The school district will make all records of students available to the person or persons legally in custody of the student, or legally appointed to supervise the student, or to the student (provided the student is eighteen (18) years of age), or to the person or persons of agency legally assigned as custodian. The records will not be removed from the school premises and will be inspected or perused during the regular school day or by appointment in the presence of the principal, assistant principal, or guidance counselor of the school where the records are held. A written log recording who, when and for what purpose a student's record was viewed will be kept by the building principal. Parents or legal guardians will be granted a hearing to challenge the contents of the records if they request. Schools may not release student records without the written permission of parents/guardians or legal guardians. No rosters of pupils or teachers may be issued to be used for any purpose outside of school uses, except to those agencies approved by the superintendent of schools. The District shall keep confidential any personally identifiable data, information and records collected or maintained on a child with a disability, protecting the confidentiality of personally identifiable information at collection, storage, disclosure, and destruction stages. In-service training shall be provided for all appropriate personnel who may collect or use personally identifiable information. Their training shall include information concerning legal policy, the Family Educational Rights and Privacy Act, the Wyoming Public Records Act, and other applicable Wyoming Statutes.
LEGAL REFS.: W.S. 16-4-201 through 16-4-205; Wyoming Education Policies Reference Manual, code JO
CROSS REFS.: KBA-E, Public Access to Records. _____________________________________________________________________________________
STUDENT RECORDS In accordance with the Board's policy pertaining to student records, the following regulations have been established:
1. The Board will provide annual notification to the parents/guardians of students in attendance of the types and locations of student records maintained by the school district and the titles and addresses of the officials responsible for those records.
2. The Board will give public notice of which categories of personal information are to be designated "directory information" and provide sufficient time for parents/guardians to notify the Board which items should not be so designated.
3. The Board will give public notice of the categories of personal information that will be maintained by the school district beyond those designated "directory information."
4. Those categories of information designated as "directory information" may be released to any third party excluding administrative use for a legitimate educational purpose, without the written consent of the parent/guardian to any party except for use in a profit-making plan or activity.
5. Those categories of information designated as "directory information" may be released to any third party excluding administrative use for a legitimate educational purpose, without the written consent of the parent/guardian. This written consent will specifically include which records are to be released, the reasons for such disclosure, and to whom the disclosure may be made.
6. The school district will comply with a request to inspect and review the educational records of a student within a reasonable time, but in all cases within 45 days.
7. A parent/guardian also has the right to obtain copies of the record when this is necessary to adequately review the records. The cost for reproduction of these records will be paid by the requesting party in accordance with rates determined annually by the Board.
8. After inspection of the records, a parent/guardian who believes that information contained in the record is inaccurate, misleading, or otherwise violating the privacy rights of the student, may request the school district to amend them.
9. A written log recording who, when and for what purpose a student's record was viewed will be kept by the building principal.
10. If the school district refuses to amend the record, it will inform the parent/guardian of the right to have a hearing. This hearing will be conducted by a party that does not have a direct interest in the outcome and will allow the parent/guardian a full and fair opportunity to present evidence on the issue.
11. If, as a result of the hearing, the district again decides that the record does not contain inappropriate material and refuses to amend it, the district will inform the parent/guardian of the right to place a statement in record commenting on the disputed information and the reasons for disagreeing with the decision of the school district. Such a statement will be maintained as a permanent part of the student's record and will be disclosed along with the rest of the record.
12. If any records are to be released to comply with a judicial order of subpoena, the parent/guardian will be given advance notice of such an order.
13. Any transfer of records to a third party will be on the express condition that he will not permit any other party to have access to the information without the written consent of the parent/guardian.
14. Whenever a student has attained 18 years of age or is enrolled in an institution of post-secondary education, the rights accorded to and the consent required of the parent/guardian shall only be accorded to and required by the student.
Current practice codified 1979.
Reviewed: 02/10/03, 03/03/08