Illinois Administrative Code › Title 23 - EDUCATION AND CULTURAL RESOURCES › Part 375 - STUDENT RECORDS › Section 375.75 - Public and Nonpublic Schools: Transmission of Records for Transfer Students

Current through Register Vol. 48, No. 28, July 12, 2024
a) This
			 Section implements Section 2-3.13a of the School Code [105 ILCS
			 5/2-3.13a ], Section 5 of the Missing Children Records
			 Act [325 ILCS
			 50/5 ] and Section 5 of the Missing Children
			 Registration Law [325 ILCS 55/5 ].
			 This Section is applicable to all public, private or nonpublic elementary and
			 secondary schools in the State of Illinois.
b) Within 14 days after enrolling a transfer
			 student, an elementary or secondary school shall comply with the requirements
			 of Section 5 of the Missing Children Records Act and Section 5 of the Missing
			 Children Registration Law regarding the records of that transfer student. The
			 transfer of the record by a public school is subject to the prior notice to
			 parents required by Section
			 375.70(a)
			 of this Part.
c) The school
			 district or private school holding the records shall transfer a certified copy
			 of student's record, as defined in subsection (h) of this Section, to the
			 school district or private school requesting the records and shall retain the
			 original records in accordance with the requirements of Section 4 of the
			 Act.
d) A request made pursuant to
			 subsection (b) of this Section for a certified copy of a student's record shall
			 satisfy the requirement of Section 2-3.13a(c) of the School Code regarding
			 documentation of enrollment of a transfer student.
e) If, on or before July 31 following the
			 school year in which a student leaves a school, the student's school or school
			 district has not received a request for the student's record, or been presented
			 with other documentation that the student has enrolled in another school, then
			 the student shall be counted in the school's or school district's calculation
			 of its annual dropout rate (see Section 2-3.13a(c) of the School Code). The
			 school or school district from which a student transfers shall maintain any
			 documentation of the student's transfer, including records indicating the
			 school or school district to which the student transferred, in that student's
			 temporary record.
f) As used in
			 this Section, "Unofficial Record of Student Grades" means written information
			 relative to the grade levels and subjects in which a student was enrolled and
			 the record of academic grades achieved by that student prior to transfer. These
			 records shall also include the name and address of the school, the name of the
			 student to whom the records pertain, the name and title of the school official
			 transmitting the records, and the date of transmittal.
g) As used in this Section, "Official
			 Transcript of Scholastic Records" means the formal record showing dates of
			 enrollment; courses studied; grades, credits, and awards received; and the
			 unique student identifier assigned and used by the Student Information System;
			 and bearing the signature and title of the certifying official, the seal of the
			 school, if any, and the date of issue.
h) As used in this Section, "Certified Copy
			 of Student's Record" means:
1) for public
			 schools, the student's permanent and temporary record as defined in Section
			 375.10 of this Part;
			 and
2) for private and nonpublic
			 schools, the individual student information maintained by the schools for all
			 of their students. This information may include:
A) Basic identifying information, including
			 the student's name and address, birth date and place, and gender, and the names
			 and addresses of the student's parents;
B) Academic transcript, including grades,
			 class rank, graduation date, grade level achieved and scores on college
			 entrance examinations;
C)
			 Attendance record;
D) Accident
			 reports and health record;
E)
			 Honors and awards received; and
F)
			 Information concerning participation in school-sponsored activities or
			 athletics, or offices held in school-sponsored organizations.