506.01AP Use of Student Records – Administrative Procedures


Administrative Regulations – Use of Student Records

The school district recognizes the importance of maintaining student records and preserving their confidentiality.

Student records are all official records, files, and data directly related to students, including all material incorporated into each student’s cumulative record folder, and intended for school use or to be available to parties outside the school or school system specifically including, but not necessarily limited to:  date; academic work completed; level of achievement (grades, standardized test scores); attendance data; scores on standardized intelligence, aptitude, and psychological tests; interest inventory result; health data; family background information; teacher or counselor ratings and observations; and verified reports of serious or recurrent behavior patterns.

Only the following individuals or under the following circumstances may a student’s records be reviewed without parental or eligible student written permission:

  • school officials within the school district whom the superintendent has determined has a legitimate educational interest;
  • officials of another school district in which the student wishes to enroll, the sending school district notifies the parents the records are being sent and the parents have an opportunity to receive a copy of the records and challenge the contents of the records;
  • the U.S. Comptroller General, the U.S. Secretary of Education or state and local educational authorities;
  • the disclosure is 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;
  • the disclosure is to organizations conducting educational studies and the study does not release personally identifiable information;
  • the information is to accrediting organizations;
  • disclosure is to parents of a dependent student as defined in the Internal Revenue Code of 1954, section 152;
  • the disclosure is to comply with a court order or judicially issued subpoena;
  • in connection with a health or safety emergency; or,
  • the information is directory information.

The superintendent shall keep, and annually update, a list of the individuals who are authorized to view a student’s records without the permission of the parents or eligible student.  The superintendent shall also keep a list of all individuals, agencies, and organizations that have requested or obtained access to a student’s educational records and their legitimate educational interest or purpose in viewing the records.

The intent of this regulation is to establish procedures for granting requests of parents for access to their child’s records, use of the data, and procedures for its transmittal within forty-five days.

It shall be the responsibility of the principal, as custodian of the current students’ records, to approve requests for access to current student records.  It shall be the responsibility of the superintendent, as custodian of former students’ records, to approve requests for access to records of students no longer attending school.

The parents or legal guardian of a student will have access to these records upon written request.  The parent or legal guardian will have the opportunity to receive an interpretation of the records, have the right to question the data, and if a difference of opinion is noted, shall be permitted to file a letter in the cumulative folder stating the dissenting person’s position.  If further challenge is made to the record, the normal appeals procedure established by school policy will be followed.  A student, eighteen years or older, has the right to determine who, outside the school system, has access to the records.

School personnel having access to student records are defined as “any person or persons under contract to the school and directly involved in working toward either the effective or cognitive goals of the school.”

Students’ educational records may be accessed during the regular business hours of the school district.  If copies of the documents are requested, a fee for such copying may be charged.

To release student records to another school(s) in which the student intends to enroll, the parents, legal guardian, or student of majority age must be notified of the transfer and the kinds of information being released.  They will receive a copy of such information if it is requested in writing, and shall have the opportunity to challenge the records as described above.

Student records may be released to official education and other government agencies only if the names and all identifying markings are removed to prevent the identification of individuals.

To release student records to other persons or agencies, written consent shall be given by the parent, legal guardian, or by a student of majority age.  This consent form will state which records shall be released, to whom they shall be released, and the reason for the release.  A copy of the specific records being sent will be made available to the person signing the release form is requested.

Student records will be furnished in compliance with judicial orders, or pursuant to any lawfully issued subpoena. The parents, legal guardian, or student of majority age will be notified in advance if at all possible.

All authorization may be disbursed by the administration following (1) proper notification of students and guardians, and (2) an opportunity for the student or guardian to request the information not be disbursed.  Any request restricting distribution will be honored.

Notice shall be provided annually by the superintendent to inform parents of their rights under this privacy act.  It shall be within the discretion of the superintendent to determine the method of notice that will inform the parents.  School district personnel shall be informed annually about parent and student rights under this policy and the procedures for carrying out the policy.

When personally identifiable records no longer need to be maintained by the school district, the parents or eligible student shall be notified.  If the parents or eligible student request that the records be destroyed, the school district must 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 they may want the records maintained.  In the absence of a parent or eligible student’s request to destroy the records, the school district may maintain the records indefinitely.   Employees shall also be informed about the procedures for carrying out this policy.

Permanent records, including a student’s name, address, phone number, attendance record, classes attended, grade level completed and year completed shall be maintained without time limitations.  Permanent records must be kept in a fire safe vault.

Request of Non-Parent for Examination and-or Copies of Student Records

Parental Authorization for Release of Student Records

Request for Hearing on Correction of Student Records

Parental Request for Examination of Student Records

Notification of Transfer of Student Records

Release of Student Records to New School

Approved:          3/22/93          Reviewed:      2/14/11            Revised:      _________

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