End of year reports

[pooley]

Our reports are sent home with the children, they have names, DOB etc on them.

 

IS there anything under GDPR that says this should no longer be the case or can we continue?

 

Cheers

 

Si

[elsiegee40]

Reports necessarily have the pupil’s name and very sensitive information on them.

 

Your school has to produce reports and GDPR isn’t an excuse for not doing so, so Risk Assessment is the way forward.

 

Primary age children are likely collected by an adult and the risk of loss os probably lower than with older children.

 

Putting the report in a sealed envelope, addressed to the parent, labelled “Private and Confidential” and supervising it being put in the pupil’s bag should cover you.

[bobsmith]

The question I always ask is "Is all the information I'm putting on this report neccessary?"

 

We certainly don't put DoB on them - just the student's name and form group - then their grades.

 

The "risk" if this is lost is very low - it would tell you that a student attends our school and that's about it.

 

The fact we've moved to a parental portal where they view the reports securely online has made it that much more secure.

[enjay]

What measures do you have in place to ensure Joe Bloggs in 7A doesn't get sent the report intended for Joe Bloggs in 7B or 8C?

 

After one too many "mis-envelopings", we now send our reports home via Schoolcomms.

[NeilF]

When using individual reports in SIMS we choose export to PDF. If you create separate templates for your report and any letter that you want to send with it, SIMS will create files with 'surname-forename-adno-year reportname' so with judicious naming to get them into the correct order you can then use a PDF app such as Acrobat Pro to combine these into a single large document to send to your printer.

 

We put the address details on the letter and use window envelopes so we don't have any problems with matching up docs and labels.

 

We use separate templates for reports and letters so we can upload just the report section to linked documents.

 

As long as each template produces the same number of pages for each student there should be no problems. We include blank pages to make the whole document printable when using duplex printers.