Student Records 2 nd Reader Presentation to the Baltimore City Board - - PowerPoint PPT Presentation

• Dr. Sonja Brookins Santelises

Chief Executive Officer, Baltimore City Public Schools

Policy JRA: Maintenance and Release of Student Records

2nd Reader

1

Presentation to the Baltimore City Board of School Commissioners February 27, 2018

Theresa Jones, Chief Achievement and Accountability Officer

Introduction

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 Board recognizes the importance of the establishment of

processes and procedures for collecting, maintaining, and releasing information about a student that is maintained in the students’ record.

 Office of Achievement and Accountability (OAA) is the lead

• ffice for creating a cohesive and comprehensive

Maintenance and Release of Student Records Board Policy and Administrative Regulations in an effort to ensure that record maintenance processes and procedures are consistently followed throughout City Schools.

Purpose

3

• An efficiently maintained student record provides

information which may be used by students, parents/guardians, and professional school personnel for planning educational programs for students while they are in school and to support their participation in post-secondary opportunities.

Policy and Administrative Regulations Organization

Policy

I.

Purpose

II.

Definitions

• III. Contents of a Student

Record

• IV. Policy Standards

V.

Implementation Strategies

• VI. Compliance
• VII. Legal and Policy

References

Administrative Regulations

• I. Purpose
• II. Guidelines

A.

Retention of a Student Record

B.

Student Records Maintenance

C.

Transferring of a Student Record

D.

Disposal of a Student Record

E.

Digitization of a Student Record

F.

Access to a Student Record

G.

Legal Request for a Student Record

H.

Amendment of a Student Record

I.

Request for a Student Transcript

J.

Annual Notification of Rights under the Family Education Rights and Privacy Act (FERPA)

K.

Directory Information 4

Policy Timeline

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• Summer 2017: District offices with responsibility

for student records reviewed current procedures, federal and state requirements, and policies from

• ther districts
• September - October 2017: Stakeholder feedback

was collected

• October 17, 2017: Policy Committee Discussion
• January 23, 2018: First Reader
• February 27, 2018: Second Reader and Board Vote

Feedback

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Feedback Response

PCAB expressed concern around name changes. JRA-RA includes Amendment of Records in accordance with KEA-RA. Clarification around legal name changes was added. Policy Committee expressed concern about volume of paper records and desire to digitize records. No change. Digitization requirements included in JRA-RA. Current plans for digitization, including RFP, were discussed. Policy Committee expressed concern about accountability at schools for policy requirements. JRA Section V Compliance was further

• developed. All schools will receive an audit of

active student cumulative records prior to MSDE Biennial audit. First Reader provided suggestion to seek student feedback; recommendation to meet with ASCBC Policy presented at ASCBC meeting. Fielded questions about policy and current practice. No revisions made to policy.

POLICY

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Contents of a Student Record

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Folder Contents

Cumulative

• Basic student data recorded on forms and cards mandated by the Maryland Student

Records System Manual Disciplinary

• Suspension reports and discipline records
• State-mandated bullying and harassment reports

Health

• Maintained in the health suite by school health services staff
• Consists of information pertaining to a student’s medical history and health needs
• Includes cards and forms required by the Maryland Student Records System

Manual. Students with Disabilities

• Created when a student is referred for special education services under the federal

Individuals with Disabilities Education Act (IDEA) or when information is gathered to supplement basic student data

• Consists of forms and documents listed in the City Schools Special Education

Compliance Manual

• May include independent evaluations and assessments provided to the school by a

parent or eligible student or at the parent’s or eligible student’s English Learner (EL)

• Consists of forms and documents related to EL students required by MSDE.

Policy Standards and Compliance

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 School recordkeeping practices and procedures, including transferring of

records between schools, will be in accordance with

• federal law including FERPA and IDEA
• state law
• regulations of the Maryland State Board of Education
• Maryland Student Records System Manual

 Student records should be retained in accordance with Board Policy EHB.  No staff member or student shall furnish or use any list of students' names

and addresses for the sending of advertising or any other purpose, unless specific approval, in writing, is given in advance by the Chief Executive Officer.

 City Schools will conduct a records audit of a sample of students at all schools

and provide findings including recommendations by September 1, and in advance of the MSDE biennial audit.

 Focus on cumulative and special education folders

ADMINISTRATIVE REGULATIONS

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Administrative Regulation

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Section Key Points

Retention of a Student Record

• Schools must follow retention schedule in Board Policy
• EHB. Some documents must be maintained

permanently. Student Records Maintenance

• Schools are responsible for regularly reviewing student

records. Transferring Student Records

• Sending school retains copies of records when students

transfers within Maryland.

• Copies of records, not original records, are provided when

students transfer to Nonpublic Schools and Schools Outside of Maryland.

• Sending school will send the complete original student

record to the receiving school within five (5) days of the request from the receiving school (if MD public school.) Disposal of Student Records

• All records shall be disposed of in such a manner as to

protect any legally confidential information that might be included in the record.

Administrative Regulation

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Section Key Points

Digitization of Student Records

• Digitization must follow state requirements.

Legal Request for a Student Record

• Office of Student Records receives, disperses, and

supports subpoenas and court ordered record requests. Amendment of a Student Record

• Amendments occur in accordance with Board

Regulation KEA-RA. Request for a Student Transcript

• Office of Student Records manages the online

transcript request process. Annual Notification of Rights under FERPA

• Notification of rights will be published in the

Baltimore City Public Schools Family Handbook. Directory Information and Access to Student Records

• All student records are available to parent/legal

guardian in accordance with FERPA, Board Policy KDA, and Board Regulation KDA-RA.

Comments or Questions?

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studentrecords@bcps.k12.md.us Tyra Hudgins Student Records Technician tnhudgins@bcps.k12.md.us Ben Goldberg Manager – Data Quality btgoldberg@bcps.k12.md.us Heather Nolan Director, Knowledge Management knolan@bcps.k12.md.us

Appendix

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 Request for a Student Transcript



Request for a student transcripts made for a student that graduated prior to the year 2001 and from a closed school shall be handled by the Office of Student Records through its online transcript request system (https://bcsmd.scriborder.com/).



After graduation or permanent withdrawal from school, a fee* for providing a transcript will be charged in accordance with Baltimore City Public Schools’

• nline transcript request

process.

• Notification of changes to fee

structure must be communicated by Baltimore City Public Schools

• SY 17-18 fees:
• $15 for corporations and higher

education institutions

• $5 for graduates and former students
• Fee waived for Homeless, Active

Military Personnel, State Disability Agencies and Incarcerated Individuals

Appendix

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• Cumulative Folder Retention:

Mandated Student Record Card Elements Retention SR Card 1 Student’s personal data Permanent SR Card 2 Annual performance, prek-8 Student Age 21 SR Card 3 Annual secondary school performance (Grades 9-12) Permanent SR Card 3A Supplemental Student Age 21 SR Card 3B High School Assessment Performance Summary Student Age 21 SR Card 4 State mandated and local school system testing Student Age 21 SR Card 5 Health screening Student Age 21 SR Card 7 Maryland Student Withdrawal/Transfer Record 4 years after transfer Statewide Educational Interview Form 1 year Immunization data Student Age 21 Blood Lead Certificate DHMH 4620 Student Age 21 Information Required for English Language Learners Student Age 21 Student Transcripts Permanent Where applicable, Graduation Requirement Waiver (e.g., Bridge Waiver letter) Permanent

Appendix

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 The annual notification of rights under FERPA will inform parents or

eligible students of their right to:

• Inspect and review student’s education records within 45 days of the day the school receives a

request for access. Parents, guardians, or eligible students should submit to the school principal a written request that identifies the record(s) they wish to inspect.

• Seek amendment of a student record that the parent, guardian, or eligible student believes to be

inaccurate, misleading or otherwise in violation of the students’ privacy rights under FERPA.

• Provide written consent before City Schools discloses personally identifiable information

contained in the student’s education record, except to the extent that FERPA authorizes disclosure without consent.

• File a complaint with the U.S. Department of Education concerning alleged failures by City

Schools to comply with the requirements of FERPA

Board of School Commissioners

Cheryl A. Casciani, Chair Peter Kannam, Vice-Chair Muriel Berkeley Michelle Harris Bondima Linda Chinnia Andrew “Andy” Frank Martha James-Hassan Ronald S. McFadden Johnette A. Richardson Ashley Peña, Student Commissioner A.J. Bellido de Luna, Board Executive Officer

Senior Management Team

• Dr. Sonja Brookins Santelises, Chief Executive Officer

Alison Perkins-Cohen, Chief of Staff Sean L. Conley, Chief Academic Officer John L. Davis, Jr., Chief of Schools Jeremy Grant-Skinner, Chief Human Capital Officer Theresa Jones, Chief Achievement and Accountability Officer

• J. Keith Scroggins, Chief Operating Officer

Kenneth Thompson, Chief Technology Officer Tammy L. Turner, Esq., Chief Legal Officer John Walker, Interim Chief Financial Officer

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