Parkway Schools
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Release of Education Records/Transcripts
What is an “educational record”?
“Educational Records” are records which contain information which is directly related to a student and maintained by a school. Medical or health records are considered part of the “Educational Record.” Exceptions to educational records include:
· Records kept in the sole possession of the maker of the record and not revealed to anyone but a temporary substitute, e.g. personal notes.
· Records created and maintained by a law enforcement unit for a law enforcement purpose.
What documents should be sent when student records are requested?
· The records that are specific to the request should be sent. We are required by state law to send Superintendent Discipline Records to other schools.
· Following are the type of records that should be sent to new school:
- Copy cumulative folder, all sides, and inserts
- Immunization records
- Discipline files (Superintendent Suspension/Expulsion)
Should student records be sent without a written request?
Student records should not be sent unless a school receives a written request. It is NOT recommended that records be sent after just a verbal request. The written request should be kept in the student’s cumulative folder.
How long after records have been requested by a school does current school have to send out records?
The Missouri Safe Schools Act, (HB1301/1298) Section 167.020.7 states, within forty-eight hours of enrolling a pupil, the school official enrolling the pupil, including any special education pupil, shall request records required by district policy for student transfer and those discipline records required by subsection 9 of section 160.261 RSMo, from all schools previously attended by the student within the last twelve months. Any public school district that receives a request for records from another school shall respond to such request five (5) business days upon receiving a request. Based on the language of the Act, the district may not hold the records until fees are paid.
Does Parkway need a letter of release from parent/guardian of student to release records to a public school?
Student records may be released to another PUBLIC school without parent/guardian's permission. Parental permission is required in order to release records to a private school.
Are Private/Parochial Schools required by law to release records?
Private/Parochial schools are required by law to release Discipline Records only. Private/Parochial schools have a right to withhold records (except discipline records) if they choose because of fines owed. Private/Parochial Schools may require a letter of release from parent/guardian.
· A subpoena must be delivered. A faxed or mailed subpoena is not acceptable.
· Parents are to be notified of any subpoenas (or requests from courts or social agencies) for student records BEFORE sending the requested records in response to the subpoena. All education records requested, except for a special education student’s current IEP and most recent evaluation report, are to be sent by the school to the address indicated on the subpoena along with a note that additional records are available from the Special School District when a student receives special education services. If the student is receiving Special School District services, a copy of the subpoena for records is to be sent/faxed to the Special School District records department.
Who is the “Custodian of Records” in each school?
The principal of the school is the Custodian of Records according to Board Policy JRA, Student Records.
· Direct all inquiries of a former student whose record is no longer located in a Parkway school for a copy of the transcript and/or health information to District Student Records Office Transcript Line (5-5065). District Student Records Office charges $3.00 for each transcript.
· The district registrar at the school is to request all records of former students who are returning to Parkway or for updating record from District Student Records Office by e-mailing Whitney Cameron, wcameron@parkwayschools.net a request with the required information.
· School districts are no longer allowed to withhold school records from other PUBLIC schools/school districts if student owes money.
· Graduation Verification requests of former students should be referred to Jessica White, District Student Records. (5-5063)
· Parents and eligible students may inspect and review the student’s education/health records and shall upon request be given an interpretation of such records by a school official. District Policy JRA.BP
· Parents and eligible students may receive copies of education/health records upon payment of any copying costs. Policy JRA.BP
NOTE: This statement applies to copies of records over and beyond ten copies at the school level and all copies obtained from the District Student Records Office.
· Divorced and noncustodial parents have the same rights as custodial parent unless the school receives evidence that a court order or a legally binding instrument provides otherwise. School should request proof of parenthood. A court order (a divorce decree, etc.) or birth certificate can be used to establish identity of noncustodial parent requesting access to records. Parent should also provide photo identification.
· Missouri law provides that a noncustodial parent has the right to receive any deficiency slips, report cards or pertinent progress reports regarding his/her child’s progress in school. The statue also requires that the parent pay an administrative fee sufficient to cover the cost of preparing, copying, and mailing the information, if the school so chooses.
· Parents have the right to inspect and review their child’s educational records within a reasonable time, which is not to exceed 45 days. In addition, the school must respond to reasonable requests for explanations and interpretations of the student’s educational records.
· A school can refuse a parent access to their child’s educational records only upon evidence that there is a court order that specifically revokes the parent’s rights under the act.
· A school may refuse to release records if there is a court restraining order that specifies that student’s records are not to be released.
· A school may refuse to send records or copies of records to parents, if there are fines or fees due, but the school must allow the parent to inspect and review the records.
Who has access to confidential special education information?
· Schools are required to maintain a list of employees authorized in advance to review special education information and a Record of Access for others (not previously authorized) who review such records.
· Each school shall maintain a Record of Access list of all individuals who have received access to confidential records. The Record of Access shall be maintained in each student’s file, which contains confidential information. This file will include:
1. Name(s) of such individual(s);
2. Data reviewed and
3. Purpose for which the data was reviewed.
· Authorized school employees and staff are not required to be listed on the Record of Access form. However, the district and school will maintain a list of those employees who may have access to confidential records. This list must be posted in a central location, preferably by the files. Authorized employees are employees of the district who have a legitimate need to review confidential records for the purpose of providing a free appropriate public education.