6300 R&P

MAINTENANCE, REVIEW, AND RELEASE

OF STUDENT RECORDS

6300 R&P

Questions about student records should be addressed to the Director of Guidance and Social Work.

6300.1

A.

Unless a court order or other legally binding document specifies otherwise or terminates or suspends all parental rights, both custodial parents and non-custodial parents have a right to review and give consent for release of the child’s school record.  The school may notify the custodial parent of any request made by the non-custodial parent for access to or release of information in the child’s education records.

B.

School personnel generally conduct conferences with a child’s custodial parent.  However, both parents have a right to attend a conference concerning the educational adjustment and progress of their child.

C.

Although the Wake County Public School System only requires that report cards, interim reports, and other grade reporting information be sent to the parent with whom the child resides, upon request, a principal shall, in addition, provide grade reporting information to the other parent. The school may request that the parent provide self-addressed stamped envelopes for the requested information.  

6300.2 

Currently enrolled students will be provided three (3) free transcripts each instructional calendar year.  There will be a $3.00 charge for each additional transcript or for each record verification.  In addition to the $3.00 charge, a charge of 10 cents per page shall be charged for each page in excess of the first ten pages.  All fees are applicable unless the effect of charging the fee is to effectively prevent a parent or eligible student from exercising the right to inspect and review the student’s education records.  Uniform charges for records released from the schools will be effective with the 2002-2003 school year.  Charges for records released from Central Records will begin January 1, 2002.

6300.3

Parents or eligible students must be given the opportunity annually to object to the release of directory information without their consent.  Their right to make this request will be included in the Student/Parent Handbook printed by Student Services.  The school shall allow ten (10) school days after the handbooks are distributed for a parent or student to respond.  Before releasing directory information about a student, the principal must verify that no objection has been filed.  Information regarding those students about whom objections have been filed shall not be released.  

If the school wishes to release non-directory information about a student such as parent’s name, address, and telephone number, separate written consent must be obtained from the parent or eligible student.  The consent must specify the groups or individuals to whom information can be released (i.e., PTA, booster club, students or parents of students enrolled at the school).  Information cannot be released to a group or individual not specified in the written consent.

6300.4

A standing order issued August 24, 2000, by the chief district court judge of the Tenth Judicial District (Wake County) names the agencies which may share information with one another pursuant to board policies 6300.1.E and 6300.5.J, including WCPSS, Wake County Human Services, Wake County District Attorney’s office; all local law enforcement agencies in Wake County; North Carolina Department of Juvenile Justice and Delinquency Prevention; the Office of Guardian Ad Litem Services of the Administrative Office of the Court; and all local agencies receiving funding through the local Juvenile Crime Prevention Council.  The order is attached to this regulation and procedure.     

6300.5

Form 1704 - “Authorization for Release of Records” is intended for releasing records; however, a dated note that is signed by the parent or  eligible student is also acceptable.  

6300.6

Detailed information about student records maintenance is found in Procedures for the Collection, Access, & Maintenance of Student Records, assembled by a committee of principals, counselors, and central office personnel in 1989.  (This manual is periodically updated.)

Additional information is found in Student Attendance and Student Accounting, published periodically by Student Information Management, Division of School Business Services, North Carolina Department of Public Instruction.  

6300.7

The school official who receives notification that a child is missing should:

A.        

Inform the principal and the guidance counselor of such notification.

B.

Write the following on the front of the cumulative folder: “Notified by (name of person) of (name of agency and phone number) that (name of child) is a ‘missing child.’

____________________(signed)

____________________(date)”

C. 

In the event that this record is requested or any inquiry made about this record by any school, individual, or agency, the principal shall notify the agency requiring the flagging.  

6300.8

After five (5) years, inactive records of former students, including graduates, are stored centrally and requests for these records should be referred to Central Records.

Revised: August 7, 1992

Revised: May 1993

Revised: January 26, 1998

Revised: September 27, 2001