- Policy
Policy: 3231
Section: 3000 - Students
Title: Student Records
Status: Active
Adopted: November 19, 1985
Student Records
The district will maintain those student records necessary for the educational guidance and/or welfare of students, for orderly and efficient operation of schools and as required by law. All information related to individual students will be treated in a confidential and professional manner. The district will use reasonable methods to ensure that teachers and other school officials obtain access to only those education records in which they have legitimate educational interests. When information is released in compliance with state and federal law the district and district employees are immune from civil liability unless they acted with gross negligence or in bad faith.
The district will retain records in compliance with the current, approved versions of the Local Government General Records Retention Schedule (CORE) and the School Districts and Educational Service Districts Records Retention Schedule both of which are published on the Secretary of State’s website at: http://www.sos.wa.gov/archives/recordsretentionschedules.aspx.
Student records are the property of the district but will be available in an orderly and timely manner to students and parents. “Parent” includes the state Department of Social and Health Services when a minor student has been found dependent and placed in state custody. A parent or adult student may challenge any information in a student record believed inaccurate, misleading or in violation of the privacy or other rights of the student.
Student records will be forwarded to other school agencies upon request. A high school student may grant authority to the district which permits prospective employers to review the student’s transcript. Parental or adult student consent will be required before the district may release student records other than to a school agency or organization, except as otherwise provided by law.
The superintendent will establish procedures governing the content, management and control of student records.
| Cross References: | |
| Policy 2100 | Educational Opportunities for Military Children |
| Policy 3211 | Transgender Students |
| Policy 3520 | Student Fees, Fines, Charges |
| Policy 4020 | Confidential Communications |
| Policy 4040 | Public Access to District Records |
| Legal References: | |
| 20 U.S.C.§ 1232 | Family Education Rights and Privacy Act |
| CFR 34, Part 99 | Family Education Rights and Privacy Act Regulations |
| RCW 28A.150.510 | Transmittal of education records to DSHS — Disclosure of educational records — Data sharing agreements — Comprehensive needs requirement document — Report |
| RCW 28A.195.070 | Official transcript withholding — Transmittal of information |
| RCW 28A.225.151 |
Reports |
| RCW 28A.225.330 | Enrolling students from other districts — Requests for information and permanent records — Withheld transcripts — Immunity from liability — Notification to teachers and security personnel — Rules |
| RCW 28A.230.120 | High school diplomas — Issuance — Option to receive final transcripts —Notice |
| RCW 28A.230.180 | Educational and career opportunities in the military, student access to information on, when |
| RCW 28A.600.475 | Exchange of information with law enforcement and juvenile court officials — Notification of parents and students |
| RCW 28A.605.030 | Exchange of information with law enforcement and juvenile court officials — Notification of parents and students |
| RCW 28A.635.060 | Defacing or injuring school property — Liability of pupil, parent or guardian — Withholding grades, diploma, or transcripts — Suspension and restitution — Voluntary work program as alternative — Rights protected |
| RCW 40.24.030 | Address Confidentiality Program — Application — Certification |
| RCW 70.02 | Medical records — health care information access and disclosure |
| WAC 181-121-182 | Alternative learning experience requirements |
| WAC 392-121-182 | Alternative learning experiences for juvenile students incarcerated in adult jail facilities |
| WAC 392-122-228 | Immunization of child care and school children against certain vaccine-preventable diseases |
| WAC 246-105 | Rules for the provision of special education |
| WAC 392.172A | Student Health Records |
| WAC 392-415 | Secondary Education- standardized high school transcript |
| WAC 392-500-025 | Pupil tests and records — Tests— School district policy in writing |
| Management Resources: | |
| Policy & Legal News, December 2014 | Records retention schedule for school districts revised |
| Policy & Legal News, February 2013 | Corrections |
| Policy News, February 2010 | Family Education Rights and Privacy Act Revisions |
| Policy News, December 2003 | Updated Legal References for Catheterization, Facilities Planning and Student Records Policies |
| Policy News, April 2001 |
Compliance Office Provides FERPA Update |
Adoption Date: 11.19.85
Ferndale School District
Revised: 08.25.88; 07.29.93; 08.26.93; 01.26.95; 03.24.00;02.27.03; 10.25.07; 01.28.14; 03.31.15; 09.26.23
- 3000