1103 Student Records

Purpose

This policy and the procedures included within it are intended to satisfy the requirements of the Family Educational Rights and Privacy Act (FERPA) and Oklahoma law. The Board of Education authorizes the Superintendent or designee to inform parents, students, and the public of the policy and to take appropriate action to implement the policy and procedures.

Definitions

For purposes of this policy, the following apply to:

A.      Education records - Any record or media in print, hand-written, or electronic form that is required by law or board policy to be kept by the school or District. These records include birth records, legal guardian contact information, grade, attendance, behavior, assessment scores, transcripts, special education records, and health records. These official records will be maintained or may be accessed in the Principal’s Office.

B.      Personally identifiable information (PII) - The term includes, but is not limited to, any information that, alone or in combination, is linked or linkable to a specific student that would allow a reasonable person in the school community who does not have personal knowledge of the relevant circumstances to identify the student with reasonable certainty. The term also includes information requested by a person who the district reasonably believes knows the identity of the student to whom the education records relates. Personally identifiable information includes the student’s name; the student’s parents’ or other family member’s name(s); the student’s or family’s address; a personal identifier such as the student’s social security number, student number, or biometric record; and other indirect identifiers such as the student’s date of birth, place of birth, and mother’s maiden name.

C.      Dates of attendance

D.      Directory information - Information contained in an education record of a student that would not generally be considered harmful or an invasion of privacy if disclosed.

E.       Student Health and Immunization Records - Include, but may not be limited to, student immunization records and other health records furnished to the school and/or school nurse.

F.       Transcript - The permanent academic record of a student which may include the name, address, telephone listing and date and place of birth of the student, an inventory of courses taken, grades received, grade-point average, degrees conferred, certificates received, and extracurricular or after-school activities.

Annual Notice

The district will notify parents and eligible students annually of their rights under FERPA by means of a district newsletter, newspaper notice, school handbook, or individual notice.

The Right to Inspect and Review the Student’s Education Records

Parents or guardians of students and eligible students may inspect and review the student’s education records upon written request. In some circumstances, it may be mutually more convenient for the record custodian to provide copies of records. The parent, guardian, or eligible student may also provide written consent to have a representative inspect and review the records. Access will be provided during school hours and within no more than 45 days of the written consent.

Information and Record Retention

The district may store and maintain student information and records both electronically and in physical form. Student records will be kept five (5) years after the student has withdrawn, graduates, or transfers from the district. After five (5) years, the district may destroy records in accordance with Oklahoma Statute Title 70 § 24-114 and Oklahoma Administrative code 210:35-3. Where contents of student records are available electronically, the printed or written records may be destroyed.

All special education records will be maintained by the district in paper-base or electronic form for at least five

(5) years after a student graduates, withdraws, transfers, is no longer eligible for special education services, or the twenty-third (23rd) birthday, whichever occurs first.

The district will maintain transcripts in accordance with the provisions of Oklahoma Statute Title 70 § 24-114 and Oklahoma Administrative Code 210:35-3-4.

Student educational records and transcript requests must be made through the principal and/or principal designee at each school site.

 

Complaints

If a parent of a student, an eligible student, or a citizen of the district believes that the district is violating FERPA, that person has a right to file a complaint with the Department of Education. The contact information is:

Family Policy Compliance Office

U.S. Department of Education 400 Maryland Avenue, SW Washington, D.C. 20202-5920 Telephone: (202) 260-3887

 

Availability of Policy

Copies of this policy will be available for parent and eligible student review in the principal’s office of each school building and in the Department of Special Services at the Education Service Center.

 

Adopted 12/12/11

Revision 12/14/2020

Revision - 12/11/2023