RETENTION AND DISPOSAL OF SUMMATIVE EVALUATION RECORDS
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Policy Statement:
St. Mary’s Academy of Guagua, Pampanga has established a structured policy for managing Summative Evaluation Records. This policy safeguards the confidentiality, integrity, and availability of learner records, and shall ensure transparency, accountability, and responsible stewardship in records management.
Purpose:
This policy shall:
1. Define the retention period of Summative Evaluation Records
2. Prescribe secure disposal procedures.
3. Ensure compliance with DepEd and data privacy regulations.
4. Standardize records management across departments.
5. Protect learners’ sensitive personal information.
Coverage:
This policy shall apply to all summative evaluation records and related academic records, whether in physical or electronic format, including but not limited to final grading sheets, consolidated grade reports, and other supporting academic documents. It covers academic coordinator, subject area coordinators, faculty members, prefect of students, and staff involved in the creation, handling, storage, and management of academic records.
Definition of Terms
1. Summative Evaluation Records- Official records reflecting learners’ final academic performance for a grading period or school year.
2. Supporting Academic Records- Documents used to substantiate summative results, including assessments, attendance, and conduct records.
3. Retention Period- The length of time records must be securely kept before disposal. It shall be retained for a period of five (5) years from the date of issuance.
4. Disposal- The authorized destruction of records after the retention period, ensuring data cannot be reconstructed or retrieved through shredding or other approved methods.
Record Retention Policy
The school shall retain supporting and working academic records in accordance with the following schedule:
Retention Extensions
a. The principal shall suspend the prescribed retention period if a record is subject to dispute, complaint, audit, verification, or legal inquiry.
b. The Academic Coordinator shall retain such records securely until resolution and clearance are issued.
Disposal Procedures
a. The Academic Coordinators shall supervise the secure disposal of Summative Evaluation Records and supporting documents beyond their retention period.
b. The school shall destroy records through shredding or other approved methods in compliance with RA 10173 and DepEd regulations.
c. The Academic Coordinator shall record disposal activities in a logbook and shall endorse the report to the principal for final approval by the Directress.
Roles and Responsibilities
a. School Directress shall approve all policies and shall exercise oversight over records retention and disposal.
b. Principal /Assistant Principal shall oversee the implementation of this policy and shall ensure compliance with applicable laws and DepEd issuances.
c. Academic Coordinators shall enforce retention schedules, supervise disposal, and submit compliance and monitoring reports.
d. Faculty and Staff shall submit grading sheets and supporting documents and shall manage records with confidentiality and integrity.
Monitoring and Evaluation
a. The Academic Coordinator’s Office shall conduct annual audits to assess compliance of this policy.
b. The school shall maintain a Records Inventory, Disposal Logbook, and Audit Reports as evidence of compliance.
c. The principal shall evaluate the results of audits and shall recommend improvements to the Administrative Council.
Inquiries and Clarifications
Stakeholders shall address all inquiries regarding this policy to the Principal through the Academic Coordinators’ Office.
Reference Regulations
a. DepEd Order No. 11, s. 2018- Guidelines on the preparation and management of school forms
b. DepEd Order No. 72, s. 2012- Policies on permanent student records management
c. Republic Act No. 10173- Data Privacy Act of 2012
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