A clearer record boundary
Know what the schedule and export actually cover.
Back to Alternative Provision
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Alternative Provision / AP Audit and Retention
AP retention schedules and subject access planning
Student Radar helps alternative provision staff review retention categories and plan a subject access response through authorised source tools. The toolkit stores nothing, deletes nothing and is not a universal audit-event log; staff check export coverage, safeguarding holds and the next human decision.
The provision confirms its policy and disclosure decisions. This toolkit does not save a request, place a hold, delete records, run an export or send a response.
Alternative provision
Keep the next decision connected to its context
Use the AP retention schedule and subject-access planning route to find the authorised source, review export coverage and prepare the next human decision.
01
Read the period with its starting event
Check the record category’s coverage, period start, actual handling, audit description and export inclusion together. The schedule covers seventeen categories and identifies material outside its current scope.
02
Make a reviewed retention decision
Use the source record and approved policy before deciding what should happen. A period ending calls for a reviewed disposal decision, while this page provides no deletion action.
03
Follow the authorised response steps
Confirm identity, preserve records in the owning workflow, extract with the proper authority, review disclosure and record the response. The whole-provision export needs careful selection and review before disclosure.
AP Audit and Retention
Read the period with its starting event
Check the record category’s coverage, period start, actual handling, audit description and export inclusion together. The schedule covers seventeen categories and identifies material outside its current scope.
- Record type and trigger together
- Handling distinct from recommendation
- Export coverage made explicit
AP Audit and Retention
Make a reviewed retention decision
Use the source record and approved policy before deciding what should happen. A period ending calls for a reviewed disposal decision, while this page provides no deletion action.
- Current schedule version identified
- No automatic learner-record disposal
- Evidence of the decision retained separately
AP Audit and Retention
Follow the authorised response steps
Confirm identity, preserve records in the owning workflow, extract with the proper authority, review disclosure and record the response. The whole-provision export needs careful selection and review before disclosure.
- Hold and export routes remain separate
- Manifest omissions reviewed
- Confidential response record prepared
Make the record practical to use
The provision confirms its policy and disclosure decisions. This toolkit does not save a request, place a hold, delete records, run an export or send a response.
A deliberate response plan
Keep identity, timing and source steps together during the visit.
An authorised next action
Use the owning workflow for holds, extraction and evidence.
Questions about AP Audit and Retention
Can we review a retention category without deleting records?
Yes. The toolkit presents the retention schedule and review route. Reviewing a period does not store or delete records.
Can the toolkit help plan a subject access response?
Yes. Prepare the request context and follow the five response steps into the existing authorised tools, checking export coverage and safeguarding holds before acting.
Related help guides
See how to carry out these tasks in Student Radar, with step-by-step product help for the people using them.
The value of a connected school
A placement touches more than the timetable.
Provider staff use the same safeguarding and health tools as mainstream schools, and commissioning schools on Student Radar have their own side of the placement.
SafeguardingConcerns, chronology & record transfer
HealthMedical needs & medication
Commissioning schoolProvider checks & placement evidence
Alternative Provision
Context for the next step
Student RadarFollow a connection to see what it makes possible
Relevant context, with access set by each staff member’s role and responsibilities. Staff decide the response.
Safeguarding + Alternative Provision
Raise a concern from the pupil you are working with
Provider staff can raise a concern, and authorised DSLs work it on the DSL Action Board, with the chronology and record transfer in the same place. Attendance, review and timetable views shared about a named learner leave out protected record types. Staff see summaries and only the records they are separately authorised to open, and a link does not give wider access.
Explore safeguardingHealth + Alternative Provision
Check medical needs before an off-site session
Authorised staff can check medical needs, medications and healthcare plans for the young people in the provision before a session, and record first aid when something happens.
Explore healthCommissioning school + Alternative Provision
See the placement from the commissioning school’s side
Schools that commission placements keep a provider register with due-diligence checks, placement checks before, during and after the placement, and an evidence pack they can export.
Explore commissioning school
Ask to see AP Audit and Retention in the Demo School
Explore the permitted workflow with fictional school examples.