School operations

Reporting Student Achievement and Progress Foundation to 10

Records management

Student reports must be kept for identified time periods.

Schools should have a system for managing their electronic and hardcopy records to ensure the:

  • authenticity
  • security
  • reliability and
  • accessibility of these records.

Where public records are stored with an online service – for example:

  • services that provide virtual spaces, and
  • portals through which
    • information can be stored and shared, and
    • transactions between schools and parents/carers can be recorded, for example, cloud technologies.

a school must be able to access those records during the retention period.

Student reports must be kept for the following time periods:

  • Prep to Year 8 (all reports): 6 years after student departure
  • Year 9 to 12 reports – excluding final report: 30 years after student departure
  • Year 9 to 12 reports – final report: A permanent record – must be kept in the school until a transfer to the Public Record Office Victoria is arranged by the department.

For further information on records management in schools, refer to Records Management — School Records.

Guidance chapter outlining record keeping requirements for student reports

Reviewed 15 March 2022

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