POLICY ON THE RETENTION AND DISPOSAL OF SUMMATIVE EVALUATION RECORDS
I. Policy Statement
St. Mary’s Academy of Pasay City shall retain and dispose of Summative Evaluation Records in compliance with DepEd regulations and the Data Privacy Act of 2012.
The School shall safeguard the confidentiality, integrity, and availability of learner records, and shall ensure transparency, accountability, and responsible stewardship in records management.
II. Purpose
This policy shall:
1. Define the retention period of Summative Evaluation Records.
2. Prescribe secure disposal procedures.
3. Ensure compliance with DepEd and data privacy regulations.
4. Standardize records management across departments.
5. Protect learners’ sensitive personal information.
III. Scope
This policy shall apply to all Summative Evaluation Records and supporting academic documents maintained by St. Mary’s Academy of Pasay City. This policy shall cover administrators, faculty members, academic coordinators, and staff entrusted with records management.
IV. Definitions
1. Summative Evaluation Records shall refer to consolidated grading sheets, final reports, and other official documents that summarize learners’ cumulative performance.
2. Retention Period shall refer to the prescribed duration for keeping records before disposal.
3. Disposal shall refer to the secure destruction of records through shredding or other approved methods.
V. Policy Provisions
1. Retention of Summative Evaluation Records
1.1 The School shall retain Summative Evaluation Records for five (5) years from the date of issuance, in compliance with DepEd Order No. 11, s. 2018.
1.2 The Principal shall ensure that Summative Evaluation Records are securely stored to prevent loss, alteration, or unauthorized access.
2. Retention of Supporting and Working Academic Records
2.1 The School shall retain supporting and working academic records in accordance with the following schedule:
Type of Record | Retention Period | Reference |
Permanent Student Records (Form 137 and Form 138) | Shall be retained permanently | DepEd Order No. 72, s. 2012 |
Quarterly Assessment Results | Shall be retained until the end of the current school year and shall be disposed of during the summer term | Common school practice |
Long Test Results | Shall be retained until the end of the current school year and shall be disposed of during the summer term | Common school practice |
Dirty Class Records (working copies and computation sheets) | Shall be retained until the end of the current school year | Common school practice |
Formative Assessments (quizzes, seatwork, minor evaluations) | Shall be retained until the end of the grading period | Common school practice |
Attendance Records | Shall be retained for one (1) year | Common school practice |
Behavioral and Conduct Records | Shall be retained for a minimum of two (2) years, or longer as necessary | Best practice / parental request |
3. Retention Extension
3.1 The Principal shall suspend the prescribed retention period if a record is subject to dispute, complaint, audit, verification, or legal inquiry.
3.2 The Academic Affairs Office shall retain such records securely until resolution and clearance are issued.
4. Disposal Procedures
4.1 The Academic Coordinators shall supervise the secure disposal of Summative Evaluation Records and supporting documents beyond their retention period.
4.2 The School shall destroy records through shredding or other approved methods in compliance with RA 10173 and DepEd regulations.
4.3 The Academic Coordinators shall record disposal activities in a logbook and shall endorse the report to the Principal for final approval by the Directress.
VI. Roles and Responsibilities
1. School Directress shall approve all policies and shall exercise oversight over records retention and disposal.
2. Principal shall supervise the implementation of this policy and shall ensure compliance with DepEd and RA 10173.
3. Academic Coordinators shall enforce retention schedules, supervise disposal, and submit compliance reports.
4. Faculty Members and Staff shall submit grading sheets and supporting documents, and shall handle records with confidentiality and integrity.
VII. Monitoring and Evaluation
1. The Academic Affairs Office shall audit the implementation of this policy annually.
2. The School shall maintain a Records Inventory, Disposal Logbook, and Audit Reports as evidence of compliance.
3. The Principal shall evaluate the results of audits and shall recommend improvements to the Administrative Council.
VIII. Inquiries and Clarifications
Stakeholders shall address all inquiries regarding this policy to the Principal through the Academic Coordinators’ Office.
IX. References
DepEd Order No. 11, s. 2018 – Guidelines on the Preparation and Checking of School Forms
DepEd Order No. 72, s. 2012 – Permanent Records Management
Republic Act No. 10173 – Data Privacy Act of 2012