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P5125
ST. LOUIS BOARD OF EDUCATION POLICY Student records shall be maintained that will enable students, parents/legal guardians, and staff to keep track of pupils' progress. These records will enable the Board of Education to satisfy state and federal regulations, provide information for school system appraisal, and relate evidence of pupil growth. The board shall establish control over access to and dissemination of student record data in accordance with state and federal regulations. These controls shall be designed to protect the privacy rights of students, guard against misrepresentation, and prevent inappropriate use. It shall be the policy of the St. Louis Board of Education to preserve the confidentiality of educational records and other personally identifiable information pertaining to students with disabilities. This policy applies to the collection, maintenance, access, disclosure, and destruction of such student records and shall be in conformity with applicable state and federal laws, regulations and policies. References Legal: P.L. 90-247, The Family Educational Rights and Privacy Act of
1974 Policy adopted: June 26, 1990 Revised: December 07, 1999 R5125 It shall be the responsibility of the principal to see that all student records in the school, (personal data, including a photograph where available, academic and health information) are maintained in a careful and accurate manner and that procedures are established within the school to protect the privacy and security of such records in conformity with established board policy. To ensure that all student records shall be uniform and intelligible, each teacher shall have access to a copy of the data processing procedure manual for student records, and shall follow instructions given therein. Such schedules and directives regarding grades, enrollment and attendance issued periodically by the superintendent, or designee, shall be kept and followed by all teachers and administrators. Security of Student Records The ultimate responsibility for protecting the information contained in all student records rests with the Board of Education. 1. The school principal or a representative, at each St. Louis Public School, shall be responsible for the privacy and security of all currently enrolled student records (not including special education students) maintained at the school. The records shall be located in the school principal’s or representative’s office. a) Former student records (including graduate’s and withdrawn students) shall be maintained at the following locations and by the following individuals: i. Elementary and middle school student records shall be maintained by the chief records clerk and filed in the records room following the end of the school year in which the student withdraws. Prior to the end of the school year, the records shall be maintained by the manager of student accounting and located in his or her office. ii. High school student records shall be maintained, during the first two years following withdrawal or graduation, by the high school principal or data processing clerk and shall be located in their respective office(s). Beginning two years after withdrawal or graduation, the records shall be maintained by the chief records clerk or the manager of student accounting and shall be located in their respective office(s). 2. The executive director of special education or a representative shall be responsible for the privacy and security of all special education students. The records shall be located in the executive director’s or representative’s office. 3. The executive director for school security and safety or a representative shall be responsible for the privacy and security of all discipline and truancy records. The records shall be located in the executive director’s or representative’s office. These regulations are formulated and adopted to establish rights and responsibilities regarding the confidentiality, inspection, and amendment of student records and to assist the St. Louis Public Schools in complying with the minimum requirements of the federal "Family Educational Rights and Privacy Act" (hereinafter FERPA), 20 U.S.C. 1232g et seq. and its enabling regulations, which govern the protection of privacy of parents and students, and the privacy and confidentiality provisions of the “Individuals with Disabilities Education Act” (IDEA), 20 U.S.C. § 1400 et seq. and its enabling regulations, which govern special education students. It is the intent of the Board of Education that these regulations be consistent with these purposes. To the extent that these regulations are found to be inconsistent with FERPA or the IDEA, the provisions of federal law shall prevail. Copies of these regulations shall be maintained at each school, the assistant superintendents' offices, the office of special education and the Board of Education central administrative offices, and shall be made available upon request to parents/legal guardians of students or eligible students. Legal: 20 U.S.C. § 1232g et seq.
Revised: December 07, 1999 Revised: June 11, 2002
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