Policy 3231

The district shall 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 shall 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:  www.sos.wa.gov/archives/recordsretentionschedules.aspx.

Student records are the property of the district, but shall 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 shall 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 shall 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 or designee shall establish procedures governing the content, management and control of student records.

 

Cross References:       2100    Educational Opportunities for Military Children

3115    Students Experiencing Homelessness – Enrollment Rights and Services

3520    Student Fees, Fines, Charges

4020    Confidential Communications

4040    Public Access to District Records

 

 

Legal References:      

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

20 U.S.C. § 1232g        Family Educational Rights and Privacy Act

34 CFR, Part 99           Family Educational 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     Student-level truancy data–Reports–Data protocols and guidance for school districts

RCW 28A.225.330     Enrolling students from other districts — Requests for information and permanent records — Withheld transcripts, effect — Immunity from liability — Rules

RCW 28A.230.120     High school diplomas-Issuance-Option to receive final transcripts-Notice

RCW 28A.230.180     Access to campus and student information directories by official recruiting representatives–Informing students of educational and career opportunities

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.

RCW 28A.635.060     Defacing or injuring school  property – Liability of pupil, parent or guardian – Withholding diploma-Suspension and restitution- Community service program as alternative—Publication of information on withheld diplomas – Student rights protected

RCW 40.24.030          Address Confidentiality Program Application — Certification— Form — Vehicle and vessel information

Ch. 246-105 WAC      Immunization of child care and school children against certain vaccine-preventable diseases

Ch. 392-172A WAC   Rules for the provision of special education

Ch. 392-182 WAC      Student Health Records

Ch. 392-415 WAC      Secondary Education-standardized high school transcript

WAC 392-121-182     Alternative learning experience requirements

WAC 392-122-228     Alternative learning experiences for juvenile students incarcerated in adult jail facilities

WAC   180-52-025      Pupil tests and records –Pupil personnel records – School district policy in writing

42 CFR § 2.14             Minor patients

RCW 9.02.100—Reproductive privacy—Public policy

RCW 70.02.220          Sexually transmitted diseases—Permitted and mandatory disclosures         

RCW 70.02.240          Mental health services—Minors—Permitted disclosures

 

Management Resources:

                        2023 July Issue

2021 June Issue

                        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

 

La Center School District

Adoption Date: March 27, 2007

Revised:  November 28, 2017, October 26, 2021; November 28, 2023