Administrative​ ​Procedure​ ​320

STUDENT​ ​RECORDS Background The​ ​district​ ​maintains​ ​records​ ​on​ ​each​ ​student​ ​in​ ​order​ ​to​ ​make​ ​sound​ ​educational​ ​decisions. Procedures 1. A​ ​complete​ ​record​ ​will​ ​be​ ​maintained​ ​of​ ​the​ ​educational​ ​history​ ​of​ ​each​ ​student​ ​attending​ ​a district​ ​school. 1.1

Principals​ ​are​ ​responsible​ ​for​ ​ensuring​ ​that​ ​all​ ​student​ ​records​ ​contain​ ​the​ ​required data​ ​and​ ​that​ ​the​ ​data​ ​is​ ​kept​ ​current.​ ​Questions​ ​regarding​ ​information​ ​to​ ​be​ ​entered are​ ​to​ ​be​ ​directed​ ​to​ ​the​ ​coordinator,​ ​district​ ​and​ ​student​ ​records.

1.2

Principals​ ​are​ ​asked​ ​to​ ​ensure​ ​each​ ​student’s​ ​data​ ​in​ ​PowerSchool​ ​is​ ​up-to-date, accurate​ ​and​ ​completed​ ​on​ ​an​ ​ongoing​ ​basis.​ ​Details​ ​of​ ​key​ ​processing​ ​dates​ ​are provided​ ​to​ ​principals​ ​at​ ​the​ ​beginning​ ​of​ ​each​ ​school​ ​year.

2. Principals​ ​are​ ​to​ ​ensure​ ​that​ ​student​ ​records​ ​are​ ​stored​ ​in​ ​such​ ​a​ ​way​ ​that​ ​student confidentiality​ ​is​ ​ensured​ ​at​ ​all​ ​times​ ​and​ ​that​ ​any​ ​access​ ​to​ ​them​ ​is​ ​granted​ ​only​ ​to​ ​those who​ ​have​ ​a​ ​legal​ ​right​ ​to​ ​them. 2.1

Parents/legal​ ​guardians​ ​of​ ​students​ ​under​ ​16​ ​years​ ​of​ ​age,​ ​or​ ​students​ ​aged​ ​16 years​ ​or​ ​older​ ​who​ ​request​ ​access​ ​to​ ​the​ ​student​ ​record​ ​maintained​ ​in​ ​respect​ ​of​ ​that student,​ ​may​ ​view,​ ​in​ ​the​ ​presence​ ​of​ ​the​ ​principal​ ​or​ ​designate,​ ​the​ ​Cumulative Record​ ​Card​ ​(CRC)​ ​only.

2.2

Parent(s)/legal​ ​guardian(s)​ ​who​ ​have​ ​been​ ​granted​ ​visiting​ ​rights​ ​to​ ​their​ ​children have​ ​the​ ​right​ ​to​ ​view​ ​student​ ​progress​ ​reports.​ ​The​ ​progress​ ​report​ ​contains​ ​the “student​ ​record”​ ​in​ ​this​ ​instance. 2.2.1

2.3

The​ ​parent​ ​or​ ​legal​ ​guardian​ ​must​ ​present​ ​a​ ​copy​ ​of​ ​the​ ​document(s)​ ​granted by​ ​the​ ​courts​ ​establishing​ ​the​ ​custody​ ​and/or​ ​visitation​ ​rights.

Student​ ​record​ ​information​ ​cannot​ ​be​ ​released​ ​to​ ​outside​ ​agencies​ ​without​ ​prior approval​ ​of​ ​parents/legal​ ​guardians.

3. The​ ​access​ ​to​ ​student​ ​records​ ​is​ ​restricted​ ​by​ ​legislation​ ​and​ ​by​ ​this​ ​Administrative Procedure.​ ​No​ ​employee​ ​shall​ ​make​ ​all​ ​or​ ​any​ ​part​ ​of​ ​a​ ​student’s​ ​record​ ​available​ ​to​ ​any individual​ ​without​ ​fully​ ​complying​ ​with​ ​the​ ​district’s​ ​Records​ ​Management​ ​Manual.​ ​This manual​ ​prescribes​ ​procedures​ ​for​ ​setting​ ​up,​ ​maintaining,​ ​providing​ ​access​ ​to,​ ​and transferring​ ​student​ ​records. 4. Student​ ​Attendance​ ​Information

Calgary​ ​Roman​ ​Catholic​ ​Separate​ ​School​ ​District​ ​No.​ ​1 Administrative​ ​Procedures​ ​Manual

April​ ​2016 Page​ ​1​ ​of​ ​2

4.1

All​ ​principals​ ​or​ ​designate(s)​ ​are​ ​to​ ​make​ ​a​ ​copy​ ​of​ ​the​ ​student’s​ ​final​ ​progress​ ​report to​ ​be​ ​placed​ ​into​ ​the​ ​Cumulative​ ​Record​ ​File.​ ​This​ ​will​ ​constitute​ ​the​ ​district’s permanent​ ​record​ ​of​ ​student​ ​grades​ ​and​ ​attendance​ ​for​ ​that​ ​school​ ​year.

4.2

All​ ​principals​ ​or​ ​designate(s)​ ​generating​ ​a​ ​progress​ ​report​ ​from​ ​PowerSchool​ ​must place​ ​a​ ​copy​ ​of​ ​the​ ​final​ ​report​ ​into​ ​the​ ​student’s​ ​Cumulative​ ​Record​ ​File.

4.3

If​ ​a​ ​student​ ​leaves​ ​the​ ​district​ ​prior​ ​to​ ​the​ ​end​ ​of​ ​a​ ​school​ ​year,​ ​a​ ​student​ ​attendance profile​ ​is​ ​to​ ​be​ ​entered​ ​into​ ​the​ ​student’s​ ​CRC.

Approval​ ​Date:

April​ ​12,​ ​2016

Reference:

School​ ​Act​​ ​Section​ ​15,​ ​18,​ ​20,​ ​23,​ ​39,​ ​40,​ ​41,​ ​43,​ ​60,​ ​61,​ ​113,​ ​123,​ ​124 Child,​ ​Youth​ ​and​ ​Family​ ​Enhancement​ ​Act Freedom​ ​of​ ​Information​ ​and​ ​Protection​ ​of​ ​Privacy​ ​Act Public​ ​Health​ ​Act Social​ ​Development​ ​Act Vital​ ​Statistics​ ​Act Youth​ ​Justice​ ​Act Section​ ​23​ ​Canadian​ ​Charter​ ​of​ ​Rights​ ​and​ ​Freedoms Youth​ ​Criminal​ ​Justice​ ​Act Freedom​ ​of​ ​Information​ ​and​ ​Protection​ ​of​ ​Privacy​ ​Regulation​ ​186/2008 Student​ ​Record​ ​Regulation​ ​225/2006 Student​ ​Evaluation​ ​Regulation​ ​177/2003 Children​ ​First​ ​Act​ ​Disclosure​ ​of​ ​Information​ ​Regulation​ ​231/2013

Calgary​ ​Roman​ ​Catholic​ ​Separate​ ​School​ ​District​ ​No.​ ​1 Administrative​ ​Procedures​ ​Manual

April​ ​2016 Page​ ​2​ ​of​ ​2