Policy 5350

Student Records

Categories of Records

Reviewed and affirmed by the Board: 
Last Revision: 
Original publish date: 05/25/2010
Related policies & regulations:  8320
Legal references:  Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99), 79-2,104, 79-2,105

 

The Lincoln Public Schools student record shall be maintained on the basis of two general categories.  These categories include:  Category A - permanent data and Category B -data necessary while the student is in school.  Memoranda collected by school personnel while working with a student shall not be considered a part of the official school record.

1. Category A:  Category A includes official education records that constitute the minimum data necessary on each student which is used on a regular basis to assist school personnel to enhance the student’s educational program. This includes:
   • Permanent Individual Record (PIR)
   • Cumulative Scholastic Record (Secondary)
2. Category B:  Category B includes information necessary to the school for a period of time, which is designed to assist in working with the student.  Information in this category includes:
   • Elementary Reports of Student Progress;
   • Student Health Record;
   • Family background information;
   • Written reports:
     • Summary of parent/guardian conferences,
     • Social worker reports,
     • Psychological records, and
     • Agency reports;
   • Verified reports of serious or recurrent behavior problems:
     • Student referral form, and
     • Principal’s letters to parents/guardians;
     • Reading records;
     • Evaluation reports;
     • Parent/guardian authorizations
     • Exchange of information forms;
     • Individual Educational Plan;
     • All Special Education forms;
     • Special Education placement data;
     • Documentation Logs;
     • Free and reduced lunch applications; and
     • Such other documents as the principal may deem appropriate.
3. Memoranda:  Memoranda includes information about the student which may be pertinent for the current school year but may not be of value in the succeeding years.  Information in this category is evaluated at the end of each year, and is either destroyed or placed in the official record in Category B.  Examples of this type of information shall include:
   • Notes from parents/guardians explaining student’s absences from school
   • Records of telephone messages,
   • Behavior contract or agreement between two parties stating behavior of the student,
   • Miscellaneous notes.