Contribute to maintaining pupil records
Overview
Who is this unit for?
This unit is for those who contribute to maintaining pupil records. It involves working under the direction of relevant people to contribute to maintaining individual records and the record- keeping system.
What is this unit about?
This unit is about contributing to the maintenance of pupil records by updating individual records as agreed with the teacher or other relevant person within the school, and helping to maintain the record-keeping system.
This unit contains two elements:
1. Collect and input pupil data
2. Contribute to maintaining the record-keeping system
Performance criteria
You must be able to:
Collect and input pupil data
P1 confirm your role and responsibilities for helping to maintain pupil records with relevant people
P2 confirm and clarify your understanding of the purpose and nature of the pupil records and the requirements for maintaining them
P3 obtain the information needed to update pupil records from valid and reliable sources, as agreed with the relevant people
P4 raise any concerns you have about the information with the relevant people
P5 update the pupil records at agreed time intervals
P6 ensure that your agreed contributions to pupil records are accurate, complete and up- to-date
P7 maintain confidentiality according to organisational and legal requirements
P8 report any difficulties in maintaining the relevant pupil records to the relevant people
Contribute to maintaining the record-keeping system
P9 return pupil records promptly to the correct place after use1
P10 comply with the school requirements for storage and security of pupil records at all times
P11 promptly report any actual or potential breaches to the security of pupil records to the appropriate person
P12 comply with organisational and legal requirements for confidentiality of pupil records
P13 contribute to reviewing the record-keeping system when required P14 make suggestions for improving the record-keeping system to the
appropriate person
1 Returning pupil records to the correct place after use includes using the correct filing protocols for electronic records
Knowledge and Understanding
You need to know and understand:
K1 the school's record-keeping policy, including confidentiality requirements K2 the range, nature and purpose of pupil records kept by the school
K3 the roles and responsibilities within the school for maintaining pupil records
K4 that different types of information exist (e.g. confidential information, personal data and sensitive personal data) and appreciate the implications of those differences
K5 the sorts of information included in the different types of record that you contribute to and where this information can be found
K6 what information to record, how long to keep it, how to dispose of records correctly and when to feedback or follow up
K7 how to collate relevant information about pupils either by completing paperwork or using information and communication technology (ICT) skills
K8 the importance of updating records on a regular basis and the frequency of updating needed for different types of record that you contribute to
K9 the importance of checking the validity and reliability of information and how to do this
K10 how to identify gaps in information and what action to take in relation to gaps in information
K11 the sorts of information which may indicate potential problems with individual pupils, e.g. frequent absences or late arrival at school and/or lessons
K12 how to assess the relevance and status of information (e.g. whether it is observation or opinion) and to pass it on when appropriate
K13 the importance of sharing information, how it can help and the dangers of not doing so
K14 who to share information with and when
K15 the basic principles underpinning current legislation and the common law duty of confidentiality and any legislation which specifically restricts the disclosure of certain information
K16 that the Data Protection Act can be a tool to enable and encourage information sharing
K17 that consent is not always necessary to share information. Even where information is confidential in nature, it may be shared without consent in certain circumstances (e.g. where the child is at risk of harm or there is a legal obligation to disclose)
K18 the difference between permissive statutory gateways (where a provision permits the sharing of information) and mandatory statutory gateways (where a provision places a duty upon a person to share information)
and their implications for sharing information
K19 the record-keeping system(s) and procedures used within the school, including the storage and security of pupil records
K20 the importance of reviewing the effectiveness of the record-keeping system and how you contribute to this
Scope/range
Scope Performance
Scope Knowledge
Values
Behaviours
Skills
Glossary
Concerns
any issues arising that you are unable to resolve in relation to:
1. the validity of information
2. the reliability of information
3. the sufficiency of information
4. the wider implications of the information (e.g. attendance patterns, child protection concerns)
Confidentiality
only providing information or access to records to those who are authorised to have it
Pupil records
the information about pupils that is recorded and stored by the school, such as:
1. activity records, e.g. in relation to programmes of study, schemes of work, project plans, pupil assignments
2. assessment records
3. pupil progress records and reports
4. out-of-school activities, e.g. educational visits, work experience
5. registers, e.g. for attendance, school meals
Record-keeping system
the system for updating, filing, storing and accessing pupil records. Record- keeping systems may be class-based, department-based and/or school management information systems. The system(s) used may be paper-based or electronic
Relevant people
people with or for whom you work in maintaining pupil records. This includes,
e.g. teachers, heads of subjects/year groups, special educational needs coordinator, programme coordinator, senior manager and/or office staff