"Pupil record" is defined as information, excluding the contents of a Record of Needs, which relates to the school education of any present or former pupil; and originated from or was supplied by:
- a teacher
- other education authority employee
- the pupil
- the pupil's parent.
The Education (Pupil Records) (Scotland) Regulations 2003 in force from 5 January 2004 restore the right of parents to access their children's pupil records on submission of a written request. Parents can complete the request form (available under ‘Online Tools’ on the right), or a submit a letter or email giving sufficient information to identify the pupil. It might be helpful for school staff to assist a parent to make a written request when necessary.
Sight of a pupil record, or a copy, depending on the wishes of the parent, will be provided by the school within 15 school days of receiving the written request. The Council has not set a fee for this.
When complying with a request for access to a pupil record, the school will not disclose information:
- likely to cause significant distress or harm to the pupil or any other person;
- which is sensitive personal information
- as to whether a pupil is or has been the subject of or may be at risk of child abuse where it would not be in the best interests of the pupil;
- provided by the principal reporter for the purposes of a children's hearing;
- in a confidential reference given or to be given for the purpose of education, training or employment of the pupil.
Parents can request that factual errors in a record are rectified or erased. They should specify in writing:
- what detail is wrong
- why it is incorrect
- how it should be corrected or what should be erased.
If the record is incorrect, the school will:
- rectify or erase it
- give the parent a copy of the amended version
Otherwise the school should say why the record is believed to be correct.
Where a pupil transfers to a non-West Lothian Council school, the donor school will, on request, pass a copy of the pupil record (PPR) to the receiving school within 15 school days of the request. The donor school will retain the original.
For transfers within West Lothian, the PPR will be passed to the receiving school.
A pupil record is to be preserved for five years following the pupil's last secondary school attendance. Records held in respect of pupils who have transferred outwith West Lothian are to be preserved for five years beyond the date on which the pupil is due to reach school leaving age.
Frequently Asked Questions
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Pupil progress reports are kept with your child's records and passed on to other class teachers and then the secondary school your child will attend. This allows teachers to quickly understand strengths and weaknesses of pupils and to help pupil learning.
Forms are usually sent to parents around April/May each year giving details of how their child is progressing at school. Schools will, of course, contact parents should any specific difficulties be found at any time.
School reports are timed to be followed up by a parent/teacher interview evening. However, as time is usually limited on these evenings, you should contact the school directly if you have any concerns that may require more detailed discussion. The reports also give you the option to write to the school if you have any queries.