Subject access request clarification, identity and accessibility case record

Enter the school's internal reference for this subject access request.

Record the name used for this request.

Use the date on which the school received the request.

Record the communication method so that, where possible, clarification is requested in the same format.

Select all circumstances that apply to this case.

Describe the clarification, identity information, or both that the school requested. Do not include copies of identity documents.

If clarification was requested, explain which parts of the request were unclear and what information would help identify the personal information sought. Complete where applicable.

Describe the advice or assistance offered to help the requester clarify the request.

Complete where clarification was requested.

Record the date or timeframe communicated to the requester, if one was specified.

Record the method used and whether it matched the format used for the original request where possible.

Record how the requester was told that the response clock stops from the date clarification is requested and resumes the day after a response, and, where identity information is requested, that the response timescale does not begin until the requested information is received.

Select the option that reflects what occurred. Complete where clarification or identity information was requested.

Complete where further information was needed to verify identity.

Complete where identity information was provided.

Record only the type or description of the documents or information provided. Do not retain copies in this record.

Complete where identity was verified.

Record the name or role of the person in the school who carried out the verification.

Complete where identity information was requested.

Complete where the requester told the school about a disability or a need for an adjustment, or where the school otherwise became aware of a possible need.

Record the communication or response-access needs relevant to handling this request. Include only information necessary for the case.

Describe adjustments made or considered, such as communication by telephone, large print, audio, email or Braille, and how they were suited to the individual's needs.

Complete where an accessibility need was indicated and communication took place.

Select all that apply. Deal with each request separately, while recording any common identity or authority steps in this case record.

Record the reference or location of the separate handling record, where applicable.

Record dates, communication methods, reminders, further assistance offered, responses received, and any accommodation for complexity or accessibility needs.

Complete if contact or follow-up took place.

Complete when considering whether the request may be closed because no clarification response has been received.

Explain why the proposed next step is proportionate, taking account of the likely complexity of the request, any accessibility considerations, the assistance offered, the time allowed, and the communications attempted.

Select the current position. Do not select closure unless the proportionality assessment and relevant follow-up details have been recorded.

Record the date on which the current case decision was made.

Record the person or role responsible for the current decision.

Record how and when the decision was communicated to the requester, if it has been communicated.

Select only if this record contains notes about identity documents or information rather than copies of those documents.

• Tick when complete