3231 - Student Records

The district will 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 will 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 for 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 will 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 will be forwarded to other school agencies upon request. A high school student may grant authority to the district, permitting prospective employers to review the student's transcript. Parental or adult student consent will be required before the district may release student records other than to a school agency or organization, except as otherwise provided by law.

The superintendent or designee will establish procedures governing the content, management, and control of student records.

 

Cross References: 

District Policy 2100 - Educational Opportunities for Students with a parent in the Military

District Policy 3115 - Students Experiencing Homelessness – Enrollment Rights and Services

District Policy 3211 - Gender-Inclusive Schools

District Policy 3520 - Student Fees, Fines, Charges

District Policy 4020 - Confidential Communications

District Policy 4040 - Public Access to District Records

 

Legal References:

42 U.S.C. 11431 et seq.	McKinney-Vento Homeless Assistance Act
20 U.S.C. § 1232g	Family Educational Rights and Privacy Act
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
Chapter 246-105 WAC	Immunization of childcare and school children against certain vaccine-preventable diseases
Chapter 392-172A WAC	Rules for the provision of special education
Chapter 392-182 WAC	Student Health Records
Chapter 392-415-WAC	Secondary Education- standardized high school transcript
WAC 181-87-093	Failure to assure the transfer of student record information or student records
WAC 392-121-182	Alternative learning experience requirements
WAC 392-122-228	Alternative learning experiences for juvenile students incarcerated in adult jail facilities
WAC 392-500-025	Pupil tests and records —Tests - School district policy in writing
42 CFR – 2.14	Minor patients
RCW 9.02.100	Reproductive privacy – Public policy
RCW 70.02.220	Sexually transmitted diseases – Permitted and mandatory disclosures
RCW 70.02.240	Mental health services – Minors – Permitted disclosures
Chapter 246-105 WAC	Immunization of child care and school children against certain vaccine-preventable diseases

 

 

Management Resources:

2023 – July Issue

2021 – June Issue

2019 – July Issue

2018 – December Issue

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

 

Adoption Date: August 15, 2005

Revised: July 15, 2015; February 19, 2020; August 3, 2022

Reviewed: October 10, 2024

 

Administrator Responsibilities: