Student reports must be kept for identified time periods.
Schools should have a system for managing their electronic and hardcopy records to ensure the:
- 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