- Types of Student Records
As used in this policy statement, "student records" shall include any and all official educational records, files, and data directly related to a student including all material incorporated into a student's record folder. Parents, guardians, and adult students have the right to review student records, unless that right has been denied by court order.
a. Official Student Record
A student’s official record includes documentation of the student’s enrollment history/grade progression for all grades and all schools the student has attended. The official student record must contain the student’s name, academic years, and schools attended. These records may also include additional personally identifiable information including address, phone number, classes attended, grades earned, attendance record, grade level completed, year completed, etc. Examples and high school and middle school transcripts, elementary enrollment history and grade progression, and records documenting all successful requests for changes and any changes made to the official student record.
A student’s official record shall be retained for 100 years after their graduation.
b. Student Cumulative Folder
The cumulative folder includes, but is not limited to, information about a student that is collected and maintained on a regular basis, including directory information; family contact information; grades and progress reports; test results, including vision and hearing; and dates of enrollment and the student’s final transcript. A cumulative folder shall be maintained for each student from his/her entrance into school until the student leaves the district.
c. Supplementary Records
Supplementary records may be collected and maintained. These records are those that contain additional information deemed helpful toward promoting optimum student progress, including health information, placement of a student into programs, records of conferences, or family correspondence.
d. Staff Working Notes
Working notes of staff are those records about students that are maintained in the sole possession of the writer and are not accessible or revealed to any other person except a substitute for that staff member. Working notes are not student records and are not covered by this procedure.
2. Access to Records
a. Parent/Guardian/Adult Student
A parent/guardian or adult student who wishes to inspect and review a student's records shall present a written request to the administrator of the school attended by the child. The review shall occur as soon as practicable, but not later than 45 days after the request is made. The review shall occur at a mutually agreeable time at the school or other in-district location where the records are located.
Where records include information on more than one student, the review will be limited to that part of the record which pertains to the student whose records have been requested. Requests for information contained in the student's record shall not be honored when made by a student's relatives or other family members except with written consent from the parent/guardian/adult student.
b. Other School Districts and Educational Institutions
Other schools or school districts in which the student intends to enroll will be provided with the student’s records upon receipt of an official request from the school or school district. A parent of the student shall be notified of transfer of records, and shall receive a copy of the records, if desired. If the student is eighteen years of age or older, then such student shall be notified of transfer of records and shall receive a copy of the transcript, if desired.
c. Other People or Organizations
i. Without written consent of a parent/guardian/adult student the school district may provide access to, and release data from, student records to authorized representatives of federal educational agencies in connection with the evaluation or audit of federally supported educational programs, or in connection with the enforcement of federal legal requirements. Except when collection of personally identifiable information is specifically authorized by federal law, such data shall be released only if the agency involved will protect the data in a manner which will not permit the personal identification of students and their parents by persons outside the agency, and if the data will be destroyed when no longer needed for such evaluation, audit, or enforcement of federal legal requirements.
ii. The school district may release data from student records to state and local agencies and authorities without written consent of a parent/guardian/adult student when such information is specifically required to be reported or disclosed pursuant to state requirements
iii. The school district may release student information to accrediting agencies or research organizations needed to perform their functions. Such information may also be released to agencies or institutions that are conducting studies for the purpose of developing predictive tests or improving instruction, provided that such studies are conducted so as not to permit personal identification of students and their parents by persons outside the agency or institution and that the information will be destroyed when no longer needed for such studies.
iv. In connection with an emergency, information from student records may be released to appropriate persons if, in the district's opinion, the knowledge of such information is necessary to protect the health and safety of a student or other persons.
v. Any court order or order of a public officer or an administrative agency having the power of subpoena directing the release of information concerning a student will be honored in accordance with legal provisions. If permitted by the order, the parent/guardian/adult student, shall be notified of all such orders and subpoenas in advance of compliance by the school district.
3. Parent's/Guardian’s/Adult Student’s Written Consent
Whenever student records are furnished with consent, the consent shall be in writing and specify the records to be released, the reasons for such release, and to whom release is to be made. A copy of the records to be released shall be provided to the person who provided the consent and to the student (if below eighteen years of age) if requested by the parent/guardian.
4. Procedure of Release of Information
All persons, agencies, or organizations (other than school personnel or others authorized to receive student information) requesting student records shall be required to sign a written request. The request shall specifically indicate the legitimate educational or other interest that such person, agency, or organization has in seeking the information. Requests shall be kept permanently with the file of the student as a "record of access" which shall be available only to the parent/guardian/adult student, custodian of the records, and authorized auditors of the record system.
All personal information from student records shall be transferred by the school district to third parties only on the condition that such party will not permit any other party to have access to such information without the express written consent of a parent/guardian/adult student.
5. Amendment of Student Records
A parent/guardian/adult student who disagrees with information found in a student record may request that the information be amended. The school or district may honor such requests by correcting or deleting records that are misleading or inaccurate.
If the school denies the requested correction or deletion the parent/guardian/adult student may request a meeting with the Superintendent or designee. Such meeting will be held within 20 school days of receiving the request. The Superintendent or designee will review the parent/guardian's/adult student’s request and decide whether to grant the requested correction or deletion. The Superintendent/designee will send their written response within 10 school days of the meeting.
If the district decides not to correct or amend the records the parent/guardian/adult student may insert a written explanation of their objection to the record(s). That written explanation should remain with the contested record until the record is disposed of.
6. Maintenance and Disposition of Student Records
Student records will be maintained and disposed of in accordance with the relevant records retention schedule as published on the Washington Secretary of State’s website. Record retention and disposition are the responsibility of the school or department where the records are held. Questions about records retention and disposition should be sent to the district’s records officer.
Highline School District 401
Adopted by the Superintendent: August 28, 1985
Revised by the Superintendent: 01.19, 9.25