Student Records -- Procedure for Access to Student

I. Inspection and Review of Current Students' Records

1. The parent of a currently enrolled student or an eligible student must appear in person at the student's school to review and inspect that student's record or make a written request to the school principal or a designee. The request must be made to the school principal or a designee during normal school hours. (Access will not be given to parents of eligible students without such student's written consent.)

2. Records will generally be made available within two (2) consecutive workdays of when the initial request is received, but not more than 45 days, unless the requesting party consents to a delay. The principal may ask the parent or eligible student for proof of identity and deny access if satisfactory proof is not furnished.

3. A school official competent in interpreting student records will be available to explain the contents of the student records to the parent or eligible student.

4. If the record(s) of a student contain information on more than one student, the parent or eligible student may inspect, review, or be informed of only the specific information concerning the student subject to the request.

5. Upon request, photocopies of any information contained in the student record will be furnished to the parent or eligible student. A reasonable fee to cover the cost of reproduction will be charged, unless the imposition of a fee effectively prevents a parent or eligible student from exercising the right to inspect and review the student’s education records.

II. Access to Former Students' Records

1. The parent of a former student or an eligible former student may make a written and signed request to the chief record clerk, 801 N. 11th Street, St. Louis, MO 63101, to obtain a photocopy of the student's transcript. The transcript will include, but not be limited to the following: the student’s name, course titles, grades (or equivalent when grades are not applicable), course credit, grade level completed, and schools attended. Requests for copies of the student's transcript may also be made in person at the record room between 8:00 a.m. and 4:30 p.m., Monday through Friday.

2. The requesting parent of a former student or eligible former student must provide the following information with the request: name and birthday of the student, first names of the student's mother and father and name of the last St. Louis Public School the student attended.

3. The requesting parent of a former student or eligible former student will be charged a reasonable fee for the cost of copying the transcript, unless the imposition of a fee effectively would prevent the parent of a former student or eligible former student from obtaining a transcript.

III. Disclosure of Personally Identifiable Information from Student Records to Third Parties

A. Prior Consent for Disclosure Required

1. Except for the provisions of Section III,B of this regulation, no third party shall have access to information in or from a student record, including directory information, without the specific, informed written consent of the parent or of the eligible student. The written consent shall be placed in the student record and a duplicate copy may be retained by the parent or eligible student.

2. Whenever a student becomes an eligible student, only the written consent of such eligible student shall be required.

3. The written consent required by this section must contain the following:

a. The signature of the parent or the eligible student and the date on which the consent was signed.

b. A specification of the records or information to be disclosed.

c. The purpose or purposes of the disclosure.

d. The name and address of the party to whom the information is to be disclosed.

e. When records are released pursuant to written consent, the parent or eligible student may receive a copy of the records released upon request.

f. Except for information described in paragraph III, B.1 of this regulation, personally identifiable information shall be released to a third party only on the condition that said party will not permit any other party to have access to such information without the written consent of the parent or eligible student. School officials responsible for disclosing such information shall include a notice to the third party that the third party must not disclose the information to any other party, except officers, employee and agents within the St. Louis Public School’s own organization, without the prior written consent of the student's parent(s) or of the eligible student.

B. Prior Consent for Disclosure Not Required

School officials may release student records, without prior consent of the eligible student or parent, if the disclosure meets one or more of the following conditions or is otherwise allowed or required to be disclosed by federal or state law:

1. Directory Information as Defined in R5125.1.1 may be disclosed to individuals, institutions, organizations or agencies when the superintendent determines that the release of the information is for the purpose of benefiting the health, safety or welfare of the child or, for inclusion in a school directory to be distributed in accordance with P1111.1.1.

2. Disclosure 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. Section 1232g(b)(1)(E).

3. Disclosure pursuant to a law enforcement subpoena provided that school officials will not, if so ordered by the issuing court, disclose the existence or contents of the subpoena or the records released pursuant to the subpoena.

4. Disclosure pursuant to any other subpoena or court order, provided school officials will make a reasonable effort to provide notice to the eligible student or parent(s) prior to such disclosure.

5. Disclosure to an appropriate school official of another school or school system in which a student enrolls or expects to enroll.

6. Disclosure to authorized representatives of the comptroller general of the United States, the secretary of the United States Department of Education, and the Missouri Department of Elementary and Secondary Education, as necessary in connection with the audit and evaluation of federally supported educational programs or in connection with the enforcement of or compliance with federal laws which relate to these programs provided that, except when collection of personally identifiable data is specifically authorized by law, any data collected by such officials shall be protected so that parties other than such officials cannot personally identify such students and their parents; and such personally identifiable data shall be destroyed when no longer needed for such purposes.

7. Disclosure in connection with financial aid for which a student has applied or which a student has received. Only such information shall be disclosed as is necessary to satisfy the following purposes:

a. To determine the eligibility of the student for financial aid.

b. To determine the amount of the financial aid.

c. To determine the conditions that will be imposed regarding the financial aid.

d. To enforce the terms of conditions of the financial aid.

8. Disclosure to organizations conducting studies for, or on behalf of the Board of Education or the St. Louis Public Schools for the purpose of developing, validating or administering predictive tests, administering student aid programs and improving instruction. Such studies shall be conducted in a manner that will not permit the personal identification of students and their parents by individuals other than representatives of the organization; and the information will be destroyed when no longer needed for the purposes for which the student was conducted.

9. Disclosure to appropriate parties in a health or safety emergency to protect the health or safety of the students or others. The following factors shall be taken into consideration when disclosing information under this subsection:

a. The seriousness of the threat to the health or safety of the student or other individuals.

b. The need for the information to meet the emergency.

c. Whether the parties to whom the information is disclosed are in a position to deal with the emergency.

d. The extent to which time is a factor in dealing with the emergency.

10. Disclosure to other school officials, as defined in R5125.1.1, who have a legitimate educational interest in such records. Secretarial and clerical staff have access to student records to the extent that their duties require filing, posting, general processing, and maintenance of such records.

11. Disclosure to military recruiters or institutions of higher education that have requested the names, addresses, and telephone listings of secondary school students. However, the district will honor a request from a secondary school student or their parent not to release the information.


cf: Regulation R5125.5

Legal: 20 U.S.C. § 1232g
34 C.F.R. §§ 99.30-.37
Section 160.522 RSMo.
State Plan for Part B of the Individuals with Disabilities Education Act, As Amended by P.L. 94-142
5 U.S.C. § 552a et seq.
34 C.F.R. 300.576
20 U.S.C. § 1417(c)
34 C.F.R. § 99.12
No Child Left Behind Act of 2001

Regulation approved: June 26, 1990

Revised: January 14, 1997
Revised: December 07, 1999
Revised: July 24, 2001
Revised: June 11, 2002

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