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Documents held by the Department of Education and Training

Due to the size and complexity of the Department, a large number of documents are held at various locations. These documents include:

School records contain administrative and educational information relating to the school and students. These records are held by the school and include:

annual operational plan
financial records
playground equipment inspections register
register of duty performed (supply teachers)
instrumental music instructors' timebook
logbook of emergency evacuation drills
official letters, memoranda and reports and necessary duplicates of returns
reports of inspections
students' files
education adjustment program records
individual education plans
individual transition plans

Parents have access rights to records about their children. These rights are explained in the Department Policy and Procedures Register (PPR), which is available at all district offices and schools or via the internet at the Policy and procedures register.

Early Childhood Education and Care is a newly established area bringing together responsibility for early education and child care services in one agency. It is aligned with the Department of Education and Training and shares the department's Corporate files.

TAFE records contain educational, training and administrative information relating to the TAFE and students. These records are held at specific TAFEs and are stored as paper based and electronic documents. The file subjects are based around key departmental functions and activities.

Central Office, regional and district offices records are stored in paper-based or electronic files created for specific subjects based on functions, located at various locations depending on the nature of the file and its access requirements.

Corporate files are organised around key departmental functions and activities including:

arts administration
community relations
curriculum provision
educational marketing
facility management
equipment and stores management
financial management
fleet management
government relations
health and safety
human resource management
information management
information communication and technology
legal services
publications
schools management
staff development
strategic management
student management and support
workforce relations.

Personnel records are maintained for all departmental employees. These records exist in electronic and paper form and contain information relating to an individual's work history including appointments, performance, leave, salary arrangements, grievances and appeals, and movements (transfers, secondments, relocations).

teachers' files, (both current and retired) including their leave records, are kept in district offices, corporate services units, Central Office or in off-site storage
personnel records of public servants (both current and retired) are kept in Central Office, regional offices or in off-site storage

Accounts records are primarily maintained by Financial Services Branch. These documents relate to:

accounts payable transactions
bank and tax reconciliations
receipting and banking of monies received in the Department
debtors including salary overpayments and other clients who make purchases from the Department
assistance to parents and non-state organisations
grant payments to government and non-government schools
correspondence relating to school financial matters

Vocational Education and Training Services generates a large number of documents that are not produced or published specifically for distribution to the public.

Corporate documents/publications
- policy documents
- budget-related publications
- departmental strategies/initiatives
Delivery-related administrative files
- forms, for example student enrolment, funding
- briefing notes and memorandums
- departmental correspondence
- training issues
Personnel files
- forms for employee-related services, for example information technology access forms, leave forms, etc.
Financial records
- departmental budgets/financial statements
- departmental financial strategies e.g. depreciation, cash management etc
- grants and payments
- direct grant funding
- contestable and strategic priority purchasing funding
- financial transaction records for clients
Client/Student records
Promotional material
- brochures/pamphlets
- information sheets and videos
Teaching and learning resources
- Contracts and agreements
  - Apprenticeships and traineeships
  - Indigenous-specific Commonwealth, funded programs
  - User Choice
  - Strategic Priority Purchasing Program
  - Memorandums of understanding with industry
  - Resource agreements
  - Public training provider delivery agreements
  - Private training provider contracts
Infrastructure related records
Matters relating to Registered Training Organisations
Non-Vocational Education and Training Strategic Purchasing information
Departmental performance reporting
TAFE Queensland course related information
Audit reports:
- internal audit reports
- external audit reports, for example registered training organisations
Workplace Health and Safety records

Each statutory body within the portfolio of the Minister for Education and Training is responsible for storing and maintaining its own records. Please refer to individual RTI sites for specific statutory bodies from 1 July 2009.

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