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New Regulations in Abu Dhabi Demand Schools to Keep Comprehensive Student Records for Five Years

In a move that emphasizes transparency and the holistic development of students, the Abu Dhabi Department of Education and Knowledge (ADEK) has implemented new regulations requiring private schools to maintain detailed and organized records for every student, for a period of five years after they graduate or leave the school. The records will not only encompass academic progress but also include crucial details on student behavior and medical history.

This comprehensive approach is aimed at ensuring that schools can track and support the long-term development of students and comply with the latest educational standards. The ADEK's record-keeping policy was announced for the current academic year and will be fully enforced by the 2025–2026 academic year. It stipulates that all schools must ensure student records are updated, accurate, and accessible, serving as a reference point for a variety of future needs.

Long-Term Record Retention

One of the most notable features of this new regulation is the mandatory retention of student records for at least five years after the student leaves the institution. The policy specifically requires that graduation records be preserved indefinitely. These records, ideally stored in electronic form, will play a crucial role in enabling schools, parents, and even future institutions to track a student's educational trajectory and medical history over the years.

While the main focus of these records remains on academic performance, the policy insists on a more comprehensive approach, incorporating behavioral incidents, extracurricular activities, and medical details. These aspects of a student’s history can greatly assist in understanding their personal development, which is important not only for educational purposes but also for ensuring their well-being and providing support in future academic or professional environments.

Data Protection and Legal Compliance

Schools are under strict legal obligations to safeguard personal data when managing student records. The new policy stresses the importance of adhering to data protection regulations, which ensure that sensitive information about students is handled with care. Given the increasing role of digital records, schools are expected to implement strong cybersecurity measures to protect personal data from potential breaches or misuse.

In addition to this, the ADEK has provided clear guidelines on the minimum requirements for schools when it comes to managing student records. These include the proper categorization of data and an emphasis on maintaining accuracy and completeness across all aspects of record-keeping. It is vital that these records reflect the full scope of a student’s experience within the school system, from academic achievements to health-related information.

Categories of Required Information

The regulations specify various types of data that must be included in student records. These include:

  • Personal Information: Basic details such as the student’s name, date of birth, nationality, gender, and contact information of parents or guardians.
  • Attendance Records: A complete log of student attendance, which is essential for tracking participation and understanding any issues with student engagement.
  • Academic Progress: A detailed account of academic performance, including grades, assessments, and reports.
  • Extracurricular Involvement: Information regarding the student’s participation in sports, arts, and other non-academic activities.
  • Behavioral Records: Documentation of any behavioral issues or incidents, which can be used to evaluate and improve a student’s development.
  • Special Learning Plans: Detailed records of any learning interventions or adaptations for students with additional educational needs.
  • Medical History: Confidential and updated medical records, including any special health conditions that may affect the student’s school life.
  • Child Protection Reports: Any reports related to child protection matters, ensuring the safety and well-being of students.
  • Reports and Submissions: Copies of any official documents shared with parents, ADEK, or other relevant entities.

Focus on Medical Records

A significant aspect of the new policy concerns the establishment of individual medical records for students. These records are to be kept in accordance with the standards set by the Department of Health, and must be updated regularly. School nurses are tasked with creating and maintaining medical records for new students, particularly those enrolling in kindergarten, Grade 1, or students transferring from schools outside the UAE.

This step ensures that any medical needs are addressed proactively, especially when it comes to physical activities. Physical education teachers and coaches are required to have access to these records so they can take any necessary precautions when involving students in physical activities.

In addition to the medical records, parents are given the right to access their children’s records, but with specific limitations. They are not allowed to remove or copy records from the school, ensuring that the integrity of the information is maintained. Any requests for sharing student medical data with external parties must be approved by both the Department of Health and the parents, ensuring that privacy is always respected.

Ensuring Comprehensive Student Support

These regulations are part of a broader effort to ensure that students are not only supported academically but also in terms of their health, behavior, and overall well-being. By establishing a clear record-keeping system, ADEK aims to create a transparent, efficient, and supportive educational environment where each student’s development can be tracked and fostered across multiple dimensions. These measures are an important step forward in ensuring that schools in Abu Dhabi are equipped to deal with the diverse needs of their students, setting the stage for future educational success.

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