Subject access request case and disclosure decision record

Use the school's case reference format.

Record the name or role of the person responsible for coordinating this case.

Record the date on which the school received the subject access request.

Select all applicable channels.

Describe the request accurately, including the people, records, subjects and time periods covered.

Select the relationship relevant to the request.

Record the name of the person whose personal data is requested.

Record the name of the person who submitted the request.

If the requester is acting for a child or another person, clarify authority before responding where authority or representation is unclear. Record the evidence relied on in the rationale field.

Record the checks completed, evidence considered, clarification requested and any unresolved issue. Complete where the requester is not the data subject or authority is relevant.

Record the status for deadline calculation. A school closure does not create a school-holiday extension to the normal response period.

Calculate and record the applicable deadline. Do not add a school-holiday extension solely because the school was closed.

Complete only where an extension is relevant. Record the reason, decision-maker and communications in the rationale field.

Complete if an extension was considered or applied. Explain the case-specific basis, dates, decision-maker and what was communicated to the requester. Be as transparent as possible, subject to any applicable restriction.

Complete when the response and any follow-up actions are complete.

Select all categories searched or assessed.

Describe the systems, locations, date ranges, custodians and search terms used, including any unsuccessful searches.

Record the steps taken to preserve potentially responsive information. Do not alter, block, erase, destroy or conceal information to prevent disclosure.

Record controls applied, relevant retention arrangements, issues identified and escalation or remedial action.

Do not charge a fee as a general practice for an education-information subject access request. Complete the fee rationale if a fee is considered or charged.

Complete only if a fee was charged or is proposed. Record the amount in the school's currency.

Complete if a fee was considered, charged or proposed. Explain the case-specific basis, evidence, decision-maker and communication to the requester.

Consider third-party information before disclosing education information.

Complete where third-party personal information is present or potentially present.

Identify the relevant information, people affected, consultation or consent considered, disclosure decision and redaction or withholding rationale.

Complete the assessment where disclosure would need to be considered against the serious-harm test.

Complete where relevant. Record the information assessed, people potentially affected, evidence, decision-maker, scope of any withholding and what could be explained to the requester.

Do not require a person to make a subject access request where another lawful route is appropriate. Complete only where relevant to the information sought.

Explain why the route was relevant, what information it covers, whether the SAR was still processed, and what was communicated. Do not state that a requester was required to make a SAR for information that should be accessed through another route.

Select the decision that applies after completing the relevant assessments.

Complete where information was redacted, excluded or withheld. Identify the material and scope without unnecessarily reproducing sensitive information.

Record the case-specific reasoning, evidence, decision-maker, scope of the decision and any relevant limitation on explaining the decision to the requester.

Record the name or role of the person who approved the disclosure or withholding decision.

Complete when the final response was issued.

Select all methods used.

Summarise what was disclosed, redacted, withheld or signposted, including any explanation of decisions, clarification requests, extension communications and delivery details.

List the retained request, identity or authority evidence, search log, decision record, redaction schedule, correspondence, disclosure copy and delivery evidence, with their approved storage locations.

Record any unresolved action, owner and target date. Enter none if no follow-up is required.

Confirm that the relevant sections have been completed, supporting evidence has been retained and the final decision has been reviewed.

• Tick when complete