Procedural Safeguards: Confidentiality and Records Management
The superintendent or designee is responsible for maintaining the confidentiality of personally identifiable student information pertaining to special education. The special education compliance department's lead secretary will maintain, for public inspection, a current list of the names and positions of district employees who have access to personally identifiable information of special education students. The district will provide parent and adult students, upon request, a list of the types and locations of educational records collected, maintained, or used by the district.
The district will provide instruction annually (through an annual guidance team training) to employees collecting or using personally identifiable information on the procedures to protect the confidentiality of personally identifiable information. The training will address the protections outlined in WAC 392-172A, state law and federal regulations implementing the Family Educational Rights and Privacy Act, FERPA, (34 CFR Part 99) and the district's procedures.
Upon request, the parent(s) of a special education student or adult student will be afforded an opportunity to inspect, review, and request amendments of all educational records which shall include, but not be limited to, records pertaining to identification, evaluation, delivery of educational services, and provision of FAPE to the student. The district shall comply with the request promptly and before any meeting regarding an IEP or hearing relating to the identification, evaluation, or educational placement of the student or provision of FAPE to the student. In any case, the district shall respond no more than 45-calendar days after the date the district received the request. If an educational record includes information on more than one student, the parents (and / or adult student) may only inspect and review information relating to their student. School personnel receiving requests for educational records will immediately forward the request to the special services department.
If parents believe that information in an education record is inaccurate or misleading or violates the privacy or rights of the student, they may request that the district amend the information. District Policy and Procedure JO and JO-R, Student Records, describes the process and timelines for challenges and hearings regarding student records. The district follows the records retention outlined by the Secretary of State. The district shall inform parents or adult students when personally identifiable information collected, maintained or used is no longer needed to provide educational services to the student. The information shall be destroyed at the request of the parent(s) or adult student, or will be provided to the parent or adult student upon their request. However, a permanent record of the student’s name, address and phone number, his or her grades, attendance, record, classes attended, grade level completed and year completed will be maintained without time limitation.
Records management is also governed by Policy and Procedure KBA and KBA-R, Public Access to District Records.
*See the Special Education Terms & Definitions page for more information.