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
