Select Page

Policy 3231

Student Records

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.

A grades report, transcript, or diploma shall not be released until a student has made restitution for damages assessed as a result of losing or damaging school materials or equipment. If a student has transferred to another school district that has requested the student’s records, but the student has an outstanding fee or fine, only records pertaining to the student’s academic performance, special placement, immunization history and discipline actions shall be sent to the enrolling school. The content of those records shall be communicated to the enrolling district within two school days and copies of the records shall be sent as soon as possible. The official transcript will not be released until the outstanding fee or fine is discharged. The enrolling school shall be notified that the official transcript is being withheld due to an unpaid fee or fine.

The superintendent shall establish procedures governing the content, management and control of student records.

Cross References:

2100 Educational Opportunities for Military Children
3520 Student Fees, Fines, Charges
4020 Confidential Communications
4040 Public Access to District Records

Legal References:
20 U.S.C. 1232g Family Education Rights and Privacy Act
Policy No. 3231  Students
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, effect — 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 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 grades, diploma or transcripts-Suspension and
restitution-Voluntary work program as alternative-Rights protected
RCW 40.24.030 Address Confidentiality Program Application — Certification
WAC Ch. 246-105 Immunization of child care and school children against certain vaccinepreventable
diseases
WAC Ch. 392-172A Rules for the provision of special education
WAC Ch. 392-182 Student Health Records
WAC Ch. 392-415 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 School district policy in writing

Management Resources:
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

4/FJ_mHIn--Eyyfi_il4x4SVpy7EiO5sll6WGeMC-wHg4