Discussions

We are looking for best practices (and according to state/federal regulations for independent schools) in handling records request at your schools. We are in Florida, so the Cumulative files follow students who transfer, but what do you do for the following:

Ex-Parents and ex-students requesting transcripts, report cards, etc. without a transfer (graduates applying to colleges, etc.) What do they need to do to prove they are the actual person requesting the information. (We have a form which asks for name, phone, email, birthdate, graduation date, attended dates, and where the information should be sent. How do you know the person filling out the form is a valid person?

Additionally, we keep other records in our permanent files that are not generated by our school (birth certificates, immunizations, accommodations, etc.). Even though we are the custodians of the data, are we obligated to send a birth certificate, immunizations, etc. Or just our produced records (report cards, accommodations, transcripts)? Are those other records something the parent/student should have in their possession?  

Finally, how long are we obligated to send some of those non-school generated records if required? Do we only have to send accommodations up to 7 years later, or longer?

Thanks for your help as this is something we want to be consistent and accurate on.

Donna Muller, Director of Educational Technology and Data Management at Oak Hall School.

Hi Donna ,

This is tricky. I would consult your legal counsel as there are different rules for each state.

While we are in California there are a few principles you might want to consider:

1. Once a student turns 18, only they can request their own records, not parents. I would ask for a copy of their ID.
2. While the school maintains health records, birth certificates etc. Those are owned by the student, not the school and therefore the school is not responsible for any of that information and it should be destroyed or archived (based on the rules for your state) once the student is no longer at the school. It is for the alumnae to send personal information to other institutions, not their secondary school.
3. We are currently going through a process of digitizing all paper records and have been able to shred mountains of information in paper cumulative files that is no longer relevant or necessary to store.

Best,

Ally

We are looking for best practices (and according to state/federal regulations for independent schools) in handling records request at your schools. We are in Florida, so the Cumulative files follow students who transfer, but what do you do for the following:

Ex-Parents and ex-students requesting transcripts, report cards, etc. without a transfer (graduates applying to colleges, etc.) What do they need to do to prove they are the actual person requesting the information. (We have a form which asks for name, phone, email, birthdate, graduation date, attended dates, and where the information should be sent. How do you know the person filling out the form is a valid person?

Additionally, we keep other records in our permanent files that are not generated by our school (birth certificates, immunizations, accommodations, etc.). Even though we are the custodians of the data, are we obligated to send a birth certificate, immunizations, etc. Or just our produced records (report cards, accommodations, transcripts)? Are those other records something the parent/student should have in their possession?  

Finally, how long are we obligated to send some of those non-school generated records if required? Do we only have to send accommodations up to 7 years later, or longer?

Thanks for your help as this is something we want to be consistent and accurate on.

Donna Muller, Director of Educational Technology and Data Management at Oak Hall School.