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PUPIL RECORDS
Administrators and staff shall be guided by the following in implementation of the pupil records policy. Definitions and Types of Records
Form of Records All anecdotal information collected on a pupil, whether part of the "mandated" or "permitted" pupil records shall be authenticated information which has been dated and signed by the individual who originated the data. Maintenance and Security of Pupil Records The building principal or designee shall be responsible for maintaining and securing pupil records in his/her school. The supervisor of pupil services shall be responsible for the maintenance and security of classified pupil records in the central office. Where records are maintained in different locations, the central file shall note where such other records may be found. All pupil records shall be reviewed annually by the principal in order to evaluate the educational relevance of the material therein. Records not permitted by these regulations, or approved records, which are no longer relevant or are scheduled to be removed from the file, shall be removed and destroyed. The business office shall fix the fee annually for reproduction of pupil records in accordance with state regulations. Access to Records Only authorized individuals, organizations and agents, as identified by the New Jersey administrative code, shall be permitted to view and receive copies of individual pupil's records. Access to pupil records shall be provided to authorized individuals, organization and agents within 10- days of the request for access. Access to pupil records shall be subject to the conditions set forth in the New Jersey administrative code. Administrators responsible for the maintenance and security of pupil records shall devise procedures for complying with this directive. Pupil Records Challenge Pupil records may be challenged by parents/guardians and adult pupils on the grounds of inaccuracy, irrelevancy, impermissive disclosure, inclusion of improper information or denial of access to organizations, agencies and persons. A parent/guardian or adult pupil must notify the Superintendent, in writing, of the specific issues relating to the pupil records. The Superintendent or designee shall meet with the parent/guardian or adult pupil within 10 days of the notification to attempt to resolve the issue. If the matter is not satisfactorily resolved, due process may be invoked and provided for under New Jersey law. Forwarding, Retention and Destruction of Pupil Records Pupil records shall be forwarded to the official of the public school district in which a pupil intends to enroll within 10 days of verification of enrollment, provided that the parent/guardian or the adult pupil is notified of the release of mandated records and gives written consent to the release of permitted records. In the case of non-public schools, written consent of the parents/guardians or adult pupil is required before mandated and permitted records may be forwarded. Verification that the pupil record has been received by another school district shall be placed in the pupil's file. For each pupil who graduates from the system, or for whom Morris School District is the last known New Jersey public school district of attendance, the district shall keep in perpetuity a permanent record of the pupil's name, date of birth, sex, address, telephone number, grades, attendance record, grade attended, grade level completed, year completed, names of parents/guardians and citizenship status. Information on pupil records, other than records which must be kept in perpetuity may be destroyed after the information is no longer necessary to provide educational services to a pupil. Records may only be destroyed by the principal of the school the pupil last attended, or in the case of classified pupils, by the supervisor of pupil services, after written parent/guardian or adult pupil permission has been grated, or after reasonable attempts to secure permission have been unsuccessful. Date: April 14, 1986 |
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