Policy Title: Permanent Records
Code No.: 645
Information about students that is collected and stored by the district personnel shall be separated into one of the following three classifications:
A. Administrative Records—This classification shall include the permanent record card and cumulative folder. The permanent record card shall include identifying data, name, gender, birth date, race, place of birth, names, addresses, and academic work completed, grades, attendance records, withdrawal and re-entry records, extra-curricular activities, date of graduation, class rank, and follow-up records. Cumulative folders shall include all the above data plus supplementary records. These records include verified information that is important in operating the educational system but is of a more sensitive nature and of less historical importance. It includes:
Test data such as scores on standardized achievement, aptitude, and intelligence tests.
Observational data such as systematically gathered teacher or counselor evaluations and observations of social and personal assets, clinical findings, and verified reports of serious or recurrent deviant behavior patterns.
General data such as health data, family background information, and educational and vocational plans.
B. Tentative Records—This classification includes potentially useful information not yet verified or clearly needed beyond the immediate present, including unevaluated reports of teachers, counselors, and other personnel, which may be needed in ongoing investigations and disciplinary or counseling actions. This record must be maintained separately from permanent and supplementary records in order that its unverified contents are protected from unauthorized use. Such data must be reviewed and destroyed as soon as its immediate usefulness is ended, or transferred to the cumulative folder.
C. Confidential Communications—Two other forms of information may exist but not as part of a student’s records:
Confidential communications with certified guidance counselors. Communications between a student and a certified guidance counselor are confidential, and shall be kept in a separate file in the custody of the certified guidance counselor, and shall not be disclosed, except if the right of confidentiality is lawfully waived.
Communications in private confidence. It is recognized that in some instances professionals working in the school may maintain confidential files containing notes, transcripts of interviews, clinical diagnoses, and other memory aids for their own use in counseling students. Administrative records shall be permanent and shall be maintained by the school for an indefinite period. When the student graduates, supplementary records shall be destroyed or shall be transferred to the administrative records if they have permanent usefulness. Tentative records may be placed in the supplementary classification if the continual usefulness of the information is demonstrated and its validity verified.
To eliminate unnecessary outdated information, a student’s records shall be reviewed, at a minimum, when the student moves from elementary to middle school, from middle school to high school, and when the student graduates.
Section II—Dissemination of student records
A. School Officials—The district will not, without the written consent of either the parents/guardians or the student, if the student is eighteen or older, release student records to school officials who have a legitimate educational interest in examining the information or to officials of other schools or school systems in which the student intends to enroll.
B. Parents/Guardians—A student's parents/guardians who have legal custody may have access to permanent and supplementary records at reasonable times. Parents/guardians are also entitled to see tentative records. If a student is eighteen years of age, the parents’/guardians' access to records is subject to the student’s written consent.
C. Students—A student who has reached the age of eighteen may examine his/her records at reasonable times. For purposes of this policy, whenever a student has attained eighteen years of age, the permission or consent required of and the rights accorded to the parents/guardians of the student shall thereafter only be required of and accorded to the student.
D. Interpretation—A school official competent in interpreting student records shall be present to explain the meaning and implications of the records that are examined.
E. Objections—The parents/guardians shall have the right to make written objections to any information contained in the records. Any written objection shall be signed by the parents/guardians and dated, and it shall become part of the student’s supplementary records.
Permanent Records Code No. 645 Pg. 2
Parents/guardians shall have an opportunity for a hearing to challenge the content of school records to ensure that the records are not inaccurate, misleading, or otherwise in violation of the privacy of other rights of students and to provide an opportunity for the correction or deletion of any such inaccurate, misleading, or otherwise inappropriate data contained herein.
F. Other Persons—School officials shall not furnish, in any form, any personal or identifiable information contained in personal school records to any person other than those heretofore listed unless:
There is written consent from the student’s parents/guardians specifying records to be released, the reasons for such releases, and to whom, and with a copy of the records to be released to the student’s parents/guardians and the student if desired by the parent/guardian; or
Such information is furnished in compliance with judicial order or pursuant to any lawfully issued subpoena, upon condition that parents/guardians and the students are notified of all such orders or subpoenas in advance of the compliance therewith by the school officials.
In an emergency situation when the student or parents/guardians cannot be reached the principal/designee or superintendent/designee may, at their discretion, release information as needed for health and/or safety of the individuals.
When data is released for outside research purposes or to comply with requests of any state or federal agency is released, it shall be in such a form that no individual student is identifiable.
G. Audit Card—All persons, agencies, or organizations desiring access to the records of a student shall be required to sign a written form which shall be kept permanently with the file of the student, but only for inspection by the parents/guardians or students, indicating specifically the legitimate educational or other interest that such person, agency, or organization has in seeking this information. Such forms shall be available to parents/guardians and to the school official responsible for record maintenance as a means of auditing the operation of the system. With respect to this subsection, personal information shall only be transferred to a third party on the condition that such party will not permit any other party to have access to such information without the written consent of the parents/guardians or students.
H. Time-Fee—The right of inspection may be exercised only during the customary office hours of the district, and the district may charge a reasonable fee for copies made of student records.
Permanent Records Code No. 645 Pg. 2
Section III—Superintendent/designee’s discretion in allowing or denying access to records:
If the superintendent/designee has special information, which indicates that granting or denying access to a student’s record, in accordance with Section II of this policy, would be harmful to the student, the superintendent/designee/designee may exercise discretion in granting or denying access to a student’s record.
The superintendent/designee shall develop an administrative procedure for the implementation of this policy.
The principal/designee shall have the overall responsibility for maintaining and preserving the confidentiality of student records. Another school official may be designated to perform these duties.
Date of Adoption/Revision:
Permanent Records Code No. 645 Pg. 2