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.