In order to provide students with appropriate instruction and educational services, it is necessary
for the district to maintain extensive and sometimes personal information about students and
families. These records must be kept confidential in accordance with law, but must also be readily
available to district personnel who need the records to effectively serve district students.
The superintendent or designee will provide for the proper administration of student records in
accordance with law, will develop appropriate procedures for maintaining student records and will
standardize procedures for the collection and transmittal of necessary information about individual
students throughout the district. The building principal shall assist the superintendent in
developing the student records system, maintaining and protecting the records in his or her
building and developing protocols for releasing student education records. The superintendent or
designee will make arrangements so that all district employees are trained annually on the
confidentiality of student education records, as applicable for each employee classification.
Student health information is a type of student record that is particularly sensitive and protected
by numerous state and federal laws. Student health information shall be protected from
unauthorized, illegal or inappropriate disclosure by adherence to the principles of confidentiality
and privacy. The information shall be protected regardless of whether the information is received
orally, in writing or electronically and regardless of the type of record or method of storage.
Directory information is information contained in an education record of a student that generally
would not be considered harmful or an invasion of privacy if disclosed. The school district
designates the following items as directory information:
► Students in kindergarten through eighth grade -- Student's name; parent's name; date
and place of birth; grade level; bus assignment; enrollment status (e.g., full-time or part-time); participation in school-based activities and sports; weight and height of members of
athletic teams; dates of attendance; honors and awards received; artwork or coursework
displayed by the district; most recent previous school attended; and photographs,
videotapes, digital images and recorded sound unless such photographs, videotapes, digital
images and recorded sound would be considered harmful or an invasion of privacy.
► High school and vocational school students -- Student's name; parent's name; address;
telephone number; date and place of birth; grade level; bus assignment; enrollment status
(e.g., full-time or part-time); participation in school-based activities and sports; weight and
height of members of athletic teams; dates of attendance; degrees, honors and awards
received; artwork or coursework displayed by the district; most recent previous school
attended; and photographs, videotapes, digital images and recorded sound unless such
photographs, videotapes, digital images and recorded sound would be considered harmful
or an invasion of privacy.
Parent and Eligible Student Access
All parents will have the right to inspect their child's education records as allowed by law. As
used in this policy, a "parent" includes a biological or adoptive parent, a guardian or an individual
acting as a parent in the absence of a natural parent or guardian. The district will extend the same
rights to either parent, regardless of divorce, custody or visitation rights, unless the district is
provided with evidence that the parent's rights to inspect records have been legally revoked. The
rights of the parent transfer to the student once the student turns 18, or attends an institution of
postsecondary education, in accordance with law.
If a parent or eligible student believes the education records related to the student contain
information that is inaccurate, misleading or in violation of the student's privacy, he or she may
ask the district to amend the record by following the appeals procedures created by the
superintendent or designee.
The district will annually notify parents and eligible students of their rights in accordance with
Law Enforcement Access
The district may report or disclose education records to law enforcement and juvenile justice
authorities if the disclosure concerns law enforcement's or juvenile justice authorities' ability to
effectively serve, prior to adjudication, the student whose records are released. The officials and
authorities to whom such information is disclosed must comply with applicable restrictions set
forth in 20 U.S.C. § 1232g (b)(1)(E).
If the district reports a crime committed by a student with a disability as defined in the Individuals
with Disabilities Education Act (IDEA), the district will transmit copies of the special education
and disciplinary records to the authorities to whom the district reported the crime.
Law enforcement officials also have access to directory information and may obtain access to
student education records in emergency situations as allowed by law. Otherwise, law enforcement
officials must obtain a subpoena or consent from the parent or eligible student before a student's
education records will be disclosed.
Children's Division Access
The district may disclose education records to representatives of the Children's Division (CD) of
the Department of Social Services when reporting child abuse and neglect in accordance with law.
Once the CD obtains custody of a student, CD representatives may also have access to education
records in accordance with law. CD representatives may also have access to directory information
and may obtain access to student education records in emergency situations, as allowed by law.
* * * * * * *
Note: The reader is encouraged to check the index located at the beginning of this
section for other pertinent policies and to review administrative procedures
and/or forms for related information.
Revised: 12/15/2003; 09/20/2004; 08/15/2005
Cross Refs: EFB, Free and Reduced-Cost Food Services
EHB, Technology Usage
GBCB, Staff Conduct
IGBA, Programs for Students with Disabilities
IGDB, Student Publications
IIAC, Instructional Media Centers/School Libraries
IL, Assessment Program
KB, Public Information Program
KBA, Public's Right to Know
KDA, Custodial and Noncustodial Parents
KI, Public Solicitations/Advertising in District Facilities
KNAJ, Relations with Law Enforcement Authorities
Legal Refs: §§ 167.020, .022,.115, .122, .123, 210.115, .865, 452.375, .376, 610.010 - .028,
Americans with Disabilities Act, 42 U.S.C. §§ 12101 - 12213
Family Educational Rights and Privacy Act of 1974, 20 U.S.C. § 1232g
Protection of Pupil Rights Amendment, 20 U.S.C. § 1232h
Individuals with Disabilities Education Act, 20 U.S.C. §§ 1400 - 1487
No Child Left Behind Act of 2001, 20 U.S.C. §§ 6301 - 7941
The Rehabilitation Act of 1973, Section 504, 29 U.S.C. § 794
Dunklin R-5 School District, Herculaneum, Missouri
Top of Page