Policy /procedure regarding parent/guardians recording minutes of school /child plan meetings

The request was successful.

Dear Dumfries and Galloway Council,

I would like to know if you have a policy /procedure regarding audio recording of school /child plan meetings if so could you please provide a copy here:

Also what is the procedure regarding parents/guardians audio recording/Transcription of such meetings and where consent has been given that a parent/guardian requesting this be kept on their childs education file for future reference ?. What is the procedure in line with GDPR?

I note from previous discussions that Dumfries and Galloway council do not take minutes of child plan meetings as was stated by integration and inclusion manager of the council . My understanding is that parents and guardians have the right to record such meetings with consent of the third parties and what it will be used for . Therefore if a parent /guardian requests transcription to be kept on file for school records what is the procedure for that ?

Yours faithfully,

Kathleen Clow

Dumfries and Galloway Council

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FOI Unit
Dumfries and Galloway Council

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Dumfries and Galloway Council

Please find below the Council's response to your request 459970 which was received on 16/01/2020.

Details of request: I would like to know if you have a policy /procedure regarding audio recording of school /child plan meetings if so could you please provide a copy here:

Also what is the procedure regarding parents/guardians audio recording/Transcription of such meetings and where consent has been given that a parent/guardian requesting this be kept on their childs education file for future reference ?. What is the procedure in line with GDPR?

I note from previous discussions that Dumfries and Galloway council do not take minutes of child plan meetings as was stated by integration and inclusion manager of the council . My understanding is that parents and guardians have the right to record such meetings with consent of the third parties and what it will be used for . Therefore if a parent /guardian requests transcription to be kept on file for school records what is the procedure for that ?

Response:

I would like to know if you have a policy /procedure regarding audio recording of school /child plan meetings if so could you please provide a copy here:

We do not have a policy

Also what is the procedure regarding parents/guardians audio recording/Transcription of such meetings and where consent has been given that a parent/guardian requesting this be kept on their childs education file for future reference?

We do not have a procedure to cover this.

What is the procedure in line with GDPR?

In line with GDPR, a professional cannot object to an individual recording for personal use in as much as this is not covered by GDPR. We would however offer the use of Council equipment to make a recording thus allowing both parties to be given a copy. If this was not acceptable we would offer alternatives that may be suitable for both parties such as arranging for notes to be taken and circulated/agreed afterwards.

I note from previous discussions that Dumfries and Galloway council do not take minutes of child plan meetings as was stated by integration and inclusion manager of the council . My understanding is that parents and guardians have the right to record such meetings with consent of the third parties and what it will be used for . Therefore if a parent /guardian requests transcription to be kept on file for school records what is the procedure for that ?

The Child?s Plan is a record of the meeting. Within the Child?s Plan template there is a section where all significant events and changes since the assessment/last meeting before the child?s plan meeting can be summarised. In addition, the Summary of Assessment/Progress section can be used to record discussion. The template is designed to encourage brief summaries, in order to focus participants attention on the plan. There are two distinct sections in the template - one to record the view of the parent/carer and the other for the child?s views.

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If you require any further clarification, please contact us. However, if you are not satisfied with the way in which your request has been dealt with, you can request us to carry out an internal review of the decision by emailing [email address] or writing to us within 40 working days of receiving this response.

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Kind Regards

FOI Unit
Dumfries and Galloway Council

This email, from Dumfries and Galloway Council, and any files transmitted with it, is confidential and intended solely for the use of the individual or entity to whom they are addressed.

If you are not the intended recipient of this email (and any attachment) please inform the sender by return email and destroy all copies. If you are not the intended recipient or responsible for delivering it to the intended recipient, you are hereby notified that any use, disclosure, review, dissemination, distribution or reproduction of this email is strictly prohibited. Please be aware that communication by internet email is not secure as messages can be intercepted and read by someone else. Dumfries and Galloway Council do not accept liability for any loss or damage which may result from this email or any files attached. It is your responsibility to scan this email and any attachments for computer viruses or other defects.

Any email including its content may be monitored and used by the Council for reasons of security and form monitoring internal compliance with the policy on staff use. Email monitoring or blocking software may also be used.

Any email message sent or received by the Council may require to be disclosed by the Council under the provisions of the Freedom of Information (Scotland) Act 2002. For further information and to view the Council’s privacy statement please go to https://www.dumgal.gov.uk/privacy