Code of Massachusetts Regulations › 603 CMR - DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION › Title 603 CMR 23.00 - Student Records › Section 23.02 - Definition of Terms

Current through Register 1525, July 5, 2024
The various terms as used in
				603 CMR
				23.00 are defined below:
Access
shall mean inspection or
				copying of a student record, in whole or in part.
Authorized School Personnel
shall
				consist of three groups:
(a) School administrators, teachers, counselors and other
				professionals who are employed by the school committee or who are providing
				services to the student under an agreement between the school committee and a
				service provider, and who are working directly with the student in an
				administrative, teaching counseling, and/or diagnostic capacity. Any such
				personnel who are not employed directly by the school committee shall have
				access only to the student record information that is required for them to
				perform their duties.
(b) Administrative office staff and clerical personnel,
				including operators of data processing equipment or equipment that produces
				microfilm/microfiche, who are either employed by the school committee or are
				employed under a school committee service contract, and whose duties require
				them to have access to student records for purposes of processing information
				for the student record. Such personnel shall have access only to the student
				record information that is required for them to perform their duties.
(c) The Evaluation Team which evaluates a student.
Eligible Student
shall mean any
				student who is 14 years of age or older or who has entered 9th grade, unless
				the school committee acting pursuant to
				603 CMR 23.01(4)
				 extends the rights and provisions of
				603 CMR
				23.00 to students under the age of 14 or to students
				who have not yet entered 9th grade.
Evaluation Team
shall mean the team
				which evaluates school-age children pursuant to M.G.L. c. 71B (St. 1972, c.
				766) and
				603 CMR
				28.00.
Parent
shall mean a student's father
				or mother, or guardian, or person or agency legally authorized to act on behalf
				of the student in place of or in conjunction with the father, mother, or
				guardian. Any parent who by court order does not have physical custody of the
				student, is considered a non-custodial parent for purposes of M.G.L. c. 71,
				§ 34H and
				603 CMR
				23.00. This includes parents who by court order do not
				reside with or supervise the student, even for short periods of time.
Release
shall mean the oral or written
				disclosure, in whole or in part, of information in a student record.
School-age Child with Special Needs
shall have the same definition as that given in M.G.L. c. 71B (St. 1972, c.
				766) and
				603 CMR
				28.00.
School Committee
shall include a
				school committee, a board of trustees of a charter school, a board of trustees
				of a vocational-technical school, a board of directors of an educational
				collaborative and the governing body of an M.G.L. c. 71B (Chapter 766) approved
				private school.
Student
shall mean any person enrolled
				or formerly enrolled in a public elementary or secondary school or any person
				age three or older about whom a school committee maintains information. The
				term as used in
				603 CMR
				23.00 shall not include a person about whom a school
				committee maintains information relative only to that person's employment by
				the school committee.
Student Record
shall consist of the
Transcript
and the
Temporary
				Record
, including all information -- recording and computer tapes,
				microfilm, microfiche, or any other materials -- regardless of physical form or
				characteristics concerning a student that is organized on the basis of the
				student's name or in a way that such student may be individually identified,
				and that is kept by the public schools of the Commonwealth. The term as used in
				603 CMR
				23.00 shall mean all such information and materials
				regardless of where they are located, except for the information and materials
				specifically exempted by
				603 CMR
				23.04.
Temporary Record
shall consist of all
				the information in the student record which is not contained in the transcript.
				This information clearly shall be of importance to the educational process.
				Such information may include standardized test results, class rank (when
				applicable), extracurricular activities, and evaluations by teachers,
				counselors, and other school staff.
Third Party
shall mean any person or
				private or public agency, authority, or organization other than the eligible
				student, his/her parent, or authorized school personnel.
Transcript
shall contain
				administrative records that constitute the minimum data necessary to reflect
				the student's educational progress and to operate the educational system. These
				data shall be limited to the name, address, and phone number of the student;
				his/her birth date; name, address, and phone number of the parent or guardian;
				course titles, grades (or the equivalent when grades are not applicable),
				course credit, highest grade level completed, and the year completed, and
				highest performance level achieved on all MCAS tests required for the
				competency determination.