Policy Details Page

Policy No. 3231

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. Education records are the property of the district but shall be available in an orderly and timely manner to students and parents. 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.

A student's education records shall be forwarded to other school agencies upon request. 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 grades report, transcript, or diploma will 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 grades, diploma, and official transcript will not be released until the outstanding fee or fine is paid or if the student and parent are unable to pay the damages, discharged under a program of voluntary work. The enrolling school shall be notified that the official transcript is being withheld due to an unpaid fee or fine.

The superintendent will 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 99 Family Education Rights and Privacy Act Regulations
  • RCW 28A.230.120 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 180-52-025 Pupil tests and records--Pupil personnel records--School district policy in writing
  • WAC 180-57 Secondary education--standardized high school transcript
  • Ch. 43-840 WAC Implementation of Address Confidentiality Program
  • WAC 246-100-166 Immunization of daycare and school children against certain vaccine-preventable diseases

Adoption Date: 6/22/00

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