HomeMy WebLinkAboutPR 647 CUR - Continuing Education Record Retention
-1- PR.647.CUR
PROCEDURE PR.647.CUR
TITLE: CONTINUING EDUCATION RECORD RETENTION
Date issued: 11 January 2006
Last revised:
Authorization: Senior Staff: 13 December 2005
1.0 OBJECTIVE
To provide the process to be followed for the completion and retention of continuing education
student enrolment and attendance records as required by provincial legislation for funding
purposes.
2.0 RESPONSIBILITY
Continuing Education Principal
3.0 PROCEDURES
3.1 The principal will ensure that accurate records of student enrolment and attendance,
including pupil registers and attendance records, are established, maintained, and
retained for verification and/or audit of provincial legislative grants received for funding .
3.2 The procedures outlined in the Continuing Education Record Retention (Attachment 1)
for retention and storage of school records will be followed. The procedure covers the
area of:
a) Registers;
b) Course List for Grant Purposes; and
c) Grant Summary
4.0 APPENDICES
Attachment 1: Continuing Education Record Retention - Record Retention for Audit Purposes.
5.0 REFERENCE DOCUMENTS
Education Act, 2004, Ontario Regulation 285 – Continuing Education
Continuing Education: Adult Basic Education Register, Ministry of Education
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Continuing Education: Register of Enrolment in Adult Credit Course, Ministry of Education
Continuing Education: Register of Enrolment in Correspondence Self-Study Course, Ministry of
Education
Continuing Education: Register of Enrolment in Literacy and Numeracy Program, Ministry of
Education
Continuing Education: Register of Enrolment in International Language Program, Ministry of
Education
Continuing Education: Summer School Register, Ministry of Education
Ontario Student Record (OSR) Guidelines, Ministry of Education
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Appendix 1:Attachment 1
PR.647.CUR
Continuing Education
Record Retention
Record Retention for
Audit Purposes
A supplement to the Ministry of Education Guidelines
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Appendix 1: Attachment 1
PR.647.CUR
Continuing Education
Record Retention
Record Retention for Audit Purposes
A supplement to the Ministry of Education guidelines
WHO
Responsibility
Education Act Section 265(1): Duties of a Principal. It is the duty of a principal to:
(a) register pupils and record attendance – register the pupils and to ensure that the
attendance of pupils for every school day is recorded either in the register supplied
by the Minister in accordance with the instructions contained therein or in such other
manner as is approved by the Minister.
(b) pupil records – in accordance with this Act, the regulations and the guidelines issued
by the Minister, to collect information for inclusion in a record in respect of each pupil
enrolled in the school and to establish, maintain, RETAIN, transfer and dispose of the
record;
WHY
(a) To provide readily accessible information which will clearly outline the information
required to be kept by the Continuing Education department in the event that the
program’s enrolment requires to be audited, reconstructed or verified.
(b) To be prepared for Ministry of Education audits. Regulation 298 Duties of Principals
Section 11. (3) In addition to the duties under the Act and those assigned by the board,
the principal of a school shall, except where the principal has arranged otherwise under
subsection 26 (3). (p) provide the Minister or to a person designated by the Minister any
information that may be required concerning the instructional program, operation or
administration of the school and inform the appropriate supervisory officer of the
request.
(c) To clarify the types of records that should be kept in order to meet the Ministry’s
requirements; Enrolment Registers – Retention of Registers – The Ministry of
Education requires that, for audit purposes, the printed -out copies of the current year’s
register and the registers for the previous school year be retained. The OCDSB
requires these records to be retained for the previous three (3) years.
HOW
Method of Retention
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The records should be kept in a box/binder, clearly labeled with the school year, program heading
and retention period (3 years).
Example only:
Program Name
Enrolment Records
2005-2006 School Year
Do not destroy until September 2008
Binder 1 of x
WHAT
Items to include in each binder:
(a) A copy of this procedure
(b) Pupil registration forms
(c) Registers for each program offered at each site
(d) Course List for Grant Purposes for each program at each site
(e) Compilation Course List for Grant Purposes for each program
(f) Grant Summary
(g) Any other documents, that the principal or delegate responsible for enrolment,
designate to be kept.
Only Ministry of Education generated Registers and Course Lists are to be used. These can be
downloaded from the Ministry of Education website along with instructions on completing the forms.
The forms can be loaded into Excel spreadsheet programs but the format must remain the same.
A Course List for Grant Purposes shall be prepared for each program at each site and placed in the
binder in front of the registers to which it refers.
Registers are to be stored in a binder in the same order that they appear on the Course List for Grant
Purposes.
A compilation list for all locations for each program showing the totals only from each individual site’s
course list shall be prepared and placed at the front of the binder for each program.
Each program shall be stored in a separate binder. Only programs that use the same type of register
(e.g. Adult Basic Education register) should be stored in the same binder.
Each binder of registers shall be labeled on the spine indicating the program, the term, and the year.
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WEB SITES
All registers are accessible from the Ministry of Education’s Web site at the following address:
http://www.edu.gov.on.ca/eng/document/forms/enrol/enrol.html
The Ontario Student Record (OSR) Guideline, 2000 is available at the following address:
http://www.edu.gov.on.ca/eng/document/curricul/osr/osr.html
The School Year Calendar is available at the following address:
http://www.edu.gov.on.ca/eng/general/list/calendar/holidaye.html