3231 Policy – Student Records

Bellingham Public Schools will maintain those student records necessary for the educational guidance and/or welfare of students, for orderly and efficient operation of schools, and as required by law. All information related to individual students will be treated in a confidential and professional manner. The district will use reasonable methods to ensure that teachers and other school officials obtain access to only those education records for which they have legitimate educational interests. When information is released in compliance with state and federal law the district and district employees are immune from civil liability unless they acted with gross negligence or in bad faith.

The district will retain records in compliance with the General Records Retention Schedule for School Districts and Educational Service Districts in Washington State found at: www.sos.wa.gov/archives/recordsretentionschedules.aspx.

Student records are the property of the district but will be available in an orderly and timely manner to students and parents/guardians. “Parent” includes the state Department of Social and Health Services when a minor student has been found dependent and placed in state custody. A parent/guardian or adult student may challenge any information in a student record believed inaccurate, misleading or in violation of the privacy or other rights of the student.

Student records will be forwarded to other school agencies upon request. A high school student may grant authority to the district permitting prospective employers to review the student’s transcript. Parental or adult student consent will be required before the district may release student records other than to a school agency or organization, except as otherwise provided by law.

A grades report, transcript, or diploma will not be released until a student has made restitution for damages assessed as a result of losing or damaging school materials or equipment. If a student has transferred to another school district that has requested the student’s records, but the student has an outstanding fee or fine, only records pertaining to the student’s academic performance, special placement, immunization history, discipline actions, official juvenile court records, and history of violence will be sent to the enrolling school. The content of those records will be communicated to the enrolling district within two school days and copies of the records will be sent as soon as possible. The official transcript will not be released until the outstanding fee or fine is discharged. The enrolling school will be notified that the official transcript is being withheld due to an unpaid fee or fine.

The superintendent will establish procedures governing the content, management and control of student records.



Approved By: Greg Baker
Adopted/Previous Revisions: 02/00
Adopted/Revised: 12/2003; 12/06; 02/10; 12/11; 02/13; 12/13; 06/25/15; 06/25/18
Updated: 10/1/19
Superintendent or Board Approved: Superintendent Approved
Cross References: Content

Policy 2100 – Educational Opportunities for Military Children

Policy 3211 – Transgender Students

Policy 3520 – Student Fees, Fines, Charges

Policy 4020 – Confidential Communications

Policy 4040 – Public Access to District Records

Legal References: Content

20 U.S.C. § 1232g Family Education Rights and Privacy Act

CFR 34 , Part 99 Family Education Rights and Privacy Act Regulations

RCW 13.04.155 Notification to school principal of conviction, adjuducation, or diversion agreement – provision of information to teachers and other personnel – Confidentiality

RCW 28A.150.510 Transmittal of education records to DSHS-Disclosure of educational records-Data sharing agreements-Comprehensive needs requirement document-Report

RCW 28A.195.070 Official transcript withholding – Transmittal of information

RCW 28A.225.151 Reports

RCW 28A.225.330  Enrolling students from other districts — Requests for information and permanent records — Withheld transcripts — Immunity from liability — Notification to teachers and security personnel — Rules

RCW 28A.230.120  High school diplomas — Issuance Option to receive final transcripts —Notice

RCW 28A.230.180  Access to campus and student information directories by official recruiting representatives – Informing students of educational and career opportunities in the military

RCW 20A.320.128 Notice and disclosure policies – Threats of violence – Student Conduct – Immunity for good faith notice – Penalty

RCW 28A.600.475 Exchange of information with law enforcement and juvenile court officials – Notification of parents and students

RCW 28A.605.030 Student education records – Parental review – release of records – Procedure

RCW 28A.635.060  Defacing or injuring school property — Liability of pupil, parent or guardian — Withholding grades, diploma, or transcripts — Suspension and restitution — Voluntary                             work program as alternative — Rights protected

RCW 40.24.030 Address Confidentiality Program — Application –  Certification

Chapter 246-105 WAC  Immunization of child care and school children against certain vaccine-preventable diseases

Chapter 392-172A WAC Rules for the provision of special Education

Chapter 392-182 WAC Student Health Records

Chapter 392-415-WAC  Secondary Education- standardized high school transcript

WAC 181-87-093 Failure to assure the transfer of student record information or student records

WAC 392-121-182 Alternative learning experience requirements

WAC 392-122-228 Alternative learning experiences for juvenile students incarcerated in adult jail facilities

WAC 392-500-025 Pupil tests and records — Tests— School district policy in writing

Management Resources: Content

2019 – July Issue

2018 – December Issue

Records Retention Schedule for School Districts and ESDs (updated 2014)

2014 – December Issue

2013 – February Issue

2010 – February Issue

2003 – December Issue

2001 – April Issue