BOARD POLICY 5215
Student Records Policy Guidelines
A. “Student” records mean all material concerning an individual student maintained in any form by the Board of Education or its employees, except personal notes maintained by teachers or other school personnel solely for their own individual use and not communicated to any other person. If these personal notes are transmitted to any principal, assistant principal, supervisor, counselor, or administrator, they become student’s records to be treated in accordance with these rules and regulations.
“Parents” means natural or adoptive parent or guardian unless deprived custody by a court of
law or governmental agency.
The Ironton City School shall compile and maintain the following classes of record.
Personal Data, which identifies each student enrolled in the Ironton City Schools. This data shall include name, address, race, sex, date and place of birth, name and address of parent or guardian, and place of birth of parent(s).
Attendance Data
Descriptions of student progress including grade level completed, school attended, academic work
completed, grades, and standardized achievement test scores.
The Ironton City Schools may compile and maintain for a limited period of time the following classes of records if, and only (1) if all entries are made only professional school personnel who have assigned responsibility to the student and who date and sign their entries and (2) if such records are necessary to promote the educational welfare of the student:
A. Scores on standardized intelligence and apitude tests;
B. Scores on personality, interest tests and individually administered psychological tests and reports;
C. Family background information;
D. Record of extracurricular activities;
E. Health Data;
F. Systematically gathered teacher or counselor ratings and observations;
G. Reports of serious or recurrent behavior patterns, provided that the reports contain only factual information and not subjective information.
A. The principal shall be the records manager for the records maintained in the school building. Building Principals shall have the overall responsibility for maintaining and preserving the confidentiality of student records.
B. Records shall be kept under lock and key at all times, under the supervision of the records manager.
C. The required records may be maintained permanently, but not less than sixty (60) years after
student leaves school.
D. The building principal shall review permitted students’ records annually. Those records which no longer promote the educational welfare of the student or which are inaccurate, misleading, or otherwise in violation of the privacy or other rights of the student shall be destroyed.
1. In the event that a person or student objects to any decision of a building principal regarding the retention of any permitted student data, in whole, in part, such student or parent shall make objection known to the building principal if the records are kept in the school that the student attends.
If the objection is not satisfied by discussion with the principal of the school in which the
records are kept, the parent of the student shall have the right to appeal to the review
panel. The parent or student may challenge the retention of any data in the student record
on the basis that it is inaccurate,misleading, or otherwise in violation of the privacy or
other rights of the student. Requests for such appeal shall be made in writing.
2. The Superintendent shall create a review panel composed of qualified professional personnel. This review panel shall decide, upon appeal by the student or parent, whether the permitted student records data shall be destroyed.
3. The review panel shall within four (4) weeks after being notified by such appeal or longer should the appellant request a delay, conduct a fair hearing, to decide the issues presented by the appellant.
a. The building principal shall have the burden of proof on the issues presented by the appellant.
b. The appellant and the building principal shall have the right to be represented by an
advocate of his or her choosing, to cross examinine witnesses, to present evidence,
to make a tape recording of the proceedings and to a written decision supported by
reasons.
E. If the student, parent, guardian receives an unfavorable ruling upon appeal, then the objection must be noted in the student’s record and the parent or student be given the opportunity to insert a written rebuttal into the record.
F. If the student, parent, or guardian appeals according to the provisions of IV-D-1 and obtains a favorable ruling, the contested data shall be expunged from the student’s record or corrected.
A. The following persons only shall be permitted to inspect and review records concerning a student:
1. The parent or guardian of a student under the age of eighteen (18) and anyone (including a student) who has the written permission of such parent(s) or guardian;
2. The student if over the age of eighteen may grant or deny anyone access to his or her records, except those persons, who are permitted access under Section V-A-3 through
V-A-8;
3. School officials, including teachers, who have assigned classroom or counseling responsibility to the student.
4. The State Superintendent of Schools and his officers or subordinates including other teachers within the educational instituition or local educational agency as long as the intended use of the data is consistent with the superintendent’s statutory powers and responsiblities;
5. Bona fide researchers who explain in writing the nature of the research project and relevance to it of the records sought, and who satisfy the building principal or his/her designee that the records will be used under such conditions as anonymity and confidentiality, that the identify of the individual students or parents cannot be discovered;
6. Any court of law or governmental agency acting with subpoena, in which case the student or parent must be notified, in advance if possible, of the compliance by the school, and of the date for the production of such records;
7. Authorized representatives of (a) the Comptroller General of the United States, (b) the Secretary of Health, Education and Welfare, (c) an Administrative head of an education agency, or (d) State educational authorities provided that when collection of personally identifiable data is specifically authorized by Federal law, any data collected by such officials shall not include information ( including Social Security numbers) which would permit the personal indentification of such students or their parents after the data so obtained has been collected;
8. Persons considering a student application for, or receipt of, financial aid;
9. Officials of other schools or school systems in which student intends to enroll, upon the condition that the student’s parents be notified of the transfer, receive a copy of the record if desired (at the parent’s expense) and have opportunity to challenge the contents of the record according to the procedures set out in Section IV-D-1.
B. Each request for consent to inspect a student record must be handled separately.
C. The records manager shall enter in each student record a notation of the date and time and
each person inspects or copies a student record, as well as the date disclosed.
C. Any parent, student, or other person seeking access under the authority of V-A-4 through
V- A-6 may appeal according to the procedures set out in Section IV-D-1.
E. Each request of a parent, or student or other person listed in V-A shall be granted within a reasonable period of time, but in no case more than forty-five (45) days after the request has been made.
Student Records – Missing Children
Upon a pupil initial entry to any one of the Ironton City Schools, he/she will present to the school principal any records given to him/her by the school he/she most recently attended and a birth certificate or comparable certificate from another state. Any child custody order or decree or any modifications of orders or decrees must also be submitted upon initial entry.
The school principal is required, within twenty-four (24) hours of the pupil’s entry, to request the pupil’s records from the school he/she most recently attended. If the school indicated has no records, or if the records were not received within fourteen (14) days of the request, or if the pupil did not present a proper certification of birth, the principal of the school shall notify the sheriff of Lawrence County or the chief of police of the City of Ironton of the possibility that the child might be missing.
3-10-75
Revised 11-19-85
Revised 2-5-90
Revised 7-1-96