CODE: 5125
SECTION: PUPILS
PUPIL RECORDS
The West Milford Board of Education shall conform in all respects to the requirements of state and federal law regarding gathering, maintaining, securing, disclosing, allowing access to and destruction of pupil records.
The Superintendent of Schools shall oversee for the security of pupil records maintained in the school district. He/she shall formulate and the Board review administrative procedures to guarantee the safety and security of all pupil records and to provide authorized persons and organizations access to these records at a convenient place and time within the limits stipulated by law, i.e., within 10 days of the request but prior to any review or hearing conducted in accordance with the State Board of Education regulations.
Pupil records shall include all those mandated by the New Jersey Administrative Code or State statutes, or authorized by administrative directives, and such permitted records as the Board of Education shall authorize in order to promote the educational welfare of the pupil. Records so authorized must comply with code standards as to relevance and objectivity.
Pupil records shall contain only such information as is relevant to the education of the pupil and is objectively based on the personal observations or knowledge of the originator of the record.
All anecdotal information and assessment reports collected on a pupil shall be dated and signed by the individual who originated the data.
District Review of Pupil Records
The Superintendent of Schools shall require all permitted pupil records of pupils currently enrolled in the regular educational program to be reviewed annually by certified school personnel to determine the educational relevance of the material contained therein. The reviewer shall cause to be deleted from the records data no longer descriptive of the pupil or educational situation.
Such information shall be destroyed and shall not be recorded elsewhere nor shall a record of such deletion be made.
Such data may not be removed from the record of a student with disabilities without prior parental notice.
Records of Classified Pupils
All records of students with disabilities shall be maintained in accordance with Administrative Code and established procedures which ensure proper accessibility and confidentiality.
A special confidential file shall be maintained listing the code numbers assigned to students with disabilities on whose behalf the Board of Education must take public action. Motions concerning students with disabilities shall be anonymous and refer to this confidential file. This shall be maintained in accordance with N.J.A.C. 6:3-6.1.et seq.
Parents/adult pupils or designees shall be permitted to inspect and review the contents of the pupil’s record maintained by the district without unnecessary delay and before any meeting regarding the pupil’s IEP. Any consent required for students with disabilities under N.J.A.C. 6:3-6 shall be obtained according to N.J.A.C. 6A:14-2.3.
Retention and Destruction of Records
The Superintendent of Schools shall develop regulations in accordance with the Administrative Code concerning retention and destruction of pupil records. No additions may be made to the record after the graduation or permanent departure of a pupil without the prior written consent of the parent/adult pupil.
The New Jersey district of last enrollment must keep in perpetuity: name, date of birth, gender, address, phone number, attendance records, classes attended, grade level completed, year completed, name of parent(s), and citizenship status.
Liability
Liability shall not be attached to any member, officer, or employee of the Board of Education permitting access or furnishing pupil records in accordance with these rules and regulations. It shall be the responsibility of the Superintendent of Schools to keep abreast of all changes in state and federal law and regulation concerning pupil records.
First Reading: December 12, 2000
Adopted: December 19, 2000