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.
It is the principal purpose of the cumulative record to provide information that will enable the faculty
to assist the pupil in any way possible in planning the educational program. The pupil's cumulative
record may include, but is not limited to, identifying data; family background information; health
data; academic work completed; attendance data; level of achievement, including grades, scores on
standardized achievement, intelligence, aptitude, and psychological tests; interest inventory results;
teacher or counselor ratings and observations; and verified reports of serious behavior patterns.
The Board of Education shall, upon the recommendation of the superintendent, adopt a plan whereby
all pertinent student information shall be recorded and adequately safeguarded.
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/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.
Health Information
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
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 pre-kindergarten through eighth grade – Student's name; parent's name; date
and place of birth; grade level; 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; 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.
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.
* * * * * * *
In the event of a discrepancy between an administrative procedure and a Board policy, the Board
policy will take precedence.
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.
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Adopted: 09/10/1990
Revised: 10/07/2002; 10/10/2005; 06/14/2010
Cross Refs: BBFA, Board Member Conflict of Interest and Financial Disclosure
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,
RSMo.
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 - 1417
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
Jefferson City School District, Jefferson City, Missouri
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