Delete” instructions do not offer adequate security as data may be restored or recovered.

3 State Records of South Australia. General Disposal Schedule No. 30. op cit.

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http://governmnet.archives.sa.gov.au/content/destruction-process

http://decd's/


Schools are required to keep their own record of all records destroyed, noting the relevant disposal authority. Proof of destruction may be required for legal purposes, or in response to FOI applications. When records are destroyed systems that control them should also be updated by inputting destruction dates and relevant disposal authorities.

Normal Administrative Practice

The destruction of some official records that are of a transitory nature only may be permitted under normal administrative practice (NAP). NAP covers the destruction of ephemeral material of a facilitative nature created, acquired or collected by school employees during the course of their duties.

For further information regarding the application of Normal Administrative Practice, schools should refer to the Introduction of General Disposal Schedule (GDS) 30 for State Government Agencies, available from State Records website (www.archives.sa.gov.au).

Legal Deposit

Legal deposit refers to statutory provisions that oblige publishers to deposit copies of their publications in libraries in the country in which they are published. Under the Commonwealth Copyright Act 1968 and various Australian state acts, a copy of any work published in Australia must be deposited with (a) the National Library of Australia and (b) the appropriate State Library. Legal deposit extends not only to commercial publishers but also to private individuals, clubs, churches, societies and organisations.

In South Australia, one copy of publications produced for external use should be deposited with the State Library and the Parliamentary Library (s.35, Libraries Act, 1982). Publications include books, newspapers, magazines, journals, pamphlets, maps, plans, charts, printed music, records, cassettes, films, video or audio tapes, computer software, CD-ROMs, compact discs and other items made available to the public.

Records and Litigation

Where a school is aware that records may be required for use in litigation, for use in a government enquiry or the consideration of the Ombudsman, the records must not be destroyed. In such circumstances the records must be retained until two years after all cases and enquiries are complete, including appeals and then have the original retention period applied to the records.

Storage

The selection of primary and secondary storage facilities need to take into account the physical characteristics of the records as well as their sensitivity, retention period and anticipated access rate.

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The storage facility for records should be well ventilated, sturdy, intruder-resistant, have minimal natural light and ideally should maintain a stable temperature. Records should be stored in conditions that are clean and secure with low risk of damage from fire, water, dampness, insects and rodents. Shelving should be appropriate to minimise damage. Containers should be of a strong enough construction to withstand handling, pressure and weight of records and protect records in case of fire and water leaks.

Wherever official records are stored, either with a public or private provider, they remain the property of the State Government and are subject to the provisions of the State Records Act 1997.

Appropriate school and State Records staff have a right to inspect the storage facility upon notice. Access to the records should be limited to staff of the controlling agency, staff of State Records and employees of temporary storage providers where appropriate. Records should not be disclosed to any other person without the written permission of the controlling agency. For more information on storage facility requirements and best practice, refer to State Records’ Records of Temporary Value: Management and Storage standard and guideline (www.archives.sa.gov.au). Training Schools are urged to contact the Team Leader, Records Management Unit (DECD) in the first instance to discuss their training needs in relation to implementing GDS 22. The Records Management Unit (DECD) offers a range of training, awareness and advice sessions relating to records and archival management. If necessary the Manager, Records Management Services can then coordinate training sessions with State Records on an as-needs basis. It is advised that training in other general records management areas is also available. For further information about workshops and courses, schools should contact State Records or visit its website (www.archives.sa.gov.au).

Contacts/Help Desk For advice on implementing GDS 22, as well as advice on records appraisal, disposal, transfer and storage, contact the Team Leader, Records Management Unit (DECD) in the first instance. In relation to the destruction of records that are held on school sites, schools should contact the Senior Records Management Officer, Records Management Unit (DECD) and follow the Intention to Destroy Records Report (ITDRR) process.

For changes or updates to GDS 22, please contact the Team Leader, Records Management Unit (DECD).

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State Records Ph: +61 8 204 8791 GPO Box 464 Fax: +61 8 204 8777 ADELAIDE DX: 336

South Australia 5001 Email: [email protected]

Team Leader Records Management Unit Department for Education and Child Development GPO Box 1152 ADELAIDE Ph: +61 8 226 1226 South Australia 5001 Fax: +61 8 226 1234 Email: [email protected] DX: 541 Adelaide

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Layout The Schedule, featured in table landscape format, is arranged as described below -

Function

GDS 22 is divided into four functions: School Administration/Governance School Curriculum School Publication and Student Management.

Each function is shown at the start of each division and at the beginning of each page.

For each function a scope note has been included which provides a definition of the particular function. The scope note also identifies any exclusions or exceptions that the user needs to be aware of. In addition, cross-references to General Disposal Schedule No. 30 (as amended) for related but non-operational records are given.

Item No

The numbering in the Schedule is multi-level: functions have single numbers activities have two level numbers and disposal classes have three level numbers.

For example, on page 18 of the Schedule there are two disposal classes listed under the function of SCHOOL ADMINISTRATION/GOVERNANCE and the activity Celebrations, Ceremonies and Functions. The first disposal class relates to records relating to milestone school events and the second to records relating to school carnivals and other major sporting events.

The disposal action for records relating to milestone school events, therefore, is identified as follows:

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1. SCHOOL ADMINISTRATION/ GOVERNANCE (FUNCTION) 1.1 Celebrations, Ceremonies & Functions (Activity)

Records documenting milestone (Disposal Class) events such as laying of school foundation stone, jubilee or centenary commemorations, visits by Heads of State, etc PERMANENT (Disposal Action)

Activity

The activity relating to the particular function (as identified in the footer) is shown in 12-point bold Times New Roman, e.g. Student Attendance.

Description

Descriptions are at two levels, ranging from activities to specific disposal classes.

Definitions are provided for the activities included in the Schedule and are featured in 12-point italic Times New Roman.

Descriptions of each disposal class are then provided under the activity/subject header and description in 12 point Times New Roman.

Record Examples

Examples of records are provided as further illustration of the disposal classes included under each activity.

Disposal Action

Disposal actions relate to the disposal classes arranged under the activity descriptions. Status of the class is either PERMANENT or TEMPORARY with a disposal trigger and retention period given for all temporary records. It is to be noted that the retention period for temporary records is the minimum period.

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List of Acronyms

DECD Department for Education and Child Development

FAYS Family and Youth Services

GDS General Disposal Schedule

RDS Operational Records Disposal Schedule

SAPOL South Australia Police Department

SACE South Australian Certificate of Education

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List of Functions & Activities

ITEM NO.

FUNCTION / ACTIVITY PAGE

1 School Administration/Governance 23 1.1 Celebrations, Ceremonies and Functions 23 1.2 Circulars/Instructions 25 1.3 Committees 26 1.4 Complaints Against Staff 28 1.5 Enquiry Management 34 1.6 Financial Matters 35 1.7 Inspections 37 1.8 Media Relations 37 1.9 Personnel Administration 38

1.10 Planning 40 1.11 Policy 40 1.12 Property 41 1.13 Reporting 42 1.14 Reviewing 44 1.15 Rostering and Timetables 44 1.16 School Works and Services 45 1.17 Site Photographs 45 1.18 Staff Performance 47 1.19 Stores and Equipment 49 1.20 Visits to Schools 50

2 School Curriculum 51

2.1 Distance Education 51 2.2 Evaluation 51 2.3 Implementation 52 2.4 Policy 53

3 School Publication 54

3.1 Production 54

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4 Student Management 56

4.1 Activities 56 4.2 Admission 62 4.3 Assessment/Examination/Achievement 64 4.4 Attendance 68 4.5 Awards 71 4.6 Behaviour/Discipline 71 4.7 Boarding 73 4.8 Career Advice/Counselling 74 4.9 Cases (Pupil Record Folders) 75

4.10 Financial Assistance 76 4.11 Health and Safety 77 4.12 Home Schooling 80 4.13 Out of School Hours Care 81 4.14 Special Education Programs 82

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Item No.

Function/Activity Description Minimum Disposal Action

Record Examples Requirements/ Remarks

General Disposal Schedule No. 22 For Public Primary and Secondary Schools – 2016

1 SCHOOL ADMINISTRATION/ GOVERNANCE

The function of managing activities of the school according to Departmental guidelines and school policies. Also includes the management of School Councils and Committees.

1.1 Celebrations, Ceremonies and Functions

The activities associated with arranging and managing festivities to honour a particular school event.

1.1.1 Records documenting milestone events such as laying of school foundation stone, jubilee or centenary commemorations, visits by Heads of State, School closures etc.

PERMANENT • Programs • Certificates • Transcripts • Photographs

1.1.2 Records documenting school carnivals and other major sporting events.

PERMANENT • Photographs

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Item No.




FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE 1.1.3 Records documenting participation in

state, national and/or international events, e.g. Rock Eisteddfod, Wakakirri and debates etc.

PERMANENT • Programs • Project files • Set production and design

records • Photographs

1.1.4 Records documenting other school events, including plays, in-house concerts and reunions.

TEMPORARY Retain until 31

December 2023, retention subject to a review at that date

• Photographs

1.1.5 Records relating to preparations and arrangements of functions.

TEMPORARY Destroy 2 years after

last action

1.1.6 Memorabilia and physical objects received or created by a school.

TEMPORARY Maintain within the

school or local community (eg

school library, local library or museum,

local Council premises, etc) as

required for administrative, social and/or

community purposes

• Honour boards • Flags • Banners • Trophies • Plaques

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Item No.




FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE 1.2 Circulars/

Instructions Circulars and instructions issued either centrally or by an individual school.

1.2.1 Instructions/advisings from the Department.

TEMPORARY Destroy 3 months after superseded

1.2.2 Circulars originating in the school, including circulars sent to parents/care givers.

PERMANENT

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FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE 1.3 Committees The activities associated with the

management of committees and Task Forces (internal, external, private, local, state, Commonwealth, etc). Includes the committees’ establishment, appointment of members, terms of reference, proceedings, minutes, reports, agenda, etc (taken from Keyword AAA: A Thesaurus of General Administrative Terms).

See also GDS 30: 2 BOARD AND COMMITTEE MANAGEMENT

1.3.1 Records documenting the proceedings of School and Governing Councils, Student Councils and Prefect Boards.

PERMANENT • Minutes • Agendas • Meeting papers (including

correspondence to and from Councils or Boards)

This item supersedes item 3 of RDS approved 27/8/1991.

1.3.2 Records documenting the proceedings of School Council Sub-Committees, including:

− Finance Committee − Welfare Committee − Fundraising Committee − Canteen Committee, etc


correspondence to and from Sub-Committees)

For records of Canteen Committees that do not form a Sub-Committee of the School or Governing Council see Item 1.3.4

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FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE 1.3.3 Records documenting the proceedings

of other committees deemed to be of social or local importance to the school community including:

− Mothers Club − Parents and Friends

Committee (formerly Mothers Club)

− “School Watch” Committee − Student Representative

Council


correspondence to and from committees)

1.3.4 Records documenting the proceedings of various other committees operating in a school including:

− school canteen committee − sporting and recreation

committees − non-curriculum activity

committees − student organisations)


last action

• Minutes • Agendas • Meeting papers (including

correspondence to and from committees)

For records of Canteen Committees that form a Sub-Committee of the School or Governing Council see Item 1.3.2

1.3.5 Records relating to the establishment of School Councils, Student Councils and Prefect boards, including appointment of members.

PERMANENT • Nomination forms • Constitutions

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FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE 1.3.6 Records relating to the establishment

of school committees relating to administrative matters within the school, including appointment of members.


last action

• Nomination forms • Constitutions

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FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE 1.3.7 General administrative records

relating to the holding of committee meetings.


last action

• Distribution lists • Notifications re: changes of

meeting date • Arrangements for the use

of meeting rooms • Routine correspondence

1.4 Complaints Against Staff

The management of complaints against employees or contractors.

1.4.1 Records relating to complaints against employees or contractors where no investigation is required.



1.4.2 Records relating to complaints against employees or contractors where matter is resolved at the school level.



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FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE 1.4.3 Records relating to complaints against

employees or contractors where case is considered by the Director of Personnel (Central Office) or delegate and determined not proven.



1.4.4 Records relating to complaints against employees or contractors where case is considered by the Director of Personnel (Central Office) or delegate and a warning and/or counselling is given.



Page 30 of 86


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employees or contractors where case is considered by District Superintendents and determined not proven.



1.4.6 Records relating to complaints against employees or contractors where case is considered by District Superintendents and a warning and/or counselling are given.



Page 31 of 86


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employees or contractors where case is considered by District Superintendents and a penalty is given or other formal action is taken.



1.4.8 Records relating to complaints against employees or contractors where case requires formal investigation pursuant to s26 of the Education Act or by the South Australia Police and is determined not proven.



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employees or contractors where case requires formal investigation pursuant to s26 of the Education Act or by the South Australia Police and a warning and/or counselling is given.



1.4.10 Records relating to complaints against employees or contractors where case requires formal investigation pursuant to s26 of the Education Act or by the South Australia Police and a penalty is given or other formal action is taken.



Page 33 of 86


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employees or contractors where case is lodged with an outside agency and requires an investigation by the Department.



1.4.12 Records relating to complaints against employees or contractors generating substantial public interest and debate / resulting in changes to agency policy and procedures.

PERMANENT

1.4.13 Records relating to complaints / allegations of a sexual or physical nature where the subject is a child, against employees or contractors where no investigation is required or no further action taken.



Highlighted to denote that these records may be required for legal proceedings. See p.4 of Introduction for further details.

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FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE 1.4.14 Records relating to complaints and or

allegations of a sexual or physical nature where the subject is a child, against employees or contractors where further action is required.




1.5 Enquiry Management

The activities associated with the handling of complaints, enquiries and representations made by parents, teachers, unions, departmental employees, members of the public, etc to the school.

1.5.1 Records relating to cases that lead to a change in policy or procedure, establish a precedent, result in the reversal of a decision or require substantial investigation.

PERMANENT

1.5.2 Records relating to cases that involve a named current or former student of the school but not resulting in action covered in item 1.5.1.



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FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE 1.5.3 Records relating to cases which result

in a routine or form letter response or other cases not covered by items 1.5.1 or 1.5.2 above.


last action

1.6 Financial Matters The activities associated with managing the finances of schools.

See also GDS 30: 6 FINANCIAL MANAGEMENT

1.6.1 Various financial records issued with Education Department form numbers.


last entry

• Receipt book [ED002 & 004] • Classroom collection

summary books [ED005] • Order books [ED074] • Cash books - ledger system

[ED095] • Transfer journals [ED107] • Trial balance books [ED098] • Ledger cards [ED124 – 126] • Register of accountable books

[ED225]

This item supersedes items 11-18 of RDS approved 27/8/1991.

1.6.2 Records relating to bids for State Government funding maintained by the school.


last action

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FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE 1.6.3 Records relating to bids for

Commonwealth Government funding maintained by the school.


last action

1.6.4 Records relating to specific grants or program funding sought by a school from the Department where the request is successful.


last action

• Applications • Reports

1.6.5 Records relating to specific grants or program funding sought by a school from the Department where the request is unsuccessful.


last action


1.6.6 Records relating to fund raising events held to generate money to supplement the school’s government budget allocation. See also item 4.1.3


last action

1.6.7 Records relating to student and teacher travel subsidies for excursions. See also below item 4.8.2.




Page 37 of 86


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FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE 1.6.8 Other financial records for excursions

relating to individual students. TEMPORARY Retain until 31


1.7 Inspections The activities associated with the formal examination and scrutiny of facilities, organisational structures, teacher performance and other aspects of the operation of schools.

1.7.1 Records documenting comments, observations and recommendations made by Inspectors of Schools.

PERMANENT • Observation Books • Inspection Reports

1.8 Media Relations The activities associated with establishing a relationship between the media and the organisation (taken from Keyword AAA: A Thesaurus of General Administrative Terms).

See also GDS 30: 3.9 COMMUNITY RELATIONS – Media Relations

Page 38 of 86


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FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE 1.8.1 Records relating to information and

articles provided to local media by a school.

PERMANENT • Notification of special events, open days, etc

• Lists of awards • Newspaper cutting books • Master sets of articles

Media releases issued centrally are the responsibility of Central Office.

1.9 Personnel Administration

The activities associated with the management of school staff.

See also GDS 30: 5 EMPLOYEE MANAGEMENT

1.9.1 Records relating to the registration by the school of teachers, student teachers, old scholars, staff members or contractors

PERMANENT • Registers

1.9.2 Correspondence relating to personnel administration such as special leave, reassignment, retirement and resignation.




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FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE 1.9.3 Photographs of teacher groups or

groups of school representatives and associated staff.

PERMANENT Where possible relevant information should be listed.

1.9.4 Photographs of Principals or members of the Governing Council.


1.9.5 Photographs of individual teachers and other staff members associated with the school.




1.9.6 Supplementary records relating to the entry of data into the centralised database.

TEMPORARY Destroy 3 months

after data is entered

• Data entry sheets Information collected on these data sheets is available on the centralised database and also on the Personal file of the individual.

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FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE 1.10 Planning The process of formulating ways in

which objectives can be achieved. Includes determination of services, needs and solution to those needs.

See also GDS 30: 13.16 STRATEGIC MANAGEMENT - PLANNING

1.10.1 Records relating to School planning, including the setting of curriculum priorities for the school.

PERMANENT • School management plan • Strategy plans • Business plans

Copies of these plans are sent to Central Office and the District Office.

1.11 Policy The activities associated with developing and establishing decisions, directions, and precedents which act as a reference for future decision making, as the basis from which the agency’s operating procedures are determined (taken from Keyword AAA: A Thesaurus of General Administrative Terms).

See also GDS 30: 13.17 STRATEGIC MANAGEMENT – Policy

Page 41 of 86


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FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE 1.11.1 Policies relating to school-specific

matters, e.g. enrolment, code of practice, discipline, uniforms, etc.

PERMANENT Copies of these policies are sent to Central Office and the Education Office.

1.12 Property The activities associated with managing school property.

See also GDS 30: 1 ASSET/PHYSICAL RESOURCE MANAGEMENT

1.12.1 Records relating to the use of school facilities and/or grounds by non-departmental organizations and community groups for significant historical and/or community events and programs.

PERMANENT

1.12.2 Records relating to the use of school facilities and/or grounds by non-departmental organisations and community groups where approval is given.



• Applications from non-departmental/community groups

Page 42 of 86


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FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE 1.12.3 Records relating to the use of school

facilities and/or grounds by non-departmental organisations and community groups where approval is not given.


last action

• Applications from non-departmental/community groups

1.13 Reporting The processes associated with initiating or providing a formal response to a situation or request (either internal, external or as a requirement of corporate policies), and to provide formal statements or findings of the results of their examination or investigations (taken from Keyword AAA).

See also GDS 30: 13.22 STRATEGIC MANAGEMENT - Reporting

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FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE 1.13.1 Consolidated record of day-to-day

events in the life of the school, usually compiled by the Principal.

PERMANENT • School journals [ED97] • Principals’ diaries

This item supersedes item 2, RDS approved 24/4/1990.

1.13.2 Records relating to other reporting activities of the school.


last action

• Annual financial statements • Annual budgets • Sponsorship/ partnership

records • School charters • Triennial review reports • Audit reports

1.13.3 Statistics, abstracts and returns prepared on a term, annual or other periodic basis.


last action

• Annual return of infectious or contagious diseases

• Age-grade distribution of pupils

• Class size return • Attendance return • Distribution of Studies

Abstract • Census

Page 44 of 86


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FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE 1.14 Reviewing The activities involved in re-

evaluating or re-examining products, processes, procedures, standards and systems. Includes recommendations and advice resulting from these activities (taken from Keyword AAA: A Thesaurus of General Administrative Terms).

1.14.1 Records relating to reviews conducted of individual schools operations and management.


last action

• School Review Report files maintained by a school

This item supersedes RDS 1387, approved 26/04/1994.

1.14.2 Records relating to requests by schools for name changes.

PERMANENT

1.15 Rostering and Timetables

The activities associated with the rostering of teachers and establishing class timetables.

1.15.1 Records relating to teacher time management and duty rosters.



• Teacher playground duties and sporting rosters

• Teacher diaries

1.15.2 Records relating to the compilation of timetables.


last action

Page 45 of 86


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FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE 1.15.3 Copies of class timetables. TEMPORARY

Destroy 2 years after last action

1.16 Schools Works and Services

The process of managing school buildings.

See also GDS 30: 1 ASSET/PHYSICAL RESOURCE MANAGEMENT

1.16.1 Records relating to investigations and evaluations into standard heating systems (other than electricity) for use in educational facilities.

TEMPORARY Destroy 10 years after last action

1.16.2 Records relating to requests for information relating to heating, including installations and operating costs.


last action

1.16.3 Records relating to school transportation operations, i.e. buses.



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FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE 1.17 Site Photographs The management and preservation of

the pictorial history of the school.

1.17.1 Photographs of heritage listed school buildings.


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FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE 1.17.2 Photographs depicting substantial

construction work carried out at the school.

PERMANENT Substantial relates to construction to the value of $250,000 or more. Where possible relevant information should be listed.

1.17.3 Photographs depicting minor construction work carried out at the school.

TMEPORARY Destroy 10 years

after date of photograph

Minor relates to construction costing less than $250,000

1.17.4 Photographs depicting substantial restoration or enhancement of schools, grounds and facilities.

PERMANENT Substantial relates to restoration or enhancement to a value of $100,000 or more Where possible relevant information should be listed.

1.17.5 Photographs depicting minor restoration and enhancements of schools, grounds and facilities.

TEMPORARY Destroy 10 years


Minor relates to restoration or enhancement costing less than $100,000

Page 48 of 86


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FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE 1.17.6 Photographs of school grounds and

facilities. TEMPORARY Destroy 10 years


1.17.7 One photograph per decade of school building, grounds and facilities.

PERMANENT

All other photographs to be disposed of in accordance with 1.17.1 – 1.17.6 and NAP. Where possible relevant information should be listed.

1.18 Staff Performance The management of poor performance by teachers at the school level.

1.18.1 Records relating to the management of poor performance by a teacher where a case does not proceed or performance improves without requiring formal action.



Page 49 of 86


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FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE 1.18.2 Records relating to the management

of poor performance by a teacher where a case receives formal supervision and performance improves without requiring further action.



1.18.3 Records relating to the management of poor performance by a teacher where administrative action is taken based upon a performance evaluation and performance improves without requiring further action.



1.18.4 Records relating to the management of poor performance by a teacher where administrative action is taken and subsequent action is taken pursuant to the Education Act or the teacher resigns.



Page 50 of 86


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FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE 1.18.5 Records relating to other cases of poor

performance by a teacher not covered by items 1.18.1-1.18.4 above.



1.19 Stores and Equipment

The activity of acquiring, supplying, maintaining, repairing and disposing of items of school equipment and consumable items.

See also GDS 30: 1 ASSET/PHYSICAL RESOURCE MANAGEMENT OR 6 FINANCIAL MANAGEMENT for records relating to operating Uniform Shops, Book Shops and/or Canteens.

1.19.1 Records relating to the control of issuing and returning books.


last action

• School clearance forms

Page 51 of 86


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FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE 1.20 Visits to Schools The activities involved in arranging

visits by organisations or individuals to schools.

See also GDS 30: 3.12 COMMUNITY RELATIONS – Visits

1.20.1 Records relating to visits to the school by VIPs or other eminent persons, e.g. royalty, Governor, Governor-General, Prime Ministers, Premiers, Government Ministers, famous sports people, entertainers, artists and writers.

PERMANENT • Visitor Books where names of VIPs have been recorded

• Visitor Registers where names of VIPs have been recorded

1.20.2 Records relating to visits by other persons or organisations external to the school.



• Visitor Books • Visitor Registers

1.20.3 Records relating to theatrical groups performing in schools.



• Applications from theatrical groups

Page 52 of 86


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2 SCHOOL CURRICULUM

The planning, development, implementation and evaluation of curriculum.

2.1 Distance Education The activity associated with providing education to students unable to attend the school because of remoteness.

See also below item 4 STUDENT MANAGEMENT

2.1.1 Records relating to distance education programs run by individual schools.


the program has been superseded

• Procedures • Programs • Correspondence • Reports

2.2 Evaluation The process of determining the suitability of potential or existing programs, items of equipment, systems or services in relation to meeting the needs of the given situation. Includes ongoing monitoring (taken from Keyword AAA: A Thesaurus of General Administrative Terms).

Page 53 of 86


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FUNCTION 2: SCHOOL CURRICULUM 2.2.1 Curriculum and subject evaluation

reports created by individual schools. TEMPORARY

Destroy 7 years after last action

• Reports and documents created by schools for their own use

• Copies of reports and submission prepared for Central Office

2.3 Implementation The activities associated with carrying out or putting into action plans, policies, procedures or instructions, all of which could be internally or externally driven. Includes manual or automated databases, applications or systems, but excludes the installation of equipment. Also include monitoring to ensure that the implementation goes according to schedule and that standards are met (taken from Keyword AAA: A Thesaurus of General Administrative Terms).

Page 54 of 86


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FUNCTION 2: SCHOOL CURRICULUM 2.3.1 Records of class programming. TEMPORARY

Destroy 2 years after superseded

• Teachers class programs • copies of class programs

2.3.2 Records relating to the registration of class programs.

PERMANENT • Program registers • Lesson registers

2.3.3 Records which provide information to students on subject choices.


superseded

2.4 Policy The activities associated with developing and establishing decisions, directions, and precedents which act as a reference for future decision making, as the basis from which the agency’s operating procedures are determined (taken from Keyword AAA: A Thesaurus of General Administrative Terms).

2.4.1 Records relating to school based curriculum policy strategies, including assessment and teaching policy strategies.

PERMANENT

Page 55 of 86


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3 SCHOOL PUBLICATION

The production of works by schools for distribution.

3.1 Production The process involved in producing material into an end result or output, for example a product or publication. Includes design, layout, typesetting, desktop publishing, printing, binding, etc (taken from Keyword AAA: A Thesaurus of General Administrative Terms).

3.1.1 Records relating to the production of school publications, e.g. drafting, distribution and production.


last action

3.1.2 Master copy of the school’s annual report.

PERMANENT Two copies should be deposited in accordance with Legal Deposit requirements.

Page 56 of 86


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FUNCTION 3: SCHOOL PUBLICATION 3.1.3 School publications documenting

significant school events and activities including those of historical and cultural importance.

PERMANENT • Yearbooks • Magazines • Newsletters • Student newspaper • Language books • Community-focused

publications

Retain 1 copy of each publication permanently for transfer to State Records. Where relevant ensure a copy is lodged under the terms of “Legal Deposit” – See page 10 of this schedule. All other copies can be disposed of when no longer required.

3.1.4 Copies of other publications produced by the school.


last action

Essays, booklets, drawings or other works produced by students are not ‘official records’ and therefore do not need to be disposed of in accordance with this disposal schedule.

Page 57 of 86


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4 STUDENT MANAGEMENT

The function of managing individual students throughout their attendance at a public primary or secondary school.

4.1 Activities The activities associated with managing student activities, including community involvement.

See also below item 4.5 Student Awards See also GDS 30: 5 EMPLOYEE MANAGEMENT and GDS 30: 13 STRATEGIC MANAGEMENT for administrative records relating to Pupil Free days

4.1.1 Records of routine sport, recreation and other extracurricular interests.



• Team lists, rosters and results

• Coaching and support staff appointments

• Participant lists for other non-curriculum activities

• Student invitations to enter competitions

• Photographs

Page 58 of 86


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FUNCTION 4: STUDENT MANAGEMENT 4.1.2 Records of significant achievement in

sport, recreation and other extracurricular interests.

PERMANENT • Records of significant awards to students such as state and national sporting championships

• Records of exceptional effort or recognition gained by students in other non-curriculum activities

• Photographs

4.1.3 Records relating to fundraising events for various charities or other community initiatives that involve the participation of students. See also Item 1.6.6



• Financial records • Activity Plans

4.1.4 Records relating to student exchanges intra/interstate and overseas which proceed.



• Applications • Supporting documentation • Requests for financial

assistance

Page 59 of 86


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FUNCTION 4: STUDENT MANAGEMENT 4.1.5 Records relating to student exchanges

intra/interstate and overseas which do not proceed.




assistance

4.1.6 Records relating to overseas excursions by both students and teachers that proceed.




assistance

4.1.7 Records relating to overseas excursions by both students and teachers that do not proceed.




assistance

4.1.8 Records of significant involvement by parents and communities in student activities that may include activities of historical or cultural importance.

PERMANENT • Records of parent leadership of unique activities or events

• Records of exceptional effort by parents in supporting activities or events

Page 60 of 86


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FUNCTION 4: STUDENT MANAGEMENT 4.1.9 Records of involvement of parents /

communities in relation to student activities, including pupil free days.



• Circulars notifying of events

• Correspondence and attendance acceptances

4.1.10 Records relating to permissions or consent given by parents/caregivers for students to attend or participate in various out of school activities where further action may be required due to significant incidents.



• Permission notes • Swimming/activity consent

forms [ED006] • Consent forms for

educational excursions

This item supersedes items 22 and 24.1, RDS approved 24/4/1990. Highlighted to denote that these records may be required for legal proceedings. See p.4 of Introduction for further details.

4.1.11 Records relating to permissions or consent given by parents/caregivers for students to attend or participate in various out of school activities where no further action is required.



• Permission notes • Swimming/activity consent

forms [ED006] • Consent forms for

educational excursions

This item supersedes items 22 and 24.2, RDS approved 24/4/1990.

4.1.12 Records relating to requests for exemption from particular school activities by religious groups that are approved.

PERMANENT

Page 61 of 86


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FUNCTION 4: STUDENT MANAGEMENT 4.1.13 Records relating to requests for

exemption from particular school activities by religious groups that are not approved.


last action

4.1.14 Records relating to investigations into safety at campsites, equipment, etc


use ceases

• Reports • Photographs

4.1.15 Records relating to general enquiries and investigation into liability of a school on school outings.


last action

4.1.16 Records relating to offers by outside organisations to a school for camps, excursions, etc where the offer is accepted.

TEMPORARY Destroy 7 years after use of facility ceases

4.1.17 Records relating to offers by outside organisations to a school for camps, excursions, etc where the offer is not accepted.


last action

Page 62 of 86


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FUNCTION 4: STUDENT MANAGEMENT

4.1.18 Other records relating to visits undertaken by students of the school, including excursions and school camps.



• Excursion records • Advice to parents/care

givers • Costs and approval letters • Administrative and travel

details • Requests for approvals for

schools to attend or participate in activities

• Photographs

4.1.19 Whole-of-school or end of year photographs.


4.1.20 Class photographs.


4.1.21 Photographs of individual students. TEMPORARY Retain until 31



Page 63 of 86


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FUNCTION 4: STUDENT MANAGEMENT 4.2 Admissions The activities connected with student

admission, enrolment and transition, including student census and legal measures associated with the management of individual students.

4.2.1 Student admission records created before the commencement of the central student database, which register details of individual student admission including personal and enrolment details.

PERMANENT • Admission Registers [ED047]


4.2.2 Student admission records, including history of changes, either managed separately or contained in the central student database, which register details of individual student admission, including personal and enrolment details.

PERMANENT Schools are responsible for printing out yearly student admission reports from the central student database.

Page 64 of 86


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FUNCTION 4: STUDENT MANAGEMENT 4.2.3 Forms which support student

admission. TEMPORARY Retain until 31


• Enrolment forms/returns [ED045]

• Admission forms • Applications for enrolment

in year 8 [ED176] • Pre/after school care forms

This item supersedes items 15 and 23, RDS approved 24/4/1990. Highlighted to denote that these records may be required for legal proceedings. See p.4 of Introduction for further details.

4.2.4 Records relating to the transfer of students between schools.



• Student transfer forms • Transition summary reports • Transfer reports [ED111] • Pupil transfer advices

[ED046]

This item supersedes items 18-20, RDS approved 24/4/1990. Highlighted to denote that these records may be required for legal proceedings. See p.4 of Introduction for further details.

4.2.5 Beginning and end of year aggregate reports of student enrolment either managed separately or contained in the central student database, for each year by assessment recording method, key learning areas, school, school district and statewide categories.




Page 65 of 86


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FUNCTION 4: STUDENT MANAGEMENT 4.2.6 Records of requests for changes to

personal information either managed separately or contained in the central student database.

TEMPORARY Destroy 1 year after

last action

4.2.7 Records of routine enquiries relating to enrolment and admission and the provision of routine information.


last action

4.3 Assessment/ Examination/ Achievement

The activities associated with managing and monitoring student assessment and achievement at school.

See also below item 4.4 STUDENT MANAGEMENT - Attendance and item 4.9 STUDENT MANAGEMENT - Cases (Pupil Record Folders)

Page 66 of 86


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FUNCTION 4: STUDENT MANAGEMENT 4.3.1 Records of assessment and

achievement at school for individual indigenous students where an education program or school is specifically directed and provided to Aboriginal and Torres Strait Islander children. Includes records created before the commencement of the central student database, records not contained in the database and/or records contained in the central database.

PERMANENT • VG2 Cards • Student achievement

records [ED122] • School copy of School

Leaver Statements • Pupil progress reports • Examination registers

[ED106] • Central Student Database

This item supersedes items 3, 4, 5, 6, 16 and 27, RDS approved 24/4/1990; items 1, 2 and 4, RDS 1453.

4.3.2 Records of assessment and achievement at school created before the commencement of the central student database or not contained in the database for individual students.



• VG2 Cards • Student achievement

records [ED122] • Pupil Progress Reports • Examination Registers

[ED106]

This item supersedes items 3, 4, 5, 6, 16 and 27, RDS approved 24/4/1990; items 1, 2 and 4, RDS 1453. Highlighted to denote that these records may be required for legal proceedings. See p.4 of Introduction for further details.

Page 67 of 86


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FUNCTION 4: STUDENT MANAGEMENT 4.3.3 Records of individual student

assessment and achievement held by schools and also contained in the central student database.



• Central Student Database Highlighted to denote that these records may be required for legal proceedings. See p.4 of Introduction for further details.

4.3.4 Beginning and end of year aggregate reports of student enrolment contained in the central student database, for each year by assessment recording method, key learning areas, school, school district and statewide categories.




4.3.5 Copies of student assessment reports and certificates provided to parents/care givers.



• School Leaver Statements This item supersedes item 5, RDS approved 24/4/1990; item 3, RDS 1453. Highlighted to denote that these records may be required for legal proceedings. See p.4 of Introduction for further details.

Page 68 of 86


Item No.




FUNCTION 4: STUDENT MANAGEMENT 4.3.6 Copies of records of internal

assessment and award recommendations submitted to the SACE Board of South Australia.




4.3.7 Records used in assessing students. TEMPORARY Destroy 3 years after

last action

• Student examination books • Answer sheets • Student journals • Weekly report books • Mark books • Class lists • Examination and test

papers

4.3.8 Copies of references provided for students.




Page 69 of 86


Item No.




FUNCTION 4: STUDENT MANAGEMENT 4.3.9 Records relating to system wide

assessments (basic skills tests). TEMPORARY Retain until 31


• Standardised achievement tests

This item supersedes item 28, RDS approved 24/4/1990. Highlighted to denote that these records may be required for legal proceedings. See p.4 of Introduction for further details.

4.3.10 Records relating to individual students for system wide assessments (basic skills tests).




4.4 Attendance The activities associated with managing student absences and attendance.

See also above item 4.3 STUDENT MANAGEMENT - Assessment/ Examination/Achievement and below item 4.9 STUDENT MANAGEMENT - Cases (Pupil Record Folders)

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Item No.




FUNCTION 4: STUDENT MANAGEMENT 4.4.1 Records relating to attendance for

individual indigenous students where an education program or school is specifically directed and provided to Aboriginal and Torres Strait Islander children. Includes records created before the commencement of the central student database, records not contained in the database and/or records contained in the central database.

PERMANENT • Attendance registers • Roll books [ED123] • Grade rolls • Certificates of attendance • Notice of non-attendance

[ED170] • Report of unsatisfactory

school attendance [ED171]

4.4.2 Records relating to attendance created before commencement of the central student database.



• Attendance registers • Roll books [ED123] • Grade rolls • Certificates of attendance • Notice of non-attendance

[ED170] • Report of unsatisfactory

school attendance [ED171]

This item supersedes items 10, 11 and 14, RDS approved 24/4/1990; RDS 1392. Highlighted to denote that these records may be required for legal proceedings. See p.4 of Introduction for further details.

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Item No.




FUNCTION 4: STUDENT MANAGEMENT 4.4.3 Individual student attendance records

held by schools, either managed separately or contained in the central student database.




4.4.4 Correspondence relating to absenteeism.




4.4.5 End of year aggregate reports of student enrolment either managed separately or contained in the central student database, for each year by various categories.



Categories include; assessment recording method, key learning areas, school, school district and statewide categories. Highlighted to denote that these records may be required for legal proceedings. See p.4 of Introduction for further details.

Page 72 of 86


Item No.




FUNCTION 4: STUDENT MANAGEMENT 4.5 Awards The activities associated with

academic awards won by students.

See also above item 4.1 STUDENT MANAGEMENT - Activities

4.5.1 Records relating to academic awards received by individual students.




4.5.2 Records relating to appointment of school captains and prefects.

PERMANENT • Registers of school captains and prefects

4.5.3 Records relating to the appointment of dux.

PERMANENT

4.5.4 Lists and summaries of recipients of various academic awards.

PERMANENT

4.6 Behaviour/Discipline The activities associated with student behaviour management.

4.6.1 Records of policies created at the individual school level relating to student behaviour and/or discipline.

PERMANENT

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Item No.




FUNCTION 4: STUDENT MANAGEMENT 4.6.2 Records of significant events, cases,

activities or vandalism, which may include student suspensions or expulsions.



• Records of school contact & correspondence with parties involved including external agencies

• Behavioural plans • Review panel reports • Expulsion reports • EDSAS Behavioural

Report


4.6.3 Records of significant events, cases or activities where student is prosecuted through the Court.



• Records of school contact & correspondence with parties involved including external agencies

• Behavioural plans • Court orders, statutory

declarations & associated correspondence

• Review panel reports • Expulsion reports • EDSAS Behavioural

Report


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Item No.




FUNCTION 4: STUDENT MANAGEMENT

4.6.4 Records of routine events, cases or activities.



• Records of admonitions and associated correspondence

• EDSAS Behavioural Report


4.6.5 Records relating to the provision of information concerning behaviour and discipline within the school.



• Circulars and correspondence


4.6.6 Records relating to the registration of disciplinary action or punishment.

PERMANENT • Punishment books and registers


4.6.7 Summary records relating to agreements between schools and students regarding behaviour.

PERMANENT • Temperance books • Pledge books

4.7 Boarding The activities associated with students that board at a school.

See also other entries under item 4 STUDENT MANAGEMENT

Page 75 of 86


Item No.




FUNCTION 4: STUDENT MANAGEMENT 4.7.1 Records relating to the logging in and

out of students from the Boarding House.



• Sign-in registers Highlighted to denote that these records may be required for legal proceedings. See p.4 of Introduction for further details.

4.8 Career Advice/Counselling

The activities associated with the provision of career advice, information, services and events, etc.

4.8.1 Records relating to careers counselling and advice.


student leaves school

4.8.2 Records relating to the registration of student work experience placements.

PERMANENT • Work experience register

4.8.3 Records relating to student work experience placements.



• Work experience agreement forms

• Work experience applications

• Teacher evaluation forms • Employers reports


Page 76 of 86


Item No.




FUNCTION 4: STUDENT MANAGEMENT 4.9 Cases (Pupil Record

Folders) The activities involved in maintaining personal information about individual students for a range of student management activities.

See also above item 4.3 STUDENT MANAGEMENT - Assessment/ Examination/Achievement and item 4.4 STUDENT MANAGEMENT - Attendance

4.9.1 Case files of individual indigenous students where an education program or school is specifically directed and provided to Aboriginal and Torres Strait Islander children.

PERMANENT • Pupil record folders [ED043]

• Pupil record cover sheets [ED044]

4.9.2 Cases files of individual students. TEMPORARY Retain until 31


• Pupil record folders [ED043]

• Pupil record cover sheets [ED044]


Page 77 of 86


Item No.




FUNCTION 4: STUDENT MANAGEMENT 4.10 Financial Assistance The activities associated with

providing financial assistance to individual students.

4.10.1 Records relating to provision of financial assistance to individual students.



• Applications for Government Assistance [ED003]

• School Cards

This item supersedes item 12, RDS approved 24/4/1990; item 1, RDS approved 27/8/1991. Highlighted to denote that these records may be required for legal proceedings. See p.4 of Introduction for further details.

4.10.2 Records relating to various types of travelling allowance for students.



• Applications for student travelling allowance [ED226, 227 & 228]

This item supersedes item 25, RDS approved 24/4/1990; RDS 1460. Highlighted to denote that these records may be required for legal proceedings. See p.4 of Introduction for further details.

Page 78 of 86


Item No.




FUNCTION 4: STUDENT MANAGEMENT 4.10.3 Records relating to the registration of

financial assistance provided to students.



• Register of school cards This item supersedes item 2, RDS approved 27/8/1991. Highlighted to denote that these records may be required for legal proceedings. See p.4 of Introduction for further details.

4.11 Health and Safety The activities associated with managing student health, safety, welfare and wellbeing.

See GDS 30: 14 WORK HEALTH & SAFETY for records relating to management of employee and visitor WHS

Page 79 of 86


Item No.




FUNCTION 4: STUDENT MANAGEMENT 4.11.1 Reports of student accidents, injuries

and incidents, including records held in the central reporting system and records created before commencement of the central electronic reporting system.



• School copies of Accident and hazards reports [ED155]

• School copies of Incident reports


4.11.2 Records relating to the registration of accidents, injuries, incidents or illness.



• Accident registers • First aid registers • Infectious diseases registers • Sick bay registers


4.11.3 Records relating to suspected abuse sustained at home and in which the school takes action or becomes involved.



• Reports • Correspondence with

FAYS, SAPOL, etc


Page 80 of 86


Item No.




FUNCTION 4: STUDENT MANAGEMENT 4.11.4 Records of student health and hygiene

matters created at the school level, including dental health checks, vaccinations/immunisations and administration of medication.

TEMPORARY Retain until 2023,

retention subject to a review at that date


4.11.5 Records relating to the registration of vaccinations and immunisations.

TEMPORARY Destroy 60 years after last entry

• Registers

4.11.6 Records providing summary health data relating to vaccination / immunisation programs.


action completed

Page 81 of 86


Item No.




FUNCTION 4: STUDENT MANAGEMENT 4.11.7 Records relating to a student’s

medical or psychiatric condition, including referrals, interventions, recommendations and plans.



• Medical / psychiatric reports

• Student Services Files • Guidance and Speech

Pathology • Health Management Plans • School Counsellor records

This item supersedes item 4, RDS approved 27/8/1991; item 1 of RDS 1392. Highlighted to denote that these records may be required for legal proceedings. See p.4 of Introduction for further details.

4.11.8 Records relating to the interagency referral process for individual students.



• Interagency referral process student records


Page 82 of 86


Item No.




FUNCTION 4: STUDENT MANAGEMENT 4.11.9 Records relating to the maintenance

of information to assist student management during the period of enrolment.



• Emergency contact forms/cards

• Confidential Information Cards [EG1, VG1]

• Student information forms

This item supersedes items 21 and 26, RDS approved 24/4/1990; items 7 and 8, RDS approved 27/8/1991. Highlighted to denote that these records may be required for legal proceedings. See p.4 of Introduction for further details.

4.11.10 Records created at the school level relating to preventative measures taken in the management of student health and safety.


last action

4.11.11 Copies of Central Office records relating to student health and safety, including preventative measures.

TEMPORARY Destroy 3 months after superseded

• School copies of reports held in the central reporting system

4.12 Home Schooling The activities associated with students that seek exemption to be schooled from home.


Page 83 of 86


Item No.




FUNCTION 4: STUDENT MANAGEMENT 4.12.1 Records relating to home schooling of

individuals. May include general information of the individual applicant (e.g. name, age, address, enrolled school, etc), application for exemption details, correspondence regarding approval/non-approval and attendance issues, etc.



• Home Schooling Files This item supersedes item 1, RDS 14/1998 approved 15/9/1998. Highlighted to denote that these records may be required for legal proceedings. See p.4 of Introduction for further details.

4.13 Out of School Hours Care

The activities associated with providing care facilities to students outside of school hours. Includes vacation care and pupil free days.


See also other entries under item 1 SCHOOL ADMINISTRATION/ GOVERNANCE

4.13.1 Records relating to the registration of students attending Out of School Hours Care.

PERMANENT • Sign-in books

4.13.2 Records relating to programs and activities devised and implemented for students attending Out of School Hours Care.


superseded

• Activity plans

Page 84 of 86


Item No.




FUNCTION 4: STUDENT MANAGEMENT 4.13.3 Records relating to the observation of

students. TEMPORARY Retain until 31



4.14 Special Education Programs

The activities associated with education programs specifically directed and provided to students with learning difficulties or physical disabilities.

See GDS 30: 1 ASSET/PHYSICAL RESOURCE MANAGEMENT for records relating to changes/modifications to facilities to accommodate students with disabilities See also other entries under item 4 STUDENT MANAGEMENT

Page 85 of 86


Item No.




FUNCTION 4: STUDENT MANAGEMENT 4.14.1 Records relating to the management

of individual students with learning difficulties or physical disabilities.



• Student work plans • Referrals


4.14.2 Records relating to the provision of transportation services for students with special needs.



• Verification forms Highlighted to denote that these records may be required for legal proceedings. See p.4 of Introduction for further details.

4.14.3 Records relating to the provision of off-site care including the use of respite accommodation.



• Respite Forms Highlighted to denote that these records may be required for legal proceedings. See p.4 of Introduction for further details.

4.14.4 Records relating to the observation of students.



• Observation Reports Highlighted to denote that these records may be required for legal proceedings. See p.4 of Introduction for further details.

Page 86 of 86


Documents

20160809 General Disposal Schedule No. 22 Final [email protected] GPO Box 464 ADELAIDE SA 5001 Tel (08) 8204 8791 Fax (08) 8204 8777 DX:336 General Disposal Schedule