Student Records
Student Records
The District maintains two types of school records for each student: a permanent record (maintained for at least 60 years) and a temporary record (maintained for 5 years) past the presumed graduation year. The list below is incomplete; for complete and additional information, please reference 7:340-AP1 School Student Records. Every respective building is responsible for maintaining student records. These records are confidential in nature and should only be shared with others per the Illinois Student Records Act and the Family Educational Rights and Privacy Act.
Permanent record
- Basic identifying information, including the student’s name and address, birth date and place, gender, and the names and addresses of the student’s parent(s)/guardian(s).
- Evidence required by the Missing Children’s Records Act, i.e., the Birth Certificate or the Affidavit and additional proof.
- Academic transcripts, including grades, graduation date, grade level achieved, and the unique student identifier assigned and used by ISBE’s Student Information System.
- Attendance record.
- Health records defined by ISBE rule as medical documentation necessary for enrollment and proof of having certain examinations.
- Record of Release of permanent record information.
Temporary record
- Record of Release of temporary record information.
- Scores received on the State assessment tests.
- Completed Home Language Survey.
- Serious disciplinary infractions (involving drugs, weapons, or bodily harm to another) resulting in expulsion/suspension.
- Final finding report received from a Child Protective Service Unit provided to the school under the Abused and Neglected Child Reporting Act.
- Biometric information - We do not collect this type of information.
- Health-related information defined by ISBE rule as “current documentation of a student’s health information," i.e. mandated testing and screenings, medication dispensation records and logs, etc. Concussion Policy Acknowledgment - Housed in PS and InfoSnap.
- Accident report.
- Student transfer form.
- Service logs with IEP.
Access to Student Records
For additional information, please reference 7:340-AP1 School Student Records
- Student Record Challenge/Hearing Process - To be used when a parent challenges the accuracy of their student's records at the time of transfer to another district.
- Parent/Guardian Notification of Request to Access Student Records
- Request for Access to School Student Records Parent/Guardian
- Request for Access to School Student Records Non-Parent/Guardian
- Request for Access to School Student Records Parent/Guardian - PRC Only
Record of Release
A record of all releases of information from school student records (including all instances of access granted whether or not records were copied) shall be kept and maintained as part of such records. 105 ILCS 10/6(c). This record shall be maintained for the life of the school student record and shall be accessible only to the parent(s)/guardian(s) or eligible student, Building Principal, or other authorized person. Please fill out the form as completely as you can and scan into DocuWare.