Policy 3600 - Student Records

The district will maintain student records necessary for the educational guidance and/or welfare of students, for orderly and efficient operation of schools, and as required by law. All such information related to individual students will be treated in a confidential and professional manner. The district will use reasonable methods to ensure that teachers and other school officials obtain access to only those education records for which they have legitimate educational interests. When information is released in compliance with state or federal law the district and district employees are immune from civil liability unless they act with gross negligence or in bad faith. 

The district will retain records in compliance with the current, approved versions of the Local Government General Records Retention Schedule (CORE) and the School Districts and Educational Service Districts Records Retention Schedule, both of which are published on the Secretary of State's website at: www.sos.wa.gov/archives/recordsretentionschedules.aspx. 

Student records are the property of the district but will be available in an orderly and timely manner to students and parents/guardians. “Parent” includes the state Department of Social and Health Servies when a minor student has been found dependent and placed in a state custody. A parent/guardian or adult student may challenge any information in a student record believed inaccurate, misleading, or in violation of the privacy or other rights of the student. 

Student records will be forwarded to other school agencies upon request. A high school student may grant authority to the district, permitting prospective employers to review the student’s transcript. Parent/ guardian or adult student consent will be required before the district may release student records other than to a school agency or organization, except as otherwise provided by law. 

The superintendent or designee will establish procedures governing the content, management, and control of student records. 

Legal References:

42 U.S.C. 11431 et seq. McKinney-Vento Homeless Assistance Act 
20 U.S.C. 1232g Family Education Rights and Privacy Act 
CFR 34/Subtitle A/Part 99 Family Education Rights and Privacy Act Regulations 
RCW 28A.150.510 Transmittal of education records-Disclosure of educational records-Data sharing agreements 
RCW 28A.195.070 Official transcript withholding Transmittal of information 
RCW 28A.225.151 Student-level truancy data-Reports-Data protocols and guidance for school districts 
RCW 28A.225.330 Enrolling students from other districts-Requests for information and permanent records-Immunity from liability-Rules 
RCW 28A.230.120 High school diplomas-Issuance-Option to receive final transcripts-Notice 
RCW 28A.230.180 Access to campus and student information directories by official recruiting representatives-Informing students of educational and career opportunities 
RCW 28A.600.475 Exchange of information with law enforcement and juvenile court officials-Notification of parents and students 
RCW 28A.605.030 Student education records-Parental review-Release of records-Procedure 
RCW 28A.635.060 Defacing or injuring school property-Liability of pupil, parent or guardian-Withholding diploma-Suspension and restitution-Community service alternative-Publication of information on withheld diplomas-Student rights protected 
RCW 40.24.030 Address confidentiality program-Application-Certification-Form-Vehicle and vessel information 
Chapter 246-105 WAC Immunization of child care and school children against certain vaccine-Preventable diseases 
Chapter 392-172A WAC Provision of special education services 
Chapter 392-182 WAC Student-Health Records 
Chapter 392-415 WAC Secondary Education-Standardized high school transcript 
WAC 181-87-093 Failure to assure the transfer of student record information or student records 
WAC 392-121-182 Alternative learning experience requirements 
WAC 392-122-228 Alternative learning experiences for juvenile students incarcerated in adult jail facilities 
WAC 392-500-025 Pupil tests and records-Pupil personnel records-School district policy in writing 
42 CFR 2.14 Minor patients 
RCW 9.02.100 Reproductive privacy-Public policy 
RCW 70.02.220 Sexually transmitted diseases-Permitted and mandatory disclosures 
RCW 70.02.240 Mental health services-Minors-Permitted disclosures 
 

Adoption:

Adopted: March 11, 1986 

Revised: February 27, 2007 
Revised: February 25, 2025 

 

(Formerly #5125)