Student Records Policy

The Board of Directors recognizes the importance of maintaining student records and preserving their confidentiality.  All student records containing personally identifiable information shall be kept confidential at collection, storage, disclosure and destruction stages.  Student records shall be maintained by the records custodian and housed in the building administration office.  The records custodian shall assume responsibility for ensuring the confidentiality of any personally identifiable information.  The district personnel who collect or use personally identifiable information shall receive training or instruction regarding confidentiality of personally identifiable information.

Parents and eligible students shall have access to the student's records during the regular business hours of the school district.  An eligible student is a student who has reached eighteen years of age or is attending an institution of post-secondary education.  Parents of an eligible student shall be provided access to the student records only with the written permission of the eligible student.  Parents of an eligible student, who is defined by Section 152 of the Internal Revenue Code of 1954 as a dependent student, may be provided access without the written permission of the student.  It shall be presumed that a student who has not graduated from high school is a dependent of his or her parents until such time as satisfactory evidence to the contrary is presented to school officials.  Only those with the written permission of the parents or eligible student shall have access to the student records.  A representative of the parents or eligible student, who has received written permission from the parents or eligible student, may inspect and review a special education student's records.  Parents, other than parents of an eligible student, may be denied access to a student's records if the school district has a court order stating such or when the district has been advised under the appropriate laws that the parents may not access the student records.

A student record may contain information on more than one student.  Parents shall have the right to access the information relating to their student or to be informed of the information.  Eligible students shall also have the right to access the information relating to themselves or be informed of the information.

Parents and eligible students shall have a right to access the student's records upon request without unnecessary delay and in no instance more than forty-five days after the request is made.  Parents, an eligible student, or an authorized representative shall have the right to access the student's records prior to an Individual Education Program (IEP) meeting or hearing.

Copies of student records will only be provided if failure to do so would effectively prevent the parents or student from exercising the right to access the student records.  Fees for copies of the records shall be waived if it would prevent the parents or student from accessing the records.  A fee may not be charged to search or retrieve information from student records.

Upon the request of parents or an eligible student, the school district shall provide an explanation and interpretation of the student record and a list of the types and locations of student records collected, maintained or used.

If the parents or an eligible student believes the information in the student records is inaccurate, misleading, or violates the privacy or other rights of the student, the parents or an eligible student may request that the school district amend the student records.  If the school district determines an amendment shall be made to the student record, the school district shall make the amendment and inform the parents or the eligible student of the decision in writing.

If the school district refuses to amend the student record, it shall inform the parents or the eligible student of its refusal and their right to a hearing.  The parent or eligible student shall have a right to appeal the school district’s decision and shall have an administrative hearing at the district level.  A local hearing shall be conducted according to the procedures under 34 CFR§§99.22.  If the parents' and the eligible student's request to amend the student record is further denied, the parents or the eligible student shall have the opportunity to place an explanatory letter in the student record commenting on the school district's decision and setting forth the reasoning for disagreeing with the school district. 

Additions to the student's records shall become a part of the student record and be maintained like other student records.  If the school district discloses the student records, the explanation by the parents shall also be disclosed.

Student records may be disclosed in limited circumstances without parental or eligible student written permission.  This disclosure is made on the condition that the student record will not be disclosed to a third party without the written permission of the parents or the eligible student.  This disclosure may be made to the following individuals or under the following circumstances:

  • to school officials within the school district whom the superintendent has determined have a legitimate educational interest;
  • to officials of another school district in which the student wishes to enroll, provided the other school district notifies the parents the student records are being sent and the parents have an opportunity to receive a copy of the records and challenge the contents of the records;
  • to the U.S. Comptroller General, the U.S. Secretary of Education or state and local educational authorities;
  • in connection with financial aid for which the student has applied or which the student has received if the information is necessary to receive the financial aid;
  • to organizations conducting educational studies and the study does not release personally identifiable information;
  • to area education agency personnel who are regularly assigned to provide services to the specific district building;
  • to accrediting organizations;
  • to parents of a dependent student as defined in the Internal Revenue Code;
  • to comply with a court order or judicially issued subpoena, only if the district makes reasonable effort to notify the parent or eligible student of the order or subpoena in advance of compliance;
  • in connection with a health or safety emergency; or,
  • as directory information.

The superintendent shall keep a list of the individuals and their positions who are authorized to view a special education student's records without the permission of the parents or the eligible student.  This list must be available for public inspection and updated annually.

The superintendent shall also keep a list of individuals, agencies and organizations which have requested or obtained access to a student's records, the date access was given and their legitimate educational interest or purpose for which they were authorized to view the records.  This list for a student record may be accessed by the parents, the eligible student and the custodian of student records.

Permanent student records, including a student's name, address, phone number, grades, attendance record, classes attended, grade level completed and year completed may be maintained without time limitation even over parental objections.  Permanent student records must be kept in a fire-safe vault.

When personally identifiable information, other than permanent student records, no longer needs to be maintained by the school district to provide educational services to the special education student, the parents or eligible student shall be notified.  If the parents or eligible student request that the records be destroyed, the school district shall destroy the records.  Prior to the destruction of the records, the school district must inform the parents or eligible student of the reasons for which it may want the records maintained.

In the absence of parents’ or eligible students’ request to destroy the records, the school district may maintain the records indefinitely.  For federal audit, some records shall be retained for five years.

It shall be the responsibility of the superintendent to inform the employees about parents' and eligible students' rights under this policy.  Employees shall also be informed about the procedures for carrying out this policy.

It shall be the responsibility of the superintendent to annually notify parents and eligible students of their right to view the student's records.  The notice shall be given in a parents' or eligible student's native language.

Policy 505.1 Student Records Access

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