3231 Student Records

The district shall 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 shall be treated in a confidential and professional manner.  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.  Student records are the property of the district but shall 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 shall be forwarded to other school agencies upon request.  A high school student may grant authority to the district that permits prospective employers to review the student’s transcript.  Parental or adult student consent shall be required before the district may release student records other than to a school agency or organization, except as otherwise provided by law.

A grade report, transcript or diploma shall not be released until a student has made restitution for damages assessed as a result of losing or damaging school materials or equipment.  If a student has transferred to another school district that has requested the student’s records, but the student has an outstanding fee or fine, only records pertaining to the student’s academic performance, special placement, immunization history and discipline actions shall be sent to the enrolling school.  The content of those records shall be communicated to the enrolling district within two school days and copies of the records shall be sent as soon as possible.  The official transcript will not be released until the outstanding fee or fine is discharged.  The enrolling school shall be notified that the official transcript is being withheld due to an unpaid fee or fine.

The superintendent shall establish procedures governing the content, management and control of student records.

Cross References:

Board Policy 3520                  Student Fees, Fines, Charges

Board Policy 4020                  Confidential Communications

Legal References:

20 U.S.C. § 1232g                  Family Education Rights and Privacy Act CFR 45, Part 99Family Education Rights and Privacy Act Regulations

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.635.060                 Defacing or injuring school property – Liability of parent or guardian

RCW 40.24.030                      Address Confidentiality Program –Application – Certification

Ch. 70.02 RCW                      Medical records – health care information access and disclosure

WAC 392-500-025                 Pupil tests and records – Pupil personnel records – School district policy in writing

Ch. 392-415                            Secondary education – standardized high school transcript

WAC 181-87-093                   Failure to assure the transfer of student record information or student records

WAC 246-100-166                 Immunization of child care and school children against certain vaccine-preventable diseases

Management Resources:

Policy News, April 2001         Compliance Office Provides FERPA Update

Policy News, December 2003 Updated Legal References for Catheterization, Facilities Planning and Student Records Policies


Adoption Date:  4.04

Methow Valley School District