1 Policy JRA: Maintenance and Release of Student Records 2 nd Reader Presentation to the Baltimore City Board of School Commissioners February 27, 2018 Dr. Sonja Brookins Santelises Theresa Jones, Chief Achievement and Accountability Officer Chief Executive Officer, Baltimore City Public Schools
Introduction 2 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 office 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 4 Policy Administrative Regulations I. Purpose Purpose I. II. Guidelines Definitions Retention of a Student Record A. II. Student Records Maintenance B. III. Contents of a Student Transferring of a Student Record C. Record Disposal of a Student Record D. Digitization of a Student Record E. IV. Policy Standards Access to a Student Record F. Legal Request for a Student Record G. Implementation V. Amendment of a Student Record H. Strategies Request for a Student Transcript I. Annual Notification of Rights under J. VI. Compliance the Family Education Rights and Privacy Act (FERPA) VII. Legal and Policy Directory Information K. References
Policy Timeline 5 Summer 2017: District offices with responsibility • for student records reviewed current procedures, federal and state requirements, and policies from other 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 6 Feedback Response PCAB expressed concern around name JRA-RA includes Amendment of Records in changes. accordance with KEA-RA. Clarification around legal name changes was added. Policy Committee expressed concern about No change. Digitization requirements volume of paper records and desire to digitize included in JRA-RA. Current plans for records. digitization, including RFP, were discussed. Policy Committee expressed concern about JRA Section V Compliance was further accountability at schools for policy developed. All schools will receive an audit of requirements. active student cumulative records prior to MSDE Biennial audit. First Reader provided suggestion to seek Policy presented at ASCBC meeting. Fielded student feedback; recommendation to meet questions about policy and current practice. with ASCBC No revisions made to policy.
7 POLICY
Contents of a Student Record 8 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 • Created when a student is referred for special education services under the federal Disabilities 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 9 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
10 ADMINISTRATIVE REGULATIONS
Administrative Regulation 11 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 12 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 • Notification of rights will be published in the FERPA Baltimore City Public Schools Family Handbook. Directory Information and Access to • All student records are available to parent/legal Student Records guardian in accordance with FERPA, Board Policy KDA, and Board Regulation KDA-RA.
Comments or Questions? 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 13
Appendix 14 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’ online 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 15 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 Annual secondary school performance SR Card 3 (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 Maryland Student Withdrawal/Transfer SR Card 7 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
Recommend
More recommend
