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505.2.9.3P - Annual Building Plan – Security of Student Records – Due September 1

505.2.9.3P - Annual Building Plan – Security of Student Records – Due September 1

Adopted: June 1980
Revised: April 2015

Download 505.2.9.3P - Annual Building Plan – Security of Student Records – Due September 1

The following plan shall be submitted annually by the principal/program coordinator/department head to Student Information, the superintendent’s designee as responsible authority for student records at the District Office.

                                               

School/program ____________________________Grade levels served              School year               

 

Principal/coordinator (responsible authority)                                                                                  

 

Person(s) responsible for clerical maintenance and day-to-day security (possesses key)
                                                                                                                                                           

Place where key is kept                                                                                                                     

 

Physical or electronic location in building of pupil records (by category):

 

1.   Directory information                                                                                                            

 

            a.   Procedure 505.2.4.3P, Denial of Release of Directory and Yearbook Information

                                                                                                                                         

2.   Private records including

            a.   Group test scores                                                                                                            

            b.   Level of achievement                                                                                                       

            c.   Student health record                                                                                                     

            d.   Child study records                                                                                                        

            e.   Surveillance tapes                                                                                                           

            f.    Others                                                                                                                              

           

Hours each day file is locked                                       unlocked                                                     

 

Describe the procedure for removing a record from the storage location                                        

                                                                                                                                                           

                                                                                                                                                           

 

Whose authority is required to remove a record from its storage file?                                            

                                                                                                                                                           

 

What record is kept of a record being removed from its storage location?                                      

                                                                                                                                                           

Can electronic records only be accessed by appropriate personnel on a need-to-know basis?   Y   N

 

Confidentiality of records is being maintained in all buildings by:

1. Seeking parental permission to release, and

2. Entering releases to non-District l96 professional staff in the student file.

 

Who determines the legitimate intent of the party requiring access to the records?

1. District l96 professional staff with legitimate intent is determined by the principal, and

2. Others determined by parents signing Procedure 505.2.3P, Prior Consent to Release Private Data        To or From an Outside Agency.

 

________________                                   ________________                                   

           Date                                             Signature of Building–level Responsible Authority