ST ALOYSIUS' COLLEGE
SCHOOL HANDBOOK

PUPIL RECORDS and REFERENCES

Pupil records

Each pupil's personal file contains copies of reports, exam results, letters, medical and personal information supplied by parents, pupil achievements and awards, and a record of any disciplinary action taken against the pupil. Key information is also stored on the school's computer database. The school aims to ensure that the information it keeps is accurate, fair and relevant and will be pleased to correct anything that is inaccurate or misleading.

The Data Protection Act 1998 gives pupils, and their parents if the pupil is under 16, access to the personal pupil record. Requests to inspect the pupil's file or entry on the computer database should be made to the Housemaster (or Head of Section in the Junior School). Access to files is carried out on school premises and under the supervision of senior staff.

References

References (including the UCAS reference for university application) are likewise open to scrutiny and so the school has a policy of formally agreeing the content of references with the pupil concerned (and also the parents if the pupil is under 16). If a pupil does not agree with what is written in the reference, changes may be negotiated. It would be unreasonable, however, for a teacher to be expected to include or omit details that s/he felt made the reference unreliable. In such a case it would be quite proper for the teacher to decline to write the reference.

It is worth noting that, in communicating information and assessments of character to outside agencies, the College always aims to present the best of the child.

Disputes over references are to be referred to the Depute Head Master.