| Chippewa Valley Schools |
| Bylaws & Policies |
8330 - STUDENT RECORDS
The educational interests of the student require the collection, retention, and use of information about individual students and groups of students. At the same time, the student's right of privacy mandates careful custodianship and limitations on access to student records.
The Board of Education is responsible for maintaining records of all students attending schools in this District. Only records mandated by the State or Federal government or specifically permitted by this Board may be compiled by District employees. The Board hereby authorizes collection of the following student records, in addition to the membership record required by law:
| A. | observations and ratings of individual students by professional staff members acting within their sphere of competency | |
| B. | samples of student work | |
| C. | information obtained from professionally acceptable standard instruments of measurement such as: |
| 1. | interest inventories and aptitude tests | ||
| 2. | vocational preference inventories | ||
| 3. | achievement tests | ||
| 4. | standardized intelligence tests |
| D. | authenticated information provided by a parent or adult student concerning achievements and other school activities which the parent or student wants to make a part of the record | |
| E. | verified reports of serious or recurrent behavior patterns | |
| F. | rank in class and academic honors earned | |
| G. | psychological tests | |
| H. | attendance records | |
| I. | health records | |
| J. | custodial arrangements |
In all cases, permitted, narrative information in student records shall be objectively-based on the personal observation or knowledge of the originator.
Student records shall be available only to students and their parents, adult students, and designated school officials and personnel, not including Board members, who have a legitimate educational interest in the information. In situations in which a student has both a custodial and a noncustodial parent, both shall have access to the student's educational records unless stipulated otherwise by court order. In the case of adult students (eighteen (18) and older), parents will be allowed access to the records without the student's consent, providing the student is considered a dependent under section 152 of the Internal Revenue Code and has not graduated from the District.
"Legitimate educational interest" shall be defined as a "direct or delegated responsibility for helping the student achieve one (1) or more of the educational goals of the District" including, but not limited to those officials with legitimate educational interests as defined in District administrative guidelines.
The Board authorizes the administration to:
| A. | forward education records on request to a school in which a student of this District seeks or intends to enroll; | |
| B. | provide "personally-identifiable" information to appropriate parties in connection with an emergency if such knowledge is necessary to protect the health and safety of the student or other individuals; | |
| C. | request each person or party requesting access to a student's record to abide by the Federal regulations concerning the disclosure of information to a third party. |
The District will comply with a legitimate request for access to a student's records within a reasonable period of time but not more than forty-five (45) days after receiving the request. Upon the request of the viewer, a record shall be reproduced, unless said record is copyrighted, and the viewer may be charged a fee equivalent to the cost of handling and reproduction.
The District shall maintain a record of those persons to whom information about a student has been disclosed. Such disclosure records will indicate the student, person viewing the record, information disclosed, and the date of disclosure.
Only "directory information" regarding a student shall be released to any person or party, other than the student or his/her parent, without the written consent of the parent; or, if the student is eighteen (18) years of age or older, the written consent of the student, except those persons or parties stipulated by the District's policy and administrative guidelines and/or those in the law.
DIRECTORY INFORMATION
Each year the District will provide public notice to students and their parents of its intent to make available, upon request, certain information known as "directory information." The Board designates as student "directory information": a student's name; date and place of birth; photograph; major field of study; participation in officially recognized activities and sports; height and weight, if a member of an athletic team; dates of attendance; date of graduation; awards received; honor rolls; or scholarships.
Parents and adult students may refuse to allow the District to disclose any or all of such "directory information" upon written notification to the District within ten (10) days after receipt of the District's public notice.
Whenever parental consent is required for the inspection and/or release of a student's educational records or for the release of "directory information", either parent may provide such consent unless stipulated otherwise by court order. If the student is under the guardianship of an institution, the Superintendent shall appoint a person who has no conflicting interest to provide such written consent.
The District may disclose "directory information" on former students without student or parental consent.
The Superintendent shall prepare administrative guidelines to ensure that students and parents are adequately informed each year regarding their rights to:
| A. | inspect and review the student's education records; | |
| B. | request amendments if the record is inaccurate, misleading, or otherwise in violation of the student's rights; | |
| C. | consent to disclosures of personally-identifiable information contained in the student's education records, except to unauthorized disclosures allowed by the law; | |
| D. | file a complaint of District noncompliance with the Department of Education; | |
| E. | obtain a copy of the District's policy and administrative guidelines on student records. |
The Superintendent shall also develop procedural guidelines for:
| A. | the proper storage and retention of records; | |
| B. | informing District employees of the Federal and State laws concerning student records. |
No liability shall attach to any member, officer, or employee of this District specifically as a consequence of permitting access or furnishing student records in accordance with this policy and regulations.
34 C.F.R. Part 99
Section 444 of subpart of part C of the General Education Provisions Act
Title IV of Public Law 90-247
20 U.S.C., Section 1232g
20 U.S.C. 1400 et seq.
26 U.S.C. 152
Individuals with Disabilities Education Act
20 U.S.C. 7908