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506.5 Special Education Records

SPECIAL EDUCATION RECORDS
 
Accurate special education records shall be maintained for all students attending Hartley-Melvin-Sanborn School district.  Records of a student shall be reasonably accessible to parents and/or legal guardian of that student or to the student if of legal age or older.  These records will be made available to parents without unnecessary delay and before any IEP meeting or hearing, and in no case more that 45 days after the request is made.  Students records shall remain confidential.
 
Procedures Relating to Confidential Records:
 
1.   Parents and eligible students are informed of their rights in regard to records through written materials given annually at review or if not in attendance through the mail.
 
2.   Cumulative and confidential records are maintained under the direction of the building administrator.
 
3.   No material disclosing personally identifiable information will be released without parent’s or illegible student’s consent and building administrator’s approval.
 
4.   A log shall be maintained to record verified disclosures, including the name of the party, date of access, and the purpose.
 
5.   A current access list shall be posted and maintained for public inspection.  This list shall include the names and positions of employees who may have access to personally identifiable information.
 
6.   Provide to parents, on request, a list of the types and locations of educational records collected, maintained or used.
 
 
Procedures Relating to Inspection of Student Records:
 
1.   All records shall be kept in a locked file.
 
2.   Personals not on the access list who wish to review files will be referred to the building administrator.
 
3.   If the building administrator is not available make every effort to contact or arrange for a time that the administrator can be there.
 
4.   If the administrator gives permission to proceed with review of records the following procedures must be followed:
            a.   Check for proper identification
            b.   Verify that permission has been granted by appropriate person (Parent, Student, etc.)
            c.   You personally sign in the viewer as signatures on the sign in sheet are confidential.
            d.   Provide a place for this person to review files (supervise if possible).
 
Procedures for Amending Student Records:
 
1.   The district will respond to request for explanations and interpretations of records.
 
2.   Parents may challenge information in the educational records.
 
3.   Parents or eligible students have the right to request amendment of records through a records hearing.  Records will be amended if they are found to be inaccurate, misleading, or violating the privacy or other rights of the child.
 
4.   Parents are allowed to place qualifying statements in the record (if the district decides not to amend the records) these statements will remain as part of the record.
 
 
Procedures for Destruction of Student Records:
 
1.   The district will inform parents when personally identifiable information is no longer needed to provide educational services to the child.  (Parents have a right to keep the material or destroy it.)
 
2.   The district will destroy this information at parents request, if it is no longer needed to provide educational services to the child.  (However, a permanent record of the student’s name, address, phone number, grades, attendance record, classes attended, grade level completed, and year completed may be maintained without time limitation.)  Under 300.573, personally identifiable information may be destroyed.  In informing parents about their rights, the agency should remind them that the records may be needed by the child or parents for social security benefits or other purposes.
 
 
Previously Code No. 505.15
 
 
Adopted:  February 8, 1988                  
 
Reviewed:   March 1998                  
January 20, 2003
September 2006
December 17, 2012