Policy – Category 2000 (Administration) BP 2001 – Confidentiality and Student Records
c. Certain law enforcement agencies for purposes listed in Education Code and federal law; d. A child 16 years of age or older, having completed the 10th grade who requests access; e. Children who are married even if younger than18 years of age; and f. DMCS employees. The Charter LEA may release information from the child’s records for the following: a. In cases of emergency when the knowledge of such information is necessary to protect the health and safety of the child and/or others; b. To determine the child’s eligibility for financial aid; c. To accrediting organizations to the extent necessary to their function; d. In cooperation with organizations conducting studies and research that do not permit the personal identification of children or their parents by persons not connected with the research, and provided that their personally identifiable information is destroyed when no longer needed; and e. To officials and employees of private schools or school systems in which the child is enrolled or intends to enroll. Regardless of whether actual test protocols are kept in Charter LEA files or in the Charter LEA psychologist personal files, if they are used and cited in the preparation of any disseminated report, they will constitute official school records for legal purposes and are governed in accordance with California Education Code. Copies of protocols may be provided to the parent upon request. E-mail communications that both 1) contain personally identifiable information directly related to the child, and 2) are maintained by the Charter LEA, qualify as a student record. An e-mail must satisfy these two prongs as defined in IDEA and Title 34 of the Code of Federal Regulations § 99.3. If the Charter LEA prints a hardcopy of the e-mail and it is placed in the child’s permanent file, then it is a student record (Appendix B). 3.0 Confidentiality of Records All student files are confidential and should be stored in a locked and secured location. Access is permitted only to those involved with the child. Parents are to be informed of all files on their child and the location of those files. In addition, the parents have the
BP 2001 – Confidentiality and Student Records
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Desert Mountain Charter Special Education Local Plan Area (DMCS) (rev. 11/16)
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