STUDENT RECORDS
DISTRICT 203 PROCEDURE REGARDING STUDENT RECORDS Outlined below is a brief description of the Student Records Policy of District 203. This communication shall also serve as the Annual Notification to parents of students or eligible students (ages eighteen or over) of their tight to review or challenge information contained in their educational record. I. Classification of Students' School Records: Permanent and Temporary The student permanent record shall include the following: basic identifying information, including students'and parents'names and addresses, birth date and place, and gender; academic transcript, includes grades, class rank, graduation date, grade level achieved and scores on college entrance examinations; attendance record; accident reports, health record and record of Releasing Permanent Record Information. The student permanent record may also include honors and awards received, information concerning participation in school sponsored activities or athletics, or offices held in school sponsored organizations, but no other information shall be placed in a student permanent record. Student temporary record information shall consist of a information not required to be in the student permanent record and may include: family background information; intelligence test scores, group and individual-, aptitude test scores; reports of psychological evaluations, including information on intelligence, personality and academic information obtained through test administration, observation or interviews; elementary and secondary achievement level test results; participation in extra-curricular activities including any offices held in school sponsored clubs or organizations; honors and awards received; teacher anecdotal records; disciplinary information; special education files, including the report of the multidisciplinary staffing in which placement or non-placement was based and all records and tape recordings related to special education placement hearings and appeals; any verified reports or information froin'tion-educational persons, agencies or organizations; other vetified information of clear relevance to the education of the student. No person may require securing information from the student's temporary file as a condition in the granting or withholding of any right, privilege or benefits-, or require it as a condition of employment, credit or insurance. II. Inspection and Review of Educational Records District 203 shall comply with a request from the parent of a student or an eligible student to inspect and review his/her educational records. The school shall comply within a reasonable period of time and in no case later than 15 days after the request has been made. 1 . District 203 shall reserve the right to have an administrator,
counselor, 2. A parent or any person specifically designated as a representative by a 3. School administrators may presume that either parents or the student has 4. The right to copy permanent or temporary student record data shall be III. The Right to Control Access of Student Records District 203 will release student records to an official of another school in which the student intends to enroll. The official must make a written request, at which time District 203 will forward the student's education records. Unofficial records are to be sent within 10 days of the request. Each school shall forward written information relative to the grade levels, subjects and record of academic grades achieved, current mathematics and language arts placement levels, health records and the current set of standardized test reports. If requested, the district within 10 days after the student has paid his/her outstanding fines and fees, shall forward an official transcript of the scholastic records of each student transferring. The District will provide the parent, upon request, with a copy of the educational records transferred. Parents have the right to inspect and challenge the information contained in a school record prior to transfer of the record to another school district. Challenge Procedure A parent of a student or an eligible student may request a District 203 school official to amend his/her educational records when it is believed that the information contained in the records of the students is inaccurate, misleading or violates the privacy of the student. Parents have a right to challenge any entry exclusive of academic grades in the school student records on the basis of: (1) accuracy, (2) propriety, and (3) relevance. 1. Within a reasonable period of time, District 203 shall decide whether to amend the education records in accordance with the request. 2. If the school district decides to refuse to amend the education records of the student, it shall notify the parent or eligible students and advise them of the right to a hearing. 3. The request for a hearing shall be submitted in writing to
the school and V. Access to Records Without Parental Consent Prior consent for disclosure of personally identifiable information is not required in the following situations: 1 . To other school officials within the district. 2. To officials of another school system in which the student intends to enroll. 3. To comply with a judicial order. 4. To parents of a dependent student. 5. To appropriate parties in health or safety emergency. 6. To organizations (Federal, State or Local) conducting studies for or on behalf of the district. 7. To accrediting organization VI. Maintenance and Disposal of School Records A student's permanent record shall be maintained for a period of not less than A parent or student has the right to copy any school student record or information contained therein that is proposed to be destroyed. 1. Upon graduation, transfer or permanent withdrawal of a student
from a 2. Upon graduation or permanent withdrawal of a handicapped
student, VII. Directory Information District 203 may disclose information from the education record of a
student who is attending school if that information is designated as directory
information. Information that has been designated as directory information includes
identifying information, academic awards, major field of study, dates of school
attendance, the most recent previous school attended, information related to school
sponsored activities, and other similar information. The parent has the fight to refuse to
permit the designation of any or all categories of information to be designated as
directory information. The parent must inform the school, in writing, stating which
information is not to be designated as directory information. SURVEY OF STUDENTS Parents are entitled to inspect all instructional materials used in conjunction with
any survey, analysis or evaluation which is funded, wholly or in part, by United States
Department of Education sources. In addition, no student may be required to subn-dt to any
survey, analysis or evaluation which is funded, wholly or in part, by the United States
Department of Education sources and which reveals the information specified in 20 USC
1232h, without prior written consent of the student's parent or, if the student is
eighteen (18) years of age or emancipated, prior written consent of the student. Thus,
this law prohibits a survey, analysis or evaluation funded, wholly or in part, by the
Department of Education which reveals information concerning political affiliations;
mental and psychological problems potentially embarrassing to the student or his/her
family; sexual behavior and attitudes; illegal, anti-social, self-incriminating and
demeaning behavior, critical appraisals of other individuals with whom respondents have
close family relationships; legally recognized privileged or analogous relationships, such
as those with lawyers, physicians and ministers; or income (other than that required by
law to determine eligibility for participation in a program or for receiving financial
assistance under such program). |