Student Records

Policy No. 3231

Section: 3000 -Students

Montesano School District No. 66

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 for 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: 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, permitting 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.

A diploma may not be released until a student has made restitution for damages assessed as a result of losing or damaging school materials or equipment.

The superintendent or designee will establish procedures governing the content, management, and control of student records.

Cross References: 2100 - Educational Opportunities for Students with a Parent in the Military

3211 - Gender-Inclusive Schools

3520 - Student Fees, Fines, or Charges

4020 - Confidential Communications

4040 - Public Access to District Records

3115 - Students Experiencing Homelessness - Enrollment

Rights and Services

Legal References: 42 U.S.C. 11431 et seq. McKinney-Vento Homeless Assistance Act

20 U.S.C. § 1232gFamily Education Rights and Privacy Act

CFR 34 , Part 99Family 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.

Policy No. 3231

Section: 3000 -Students

RCW 28A.195.070 Official transcript withholding –

Transmittal of information

RCW 28A.225.151 Reports.

RCW28A.225.330Enrolling students from other districts —

Requests for information and permanent records —

Withheld transcripts — Immunity from liability —

Notification to teachers and security personnel — Rules

RCW28A.230.120High school diplomas — Issuance —

Option to receive final transcripts —Notice

RCW28A.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 Student education records – Parental

review—release of records—Procedure.

RCW28A.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

RCW40.24.030Address Confidentiality Program —

Application — Certification

Chapter 246-105 WACImmunization of child care and

school children against certain vaccine-preventable

diseases

Chapter 392-172A WAC Rules for the provision of special

education

Chapter 392-182 WAC Student Health Records

Chapter 392-415-WACSecondary Education- standardized

high school transcript

WAC 181-87-093 Failure to assure the transfer of student

record information or student records

WAC 392-121-182 Alternative learning experience

requirements

WAC 392-122-228 Alternative learning experiences for

juvenile students incarcerated in adult jail facilities

WAC392-500-025Pupil tests and records — Tests— School

district policy in writing

Management Resources: 2018 - December 2018 - December Policy Issue Records Retention Schedule for School Districts and ESDs

(updated 2014)

2014 - December Issue

2013 - February Issue

2010 - February Issue

2003 - December Issue

2001 - April Issue

Policy No. 3231

Section: 3000 -Students

Adoption Date: 8/2021

Classification: Essential

Revised Dates: 02.00; 12.03; 12.06; 02.10; 12.11; 02.13; 12.13; 12.14; 12.18; 07/01/2019; 06.21

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