Official Record – Modules One and Two of the student’s educational record are the official record. Parent – Parent means a parent, guardian, person acting as a parent of a child, or a surrogate parent who has been appointed in accordance with the procedures described in the Student Support and Intervention System Manual. It includes persons acting in the place of a parent, such as a grandmother or stepparent with whom a child lives, as well as persons who are legally responsible for a child’s welfare. A foster parent may serve as a parent if the foster parent has: an ongoing and long-term parental relationship with the student, is willing to participate in making educational decisions on the student’s behalf, and has no interest which conflicts with the interest of the student. Personally Identifiable Information – Any information in an educational record, other than directory information, which allows a student to be identified. Reverse Chronological Order – Dated documents are maintained in date order with the most recent date at the top of several dated documents. EDUCATIONAL RECORDS CONTENT/TYPES OF INFORMATION All educational records are confidential and maintained in four modules. A student’s official record includes Modules 1 and 2. Module One contains information that is required of all students (e.g.-grades, attendance, immunization record, birth certificate). Module Two contains any additional information gathered pertinent to a particular student (e.g. IEP, 504 Plan, custody agreements). Module Three contains any additional records pertinent to a student required to be kept by the principal under the Safe Schools Act or by another agency. Module Four contains other information such as personal memory notes of school employees. When accessing, destroying, maintaining, disclosing, transferring, or amending records, it is important to remember there are two parts to a student’s official record. RECORDS PROCESS DOCUMENTS The following documents are used to support various processes associated with educational records management and may be used with any Module. Annual Notice (about Educational Records) – Document which is provided to parents or eligible students each year. The notice states the school systems method of maintaining confidentiality of information.
Expulsion Letter – This letter is used to notify a parent/guardian of the expulsion of a student. Long Term Suspension Letter – This letter is used to notify a parent/guardian of the long-term suspension of a student. Educational Residency Affidavit: Custodial & Parental – This affidavit is used when a student resides with a caregiver adult, who is a domiciliary of , as a result of any of the circumstances listed in General Statute 115C-336 (a3). The caregiver adult and the student’s parent, guardian, or legal custodian must each complete and sign separate affidavits. Title 1 Needs Assessment – Conducted at the beginning of the year to determine eligibility for Title 1 services. RIGHT SIDE: Formal Evaluation/Reevaluation – This process includes several documents and reports related to individual evaluation processes designed to address individual student needs. Formal Evaluation/Reevaluation Design Parental Consent for Formal Evaluation Proposal Standardized test protocols (when these documents are shared with team members or parents; otherwise treated as personal memory notes if not shared). Test protocols must be labeled with the following statement: “New Hanover County Schools entered into a contract with the publisher upon purchase of this test not to (a) violate copyright law by making any copies of this document and (b) release test content.” Reports prepared by psychologists and other evaluation service providers Reports submitted by independent evaluators Other requests, memos, and correspondence related to these processes Consent for Formal Evaluation Proposal – definition pending Individualized Accommodation/504 Intervention Plan – definition pending Invitation to Conference – definition pending Personalized Education Plan (PEP) – definition pending
APPENDIX F: STUDENT PERMANENT HEALTH RECORD PROCEDURES STUDENT’S PERMANENT HEALTH RECORD Section 9 – G.S. 130A-152 and NORTH CAROLINA’S IMMUNIZATION RULES 15A NCAC 19A.0400 .0401 Dosage and Age Requirements for Immunization Student’s Permanent Health Record APPENDIX G: SCHOOL ATTENDANCE AND STUDENT ACCOUNTING MANUAL School Attendance and Student Accounting Manual APPENDIX H: INACTIVE RECORDS PROCEDURE
Ashley High 2003 2004 - Present Old Print Shop At school DOB: 1982-1988 Hoggard High DOB: late 50s-early 60s 1968 - 1983, 2000 1984 - 1988 1989 - 1999 2001 2002 - Present basement (w/ lists) On computer Old Print Shop On computer Outside storage At school DOB: 1973-1982 Lakeside basement DOB: 1983-1984 Outside storage Accompanied by lists. Howe Howe (Freeman sent over) DOB: 1970-1996 (w/ lists) Storage units No lists to accompany (boxed files currently). Plan for future completion. OSI Present to at closing Lakeside basement () Basement In 11 Cabinets All requests handled through ’s Office. Laney High 1977 - 1999 (grads) 2000 - 2004 On computer In cabinets DOB: 1977-2003 on computer Some but not all 2000 - 2003 grads and inactives on computer. Misc. Files basement Storage units No lists to accompany files. Plan for future completion. Myrtle Grove and Trask DOB: 1985-1998 Storage Unit New High Up to 1970 1971 - 1999 2000 - Present basement On computer At school basement On computer At school No lists of inactives. Completed in 2007 - 2009. 2 Cabinets Storage units No lists to accompany files. Plan for future completion. No lists to accompany files. Plan for future completion. Roe DOB: 1942-1998 1992-1998 Storage Units (in 5 cabinets) Different DOB per cabinets Roland-Grise DOB: 1982-1986 Storage Units (in 3 cabinets) Lists to accompany files completion. Snipes (not in order) Files sent over at move by Freeman Elementary. No lists to accompany files. Plan for future completion. (at closing) (50’s & 60’s) 1950’s – 1960’s Storage Units No lists to accompany files. Plan for future completion. Williams Storage Units No lists to accompany files. Plan for future completion. Williston High Williston Middle (90’s in boxes, no order or lists) 1954-68 Destroyed by fire, very few pieced together, in 2 file cabinets at basement Same as for grads Some misc. files have been located, working with school to correct order.3/09 List of grads in office, can only verify graduates. At closings DOB: 1972 - 1992 basement No lists to accompany files. Plan for future completion. Forest Hills Elementary in file storage units (DOB: 1971 – 2000)