Start by clicking on "Fill out the template"
Answer a few questions and your document is created automatically.
Your document is ready! You will receive it in Word and PDF formats. You will be able to modify it.
You can choose to get help from a lawyer after filling out the document.
Last revision: 27/09/2024
Available formats: Word and PDF
Size: 1 to 2 pages
Option: Help from a lawyer
Fill out the templateA letter to request child educational records can be used by a parent or carer of a child in England and Wales. The purpose of the letter is to make a formal request for the disclosure of a child's educational records.
No. It is not mandatory to send a request of this nature in writing. A request can be made verbally. However, it can be helpful to make a written request so that:
An educational record includes information which is processed by or on behalf of the governing body or teacher of the relevant school and has originated from:
The term 'educational record' therefore covers a wide range of information. In practical terms, this will include things such as academic achievements, reports and curricular records.
The letter should only be used to request educational records. Where a parent would like to request other types of personal information about a child, they can make a subject access request. If a request is made for health information, a different type of subject access request can be used.
This document should be used by a person who has Parental Responsibility* for the child or by any person who is the child's carer.
Parental Responsibility is the legal term for the rights and responsibilities held by a parent or legal guardian of a child. A person might automatically hold Parental Responsibility, or they might acquire it via a legal process (such as a legal agreement or a court order).
If a person will be a child's carer if they are the primary carer for the child and the child lives with them.
Once completed, the letter can be signed and posted to the school. Alternatively, it can be attached to an email and sent electronically.
A parent or carer is entitled to receive the requested information within 15 school days of the school's receipt of the request. There are some limited grounds upon which a school may refuse the request. The reasoning for any such refusal should be made clear within the response provided.
The parent or carer who is making the request may wish to attach evidence that they hold Parental Responsibility for the child, or that they are the child's carer. This can be particularly useful where the person making the request feels that there has been some ambiguity about their relationship to the child or where they feel that their right to receive the information may be questioned by the school. This evidence will vary depending upon the circumstances but may include:
Ordinarily, a request for educational records should not attract a processing fee. If the school staff maintain that processing the request involves a large amount of printing or photocopying, they may ask for a small fee.
A letter to request child educational records should be sent in relation to a child who:
The document is not suitable where the request is to be made to any other type of independent (private) school, as different rules apply to those schools.
A person may wish to request educational information about a child for a range of reasons. For example, this type of request may be made where:
Schools must also ensure that the admissions register holds the names and addresses of all parents. A request can also be made within the letter for the register to be updated where the parent or carer's details have not been included within the register.
A letter to request child educational records should:
The relevant laws which relate to the disclosure and maintenance of educational records are:
The relevant definition of parent for the purposes of educational records is contained within The Education Act 1996.
The definition of Parental Responsibility will depend upon the nature of the parties' relationship to each other and the child. The provisions are contained in:
Data protection laws also apply to personal data held by schools and will also be relevant to requests for the disclosure of educational records. Those laws are:
You can choose to consult a lawyer if you need help.
The lawyer can answer your questions or help you through the process. You will be offered this option when you complete the document.
You fill out a form. The document is created before your eyes as you respond to the questions.
At the end, you receive it in Word and PDF formats. You can modify it and reuse it.
A guide to help you: How to Send a Letter
Country: United Kingdom