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 superintendent and building principals will develop a student
records system that includes protocols for releasing student education records. Principals are
responsible for maintaining and protecting the student education records in each school. 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.
Eligible Student – A student or former student who has reached age 18 or is attending a
Parent – A biological or adoptive parent of a student, a guardian of a student, or an individual acting
as a parent or guardian in the absence of the student's parent or guardian.
Student – Any person who attends or has attended a school in the school district and for whom the
district maintains education records.
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.
Parent and Eligible Student Access
All parents may inspect and review their student's education records, seek amendments, consent to
disclosures and file complaints regarding the records as allowed by law. These rights transfer from
the parent to the student once the student becomes an eligible student; however, under the Missouri
Sunshine Law, parents maintain some rights to inspect student records even after a student turns 18.
The district will extend the same access to records 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 modified.
If a parent or eligible student believes an education record related to the student contains information
that is inaccurate, misleading or in violation of the student's privacy, the parent or eligible student
may use the appeals procedures created by the superintendent or designee to request that the district
amend the record.
The district will annually notify parents and eligible students of their rights in accordance with law.
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 without the consent of a
parent or eligible student. The district will designate the types of information included in directory
information and release this information without first obtaining consent from a parent or eligible
student unless a parent or eligible student notifies the district in writing as directed. Parents and
eligible students will be notified annually of the information the district has designated as directory
information and the process for notifying the district if they do not want the information released.
Even if parents or eligible students notify the district in writing that they do not want directory
information disclosed, the district may still disclose the information if required or allowed to do so
by law. For example, the district may require students to disclose their names, identifiers or district
e-mail addresses in classes in which they are enrolled, or students may be required to wear, publicly
display or disclose a student identification card or badge that exhibits information that is designated
as directory information.
The school district designates the following items as directory information:
General Directory Information – The following information the district maintains about a personally
identifiable student may be disclosed by the district to the school community through, for example,
district publications, or to any person without first obtaining written consent from a parent or eligible
Student's name; parents' names; grade level; enrollment status (e.g., full-time or part-time);
user identification or other unique personal identifier used by the student for the purposes of
accessing or communicating in electronic systems as long as that information alone cannot
be used to access protected educational records; participation in district-sponsored or district-recognized activities and sports; weight and height of members of athletic teams; dates of
attendance; degrees, honors and awards received; artwork or course work displayed by the
district; schools or school districts previously attended; and photographs, videotapes, digital
images and recorded sound unless such records would be considered harmful or an invasion
Limited Directory Information – In addition to general directory information, the following
information the district maintains about a personally identifiable student may be disclosed to: school
officials with a legitimate educational interest; parent groups or booster clubs that are recognized by
the Board and are created solely to work with the district, its staff, students and parents and to raise
funds for district activities; parents of other students enrolled in the same school as the student whose
information is released; students enrolled in the same school as the student whose information is
released; governmental entities including, but not limited to, law enforcement, the juvenile office
and the Children's Division (CD) of the Department of Social Services:
The student's address, telephone number and e-mail address and the parents' addresses,
telephone numbers and e-mail addresses.
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 federal law.
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 as allowed by law.
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 CD 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.
Military and Higher Education Access
The district will disclose the names, addresses and telephone numbers of secondary school students
to military recruiters or institutions of higher education as required by law unless the parent or
student notifies the district in writing not to disclose the information to those entities.
* * * * * * *
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
Revised: 01/14/1999; 01/10/2002; 08/11/2005; 09/13/2007; 05/12/2011; 06/13/2013
Cross Refs: BBFA, Board Member Conflict of Interest and Financial Disclosure
EFB, Free and Reduced-Cost Food Services
EHB, Technology Usage
EHBC, Privacy Protection
GBCB, Staff Conduct
IGBA, Programs for Students with Disabilities
IGBE, Students in Foster Care
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
KKB, Audio and Visual Recording
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 - 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
34 C.F.R. Part 99
Oregon County R-VI School District v. LeMon, 739 S.W.2d 533 (Mo.Ct.App. 1987)
St. Charles School District, St. Charles, Missouri
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