HomeMy WebLinkAboutPR 635 FIN - Student Enrolment_Attend Rec Ret Guidelines
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PROCEDURE PR.635.FIN
TITLE: STUDENT ENROLMENT AND ATTENDANCE RECORD
RETENTION GUIDELINES
Date issued: 21 November 2001
Last revised: 10 September 2019
Authorization: Senior Staff: 02 October 2002
1.0 OBJECTIVE
To provide specific guidelines for the retention of student enrolment and attendance records as
required by provincial legislation.
2.0 RESPONSIBILITY
School 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 in the school for verification and/or audit of provincial legislative grants received
for school funding.
3.2 The detailed procedures outlined in the Student Enrolment and Attendance Record
Retention Guidelines (Appendix A) for retention and storage of school records must be
carried out in the following areas:
(a) September Records;
(b) October School OnSIS submission;
(c) March School OnSIS submission;
(d) June School OnSIS Submission; and
(e) June Monthly Enrolment Register Summaries and Daily Attendance Records.
4.0 APPENDICES
Appendix A: Student Enrolment and Attendance Record Retention Guidelines – Record
Retention for Audit Purposes.
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Appendix B: Elementary Audit Box Checklist
Appendix C: Secondary Audit Box Checklist
Appendix D: OCDSB 967, Referral to Attendance Counsellor
5.0 REFERENCE DOCUMENTS
Education Act, 2017, ss 33, 36, 49
Enrolment Registers Instructions for Elementary & Secondary Schools, Ministry of Education
Ontario Student Record (OSR) Guidelines 2000, Ministry of Education
Board Policy P.088 FIN: Admission of Students to Schools
Board Procedure PR.601.FIN: Admission of Students to Schools
Board Procedure PR.559.SES: Home Instruction
Board Procedure PR.508.CUR, Supervised Alternative Learning