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Abu Dhabi Schools Now Obliged to Keep Detailed Student Records for Five Years

In an important policy shift, Abu Dhabi's Department of Education and Knowledge (ADEK) has announced a new mandate requiring private schools to keep detailed, comprehensive records of their students for a minimum of five years after they leave the school. These records, which must be maintained electronically, will not only track a student's academic performance but will also include behavioral incidents, medical histories, and other vital information.

The policy, which will be fully implemented by the start of the 2025–2026 academic year, aims to enhance the quality of education in the emirate by ensuring schools have a clear understanding of each student’s background and progress. This approach goes beyond simply recording grades and attendance, encompassing a broad spectrum of data that can provide valuable insights into a student’s overall development.

Comprehensive Record-Keeping for Long-Term Support

The key to this new policy is the long-term storage of student records, which must be kept for at least five years after a student leaves the school. Graduation records, which hold significant value for both academic and administrative purposes, must be retained permanently. The records should be stored in an electronic format to facilitate easy access and ensure their longevity.

This policy ensures that both educational institutions and families have access to detailed information about a student’s entire school experience. Such comprehensive records can be instrumental in providing insights into how a student has developed over time, both academically and personally. This can be particularly useful for future institutions, employers, or even healthcare providers, who may require a detailed history of a student’s background.

Adherence to Data Protection Laws

In light of the sensitive nature of the data involved, the ADEK’s policy requires that schools strictly adhere to data protection laws when storing and managing student information. These regulations ensure that personal details, medical records, and behavioral data are safeguarded from unauthorized access or misuse. Schools are expected to implement high-level security measures, including encryption and regular audits, to protect the data they manage.

Schools must also comply with ADEK’s specific guidelines for the categorization and handling of student records. Accurate, clear, and complete documentation is essential, as these records must be maintained over an extended period. This mandate will help to streamline administrative processes and ensure that schools are in compliance with both educational and legal standards.

Required Categories of Student Information

To ensure that all relevant data is captured, the policy outlines specific categories of information that must be included in each student’s record:

  • Personal Data: This includes the student’s full name, gender, nationality, contact information, and details about their parent or guardian.
  • Attendance and Absenteeism: Detailed records of student attendance are required, which help schools identify any patterns of absence or disengagement.
  • Academic Records: A comprehensive record of the student’s academic achievements, including grades, assessments, and performance reports.
  • Extracurricular Activities: Schools are also required to track student participation in extracurricular activities such as sports, arts, and clubs, noting any achievements or milestones.
  • Behavioral History: Documentation of behavioral incidents, both positive and negative, which can help schools understand and address any underlying issues.
  • Learning Plans: Specific records regarding any special learning needs, such as individualized education plans (IEPs) for students who need additional support.
  • Health and Medical Information: Confidential medical records, which are critical for understanding the student’s physical well-being and any potential conditions that could affect their schooling.
  • Reports Submitted: Copies of any reports provided to parents, ADEK, or other entities containing student information.

Medical Record-Keeping Standards

In addition to academic and behavioral information, the new policy places significant emphasis on medical records. These records must be kept in accordance with the Department of Health’s standards, ensuring that they are both detailed and updated regularly. School nurses will be responsible for maintaining these records, particularly for new students who may have specific medical needs or conditions that need to be monitored.

Schools must also allow parents to access their child’s medical records upon request, although the records cannot be copied or removed from the school’s premises. This ensures that the information is kept secure while still being accessible when needed.

Promoting a Holistic Approach to Education

Ultimately, the ADEK’s policy reflects a broader vision of education, where the focus is not just on academic success but also on fostering the overall well-being of students. By maintaining detailed records that encompass a wide range of factors, from academic performance to health and behavior, schools can provide more personalized and effective support to each student. This policy marks a step forward in ensuring that Abu Dhabi’s schools are better equipped to meet the diverse needs of their students, helping them thrive both in and out of the classroom.