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5200-RADMINSTRATIVE REGULATIONS REGARDING CLASSIFICATION OF EDUCATION RECORDS

ADMINISTRATIVE REGULATIONS REGARDING

CLASSIFICATION OF EDUCATION RECORDS

 

The School District will appoint a Custodian of Records who will ensure that student education records are kept as follows:

 

  1. CATEGORY “A” RECORDS:

 

  1. Category A includes official administrative records that constitute the minimum personal data necessary for the operation of the educational system.

 

  1. Category A records shall be maintained for at least fifty (50) years after the student leaves the school district or graduates.

 

  1. All Category A records created by the district shall include the student’s state-assigned student identifier (SASID).

 

  1. Notice of a student’s suspension or expulsion shall be expunged from the student’s cumulative education record if the student graduates from high school, except for notice of an expulsion of a student in grades nine through twelve, inclusive, based upon possession of a firearm or deadly weapon.

 

  1. *In cases where a student is suspended or expelled for the first time, and the Administration or the Board, respectively, has shortened or waived the period of suspension or expulsion in accordance with the Board’s disciplinary policy relating to first time offenses, the Administration or the Board, respectively, may choose to expunge such notice of suspension or expulsion from the student’s cumulative record at the time the student completes the specified program and any other conditions imposed by the Administration/Board, rather than upon graduation. The Board may choose to expunge an expulsion notice from a student’s cumulative record prior to graduation if such student has demonstrated to the Board that the student’s conduct and behavior in the years following such expulsion warrants an expungement.  Should the notice be expunged in accordance with one of these provisions, a record of the fact that the student had been suspended or expelled shall be maintained apart from the student’s cumulative record, for the limited purpose of determining whether any subsequent offenses by the student would constitute the student’s first suspension or expulsion.

 

  1. Category A records shall include, at a minimum, the following:

 

RECORD

LOCATION

a.     Basic biographical information

Cumulative/Health File

b.   Academic achievement (grades/transcripts)

Cumulative File

c.   Date of high school graduation
or equivalent

Cumulative File

d.   Records of immunizations

Cumulative/Health/Pupil Personnel File

e.  Attendance records (days absent/present/tardy)

Cumulative File

f.  *Notice of Expulsion for Firearm or Deadly Weapon (C.G.S. 10-233c(e) , 10-233d(f) )

Cumulative File

 

 

  1. CATEGORY “B” RECORDS

 

  1. This includes verified information for the formulation of education programs for all students, but not absolutely necessary over an indefinite period of time.

 

  1. Data in Category B must be accurate, clearly understood, and verified before becoming part of any continuing record. There should be no anonymous entries in a student’s education record. 

 

  1. Category B records must be maintained for at least six (6) years after the student leaves the school district or graduates from high school.

 

  1. Notice of a student’s suspension or expulsion shall be expunged from the student’s cumulative education record if the student graduates from high school, except for notice of an expulsion of a student in grades nine through twelve, inclusive, based upon possession of a firearm or deadly weapon.

 

  1. *In cases where a student is suspended or expelled for the first time, and the Administration or the Board, respectively, has shortened or waived the period of suspension or expulsion in accordance with the Board’s disciplinary policy relating to first time offenses, the Administration or the Board, respectively, may choose to expunge such notice of suspension or expulsion from the student’s cumulative record at the time the student completes the specified program and any other conditions imposed by the Administration/Board, rather than upon graduation. The Board may choose to expunge an expulsion notice from a student’s cumulative record prior to graduation if such student has demonstrated to the Board that the student’s conduct and behavior in the years following such expulsion warrants an expungement.  Should the notice be expunged in accordance with one of these provisions, a record of the fact that the student had been suspended or expelled shall be maintained apart from the student’s cumulative record, for the limited purpose of determining whether any subsequent offenses by the student would constitute the student’s first suspension or expulsion.

 

  1. Records containing information pertaining to child abuse/neglect referrals or reports; or containing confidential HIV-related information should be kept separate from the student’s cumulative folder, in confidential files.

 

  1. Confidential HIV-related information contained in the confidential file should only be disclosed pursuant to district policy.

 

  1. Information contained in documents related to any Department of Children and Families (“DCF”) child abuse and/or neglect investigation, or any such investigation conducted by local law enforcement officials, shall be kept confidential in a central location. Such records shall only be disclosed in accordance with the Board’s policy regarding Confidentiality and Access to Education Records.

 

  1. Category B records shall include the following (if applicable):

 

RECORD

LOCATION

a.   Child-Study Team Records / Student Assistance Team Records

     

Cumulative/Pupil Personnel File

a.     Standardized group test scores (CAPT, CMT etc.)

 

 

 

 

      and/or personality testing program results

Cumulative/Pupil Personnel File

c.   Diagnostic reading/math test results

      (not special education)

Cumulative File

d.   Educational and/or vocational interest

Cumulative File

e.   Speech/language and hearing evaluations
(not special education)

Cumulative/Health File

f.    Comprehensive health records    

Cumulative/Health/Pupil
Personnel File

g.   Correspondence relating to the student

Cumulative/Health/Pupil
Personnel File

h.   Suspensions/expulsions, and the Individualized Learning Plan implemented for an expelled student, which shall include the student’s state-assigned student identifier (SASID)

Cumulative File*

i.    Parent/eligible student’s signed
release forms

Cumulative/Health/Pupil
Personnel File

j.    Truancy Records (including record of parent conferences and referrals )

Cumulative File

k.   Child Abuse/Neglect Forms

CONFIDENTIAL FILE IN CENTRAL LOCATION

l.    Reports Containing Confidential
HIV-Related Information

CONFIDENTIAL FILE

m.  Awards

Cumulative File

n.  Diagnostic test results (non special education)

Cumulative File/Pupil Personnel

o.  Extracurricular Activities

Cumulative File

p.  Letters of Recommendation

Cumulative File

q.  Parent’s/Eligible Student’s signed release forms (permitting disclosure of records)

Cumulative File/Health/Pupil Personnel File

r. Diploma (if not picked up by student)

Cumulative File

s.  Accident Reports

Cumulative File

t.  Basic school entrance health histories

Cumulative/Health File

u.  Cumulative Health Record (CHR-1, original or copy)

Health File (*copy remains with district/original follows student)

v. Individualized Health Care Plans / Emergency Care Plans

Cumulative/Health/Pupil Personnel File

 

w.  Health Assessment Records (HAR-3)

Health File

x.  Incident Reports

Cumulative File

y.  Medication administration records (*6 yrs OR until superseded by yearly summary on CHR-1), which shall include the student’s state-assigned student identifier (SASID)

Health File

z.  Parent authorization for medications/treatments

Health File

aa.  Physician’s orders for medications treatments

Health File

bb.  Referral forms for services based on results of mandated screenings

Health/Pupil Personnel File

cc.  Sports histories and physical-examination reports

Health File

dd.  Nursing Records (Health assessment data; Nursing process notes; 3rd party health records)

Health File

ee. Correspondence to parents related to verified acts of bullying; intervention plans and safety plans, as may be required under state law

Cumulative File

 

 

  1. CATEGORY “C” RECORDS – SPECIAL EDUCATION

 

  1. Category C includes verified information necessary for the formulation of prescriptive educational plans designed to meet the unique needs of selected students.

 

  1. Category C information should be kept separate from the student’s cumulative folder, in the Pupil Personnel File.

 

  1. Category C records must be maintained for at least six (6) years after the student leaves the school district or graduates from high school.

 

  1. Prior to the destruction of Category C information, notification to parents and/or eligible students via media will be made and opportunity provided to copy said records.

 

 

Category C shall include (where applicable):

 

RECORD

LOCATIONS

a.   PPT referral forms

Pupil Personnel File

b.   School counselor case records

Cumulative/ Pupil Personnel File

c.   School psychologists case records

Cumulative/Pupil Personnel File

d.   School social-work case records

Cumulative/Pupil Personnel File

e.   School speech/language pathology case records

Cumulative/Pupil Personnel File

f.  Section 504 Records

Cumulative/Pupil Personnel File

 

 

g.   Special Education assessment/evaluation reports

Pupil Personnel File

h.   Due process records (including complaints, mediations, and hearings)

Pupil Personnel File

i.    Individual Transition Plan

Pupil Personnel File

j.    Individualized Education Program (“IEP”) Records

Pupil Personnel File

k.   Planning and Placement Team (“PPT”) records (including notices, meetings, consent forms)

Pupil Personnel File

l.    Individualized Family Service Plans (“IFSPs”)

Pupil Personnel File

m. Incident Reports of Seclusion

Pupil Personnel File

n. Incident Reports of Physical Restraint

Pupil Personnel File

 

 

 

  1. CATEGORY “D” RECORDS

 

  1. Category D records must be maintained for minimum retention period specified below.

 

Category “D” shall include (if applicable):

 

 

RECORD

 

MINIMUM RETENTION REQUIRED

 

 

 

LOCATION

a.  Sports Contract/Student Contract (including signature sheet for student handbook)

End of school year in which signed

Cumulative File

b.  Permission slips / waivers

3 years

Cumulative File

 

c.  Free/reduced meal application and documentation

3 years

Cumulative File

d.  Annual Notification to Parents (Student behavior and Discipline, Bus Conduct, Electronic Communications Systems, and the National School Lunch Program)

1 year

Cumulative File

e.  Adult education Registration Records

3 years or until audited, whichever comes first

Cumulative File

 

 

f.  After school program registration records

1 year

Cumulative File

 

g.  Pesticide application notification registration form

5 years

Cumulative File

h.  School registration records including residency documentation

3 years or until audited, whichever comes later

Cumulative File

 

i.  Student portfolio work (student produced work for grading assessment)

End of year in which student received grade

May be Maintained by Individual Teachers

 

j.  Tardy slips from parents/guardians

End of school year

Cumulative File

k.  Physician’s Standing orders

Permanent; revise as required.  Keep old copy separately.

Health File

l. Student’s emergency information card

Until superseded or student leaves school district

Cumulative/Health File

m. Test Protocols

Discretion of district

Cumulative/Pupil Personnel File

n.  Surveillance videotapes made on school bus (*if maintained by district)

2 weeks

N/A

o.  Log of access to education records

Maintained for same retention period as required for the record

Cumulative/Health/Pupil Personnel

 

 

  1. DURATION OF EDUCATION RECORDS

 

  1. Records shall be destroyed in accordance with district policy and the Records Retention Schedule of the Public Records Administrator.

 

  1. Records may be maintained for longer periods of time whenever valid cause for the retention of records is shown to the custodian of records.

 

  1. Notwithstanding the applicable retention schedule, the school district shall not destroy any education record if a parent or eligible student has an outstanding request to inspect and review the education record.

 

 

  1. MAINTENANCE OF EDUCATION RECORDS OF TRANSGENDER AND GENDER NON-CONFORMING STUDENTS

 

  1. The Administration shall comply with all processes and procedures relative to the amendment of education records when presented with a request to change a student’s name, gender, or any other information contained in education records.

 

  1. If the Administration changes the name and/or gender in a transgender or gender non-conforming student’s education record, all education records containing the student’s birth name and gender shall be maintained, if so required under federal and/or state law and regulations, separately from other education records and in a strictly confidential location and manner.

 

  1. RESPONSIBILITY FOR MAINTENANCE OF EDUCATION RECORDS

 

  1. The Director of Pupil Personnel is the Custodian of Records.

 

  1. In addition, the following personnel are designated as the guardians of records for each of the schools:

 

  1. a) Categories A, B & D: Principal at each school.

 

  1. b) Category C: Case Manager at each school.

 

  1. c) With respect to confidential HIV-related information, if the Principal is a recipient of an HIV-related disclosure, the Principal shall be the guardian of records. If not, whoever was the recipient of the HIV-related disclosure shall be the guardian of the records. 

 

  1. d) With respect to child abuse and neglect investigation material, the Superintendent of Schools or designee shall be the guardian of the records.

 

  1. The chief custodian of records will annually list for public inspection the names and positions of the custodians of records in each of the schools.

 

  1. Each of the custodians of records shall supply parents, on request, a list of the types and locations of education records collected, maintained, or used within the Meriden Public Schools.

 

  1. The custodians of records is responsible for ensuring compliance with the confidentiality and access provisions of this Board policy and these administrative regulations.

 

ADOPTED: August 19, 2014

Amended:  April 28, 2015

Amended:  December 18, 2018

           

 

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