Madison Metropolitan School District
Board of Education Policies and Procedures

POLICY	STUDENT RECORDS	4151 Pupils

Definitions

In order to be consistent with federal and state definitions relating to student records, the Madison Metropolitan School District adopts the following terms for use in Student Record Policies and Procedures.

PROCEDURE	STUDENT RECORDS	4151 Pupils

Definitions

1. Behavioral Records - means those pupil records which include psychological tests, personality evaluations, records of conversations, any written statement relating specifically to an individual pupil's behavior, tests relating specifically to achievement or measurement of ability, the pupil's physical health records other than his or her immunization records, or any lead screening records required under s. 254.162, law enforcement officers' records obtained under s. 48.396(1) or s. 938.396(1) or (1m) and any other pupil records which are not progress records.
2. Custodian of the Records - means the individual responsible for safeguarding, proper maintenance, and insuring legal access to student records.
3. Directory Data/Information - means those student records which include the student's name, present address, telephone listing (unless the number is unlisted), date and place of birth, major field of study (e.g. 3rd grade elementary education at Leopold School), dates of attendance, participation in officially recognized activities and sports, weights and heights of members of athletic teams, student's photograph, the most recent previous educational agency or institution attended by the student, and degrees and awards received.
4. 118.125(1)(b)
5. Education Records - FERPA 99.3 - means any information or data recorded in any medium, including but not limited to handwriting, print, tapes, computer media film, microfilm, and microfiche which:
   1. Are directly related to the student ;and
   2. Are maintained by the Madison Metropolitan School District, or by a party acting for the District.
   3. Education Records do not include:
      1. Records which are in the sole possession of the maker and are not accessible or revealed to any other individual except a substitute;
      2. An employment record which is used only in relation to a student's employment by the District; (This does not include activities for which a student receives a grade or credit in a course.)
      3. Alumni records which relate to the student after that student withdraws from the Madison Metropolitan School District and the records do not relate to the person as a student.

   s. 118.125(1)(a)

6. Eligible Student - means a student who has reached eighteen years of age or is attending an institution of post-secondary education.

   FERPA Sec. 99.3

7. Legitimate Educational Interests - are defined as a school official's need to know in order to:
   1. Perform an administrative or clerical task required in the school employee's position;
   2. Perform a supervisory or instructional task directly related to the student's education;
   3. Perform a service or benefit for the student or the student's family, such as health care, counseling, student job placement, transportation, and other support services.

   Wis. Stats., s. 118.125(2)(d)

8. Parent - means either natural parent of a student unless his or her rights under the FERPA have been removed by a court order, a guardian, or an individual acting as a parent in the absence of the student's parent or guardian.

   FERPA Sec. 99.3

9. Patient Health Care Records — means all records related to the health of a patient prepared by or under the supervision of a health care provider.
10. Personally Identifiable - means that the data or information includes (a) the name of the student, the student's parent, or other family members, (b) the address of the student or the student's family, (c) a personal identifier, such as the student's social security number or student number, and (d) a list of personal characteristics or other information which would make the student's identity easily traceable.

    FERPA Section 99.3

11. Progress Records - means those pupil records which include the pupil's grades, a statement of courses the pupil has taken, the pupil's attendance record, the pupil's immunization records, any lead screening records required under s. 254.162 and records of the pupil's school extracurricular activities.

    s. 118.125(1)(c)

12. Pupil Physical Health Records - means those pupil records that include basic health information about a pupil, including the pupil's immunization records, an emergency medical card, a log of first aid and medicine administered to the pupil, an athletic permit card, a record concerning the pupil's ability to participate in an education program, any lead screening records required under s. 254.62, the results of any routine screening test, such as for hearing, vision or scoliosis, and any follow-up to such test, and any other basic health information, as determined by the state superintendent.

    s. 118.125(1)cm

13. Pupil Records - means all records relating to individual pupils maintained by a school but does not include notes or records maintained for personal use by a teacher or other person who is required by the state superintendent under
14. 115.28(7) to hold a certificate, license or permit if such records and notes are not available to others, nor does it include records necessary for, and available only to persons involved in, the psychological treatment of a pupil. Any pupil record that relates to a pupil's physical health and that is not a pupil physical health record shall be treated as a patient health care record.

    s. 118.125(1)d
    8/26/02

15. School Officials -
    1. Means employees of the Madison Metropolitan School District who require access to personally identifiable student information and other pupil/educational records for legitimate educational interests; or
    2. Means persons/entities that (1) are contracted by the District to provide educational services, and (2) require access to personally identifiable student information and other pupil/educational records for legitimate educational interests.
16. Student - means any individual who attends or has attended a program of instruction sponsored by the BOARD of the Madison Metropolitan School District.

    FERPA Sec. 99.3

17. Registrar's Office or Registrar - means the person responsible for all student records and the office in which the records are stored. The REGISTRAR is the District's custodian of the records.

Last Updated: Wed Nov 14 08:07:26 2007
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