Oregon Administrative Rules › Chapter 581 - OREGON DEPARTMENT OF EDUCATION › Division 21 - SCHOOL GOVERNANCE AND STUDENT CONDUCT › Section 581-021-0250 - An Educational Agency or Institution's Policy Regarding Student Education Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1) Each
			 educational agency or institution shall adopt a policy regarding how the agency
			 or institution meets the requirements of OARs 581-021-0220 through
			 581-021-0430. The policy shall include:
(a) A
			 description of how the agency or institution annually informs parents and
			 students of their rights, in accordance with OAR 581-021-0260;
(b) A description of how a parent or eligible
			 student may inspect and review education records according to OAR
			 581-021-0270;
(c) A statement that
			 personally identifiable information will not be released from an education
			 record without the prior written consent of the parent or eligible student
			 according to OAR 581-021-0330, except under one or more of the conditions
			 described in 581-021-0340;
(d) A
			 statement indicating whether the educational agency or institution has a policy
			 of disclosing personally identifiable information under OAR 581-021-0340(1),
			 and, if so, a specification of the criteria for determining which parties are
			 school officials and what the agency or institution considers to be a
			 legitimate educational interest. With respect to students with disabilities,
			 each educational agency or institution shall maintain, for public inspection, a
			 current listing of the names and positions of those employees within the agency
			 who have access to personally identifiable information;
(e) A statement that a record of disclosures
			 will be maintained as required by OAR 581-021-0400, and that a parent or
			 eligible student may inspect and review that record;
(f) Specification by the educational agency
			 or institution of the types of personally identifiable information the agency
			 or institution has designated as directory information under OAR
			 581-021-0390;
(g) A statement that
			 the agency or institution permits a parent or eligible student to request
			 correction of the student's education records under OAR 581-021-0300, to obtain
			 a hearing under 581-021-0310(1), and to add a statement to the record under
			 581-021-0310(3);
(h) A statement
			 that the educational agency or institution, as required by OAR 581-021-0260,
			 annually notifies parents and eligible students of their rights to review and
			 propose amendments to the student's education records;
(i) A statement that the educational agency
			 or institution maintains a permanent record on each student;
(j) A statement that the educational agency
			 or institution will request the social security number of a student and will
			 include the social security number on the permanent student record only if the
			 parent or eligible student complies with the request. The request shall include
			 notification to the parent or eligible student that the provision of the social
			 security number is voluntary and notification of the purposes for which the
			 social security number will be used;
(k) A statement that the educational agency
			 or institution provides for the retention of permanent records in a minimum
			 one-hour fire-safe place in the educational agency or institution, or for
			 keeping duplicate permanent records in a safe depository outside the
			 building;
(l) A statement that the
			 education agency or institution complies with OAR 581-021-0255 on the request
			 for and transfer of student education records; and
(m) A statement that the educational agency
			 or institution has a policy of disclosing personally identifiable information
			 from an education record to an ESD, state regional program, or other
			 educational agency or institution that has requested the records and in which
			 the student seeks or intends to enroll or is enrolled or receives services
			 from. The term "receives services" includes, but is not limited to, an
			 evaluation or re-evaluation for purposes of determining whether a student has a
			 disability.