The educational interests of scholars require the collection, retention, and use of data about individuals and groups of scholars while ensuring individual rights of privacy. The District will maintain educational records of scholars for legitimate educational purposes per state record retention guidelines.
School scholar records are confidential and information from them will not be released except as provided by law. The information contained in school scholar records will be kept current, accurate, clear, and relevant. All scholar records, including those maintained in District electronic database(s), will be safeguarded during collection, maintenance, and dissemination to protect against unauthorized access or accidental release. The District may release Directory Information in accordance with law, provided parent(s)/guardian(s) are given the opportunity to object to the release of this information.
Directory Information
The custodian of records may make certain Directory Information available without parent(s)/guardian(s) or eligible scholar's consent if public notice of the categories of information designated as Directory information has been given. After such public notice has been given, the parent(s)/guardian(s) have the right to object to the release of the information within a specified reasonable time. Directory Information for the District includes the following information about the scholar: their name, picture, major field of study, participation in recognized activities and sports and related information, grade placement, and honors and awards received.
As provided in MCL 380.1139, a school must provide armed forces recruiters and service academies with a scholar's name, address, and telephone number unless the parent(s)/guardian(s) specifically "opts out" of having that info1mation provided.
Pursuant to federal law, a form will be sent to parent(s)/guardian(s) that allows them to opt out of the disclosure of Directory Information to military recruiters, and that informs the recipients that failure to complete and return the form will result in the disclosure of the information. Pursuant to federal law, high school principals may not exclude military recruiters from school campus if they do not· similarly exclude prospective employers or post-secondary institutions.
The District will inform scholars and their parent(s)/guardian(s) annually and upon initial enrollment of their rights under law and Board policy with respect to scholar records, and of the procedures for exercising those rights. This notice will be modified to accommodate the needs of the disabled or those whose dominant language is other than English.
The Superintendent will ensure that a copy of a scholar's school record, including disciplinary records of suspensions and expulsions, is transferred to any public or private school in which the scholar has enrolled within 30 days after receipt of the request, pursuant to federal law and state mandate. Notice will be given to parent(s)/guardian(s) of this transfer procedure and that the scholar's record being transferred does include a record of any suspension or expulsion action against the scholar.
The Superintendent will develop rules and procedures for implementing this policy and state and federal law with respect to scholar records. The Superintendent will designate one or more records custodian(s) for each site and/or media in which scholar records are kept, and will provide them with appropriate training. The District may charge an appropriate fee to cover the expense of providing copies of records requested by the parent(s)/guardian(s).
The District will protect the rights of privacy of scholars and their families in connection with any surveys or data-gathering activities conducted, assisted, or authorized by the Board or Superintendent. Regulations established under this policy will include provisions controlling the use, dissemination, and protection of such data.
If scholars are to be surveyed or monitored by researchers, parent(s)/guardian(s) will be notified of the dates of the planned activities, given an opportunity to review the survey instruments, and given the opportunity to opt out.
Annual notice will be given to parent(s)/guardian(s) of the administration of any health or physical screening, and given the opportunity to opt out.
Scholar names and addresses will not be disclosed to businesses or organizations that plan to use the information for commercial purposes. Exceptions may be made where the purpose has been approved in advance by the Superintendent and where parent(s)/guardian(s) have given, in writing, express permission for this information to be disclosed.
For the purposes of this policy, whenever a scholar has attained 18 years of age, or is attending an institution of post-secondary education, the consent required of and the rights accorded to the parent(s)/guardian(s) of the scholar will only be required of and accorded to the scholar unless otherwise allowable by law.
