Madison Metropolitan School District
Board of Education Policies and Procedures

POLICY	STUDENT RECORDS	4160 Pupils

Retention

Student records shall be maintained in accordance with the time periods and procedure set forth below.

s. 118.125(3)(4)
6/2/03

PROCEDURE	STUDENT RECORDS	4160 Pupils

Retention

1. Upon withdrawal of a student from the Madison Metropolitan School District, the retention of the student's educational record will be managed as follows:
   1. Elementary and Middle Schools:
      1. The student's record (Educational and Behavioral) will be retained at the SCHOOL for ONE CALENDAR YEAR from the student's last date of attendance.
         1. Upon receipt of written notice from the pupil, if he or she is an adult, or his or her parent or guardian, if the pupil is a minor, that the pupil intends to enroll in another school or school district or written notice from the other school or school district that the pupil has enrolled, the school district shall transfer to the other school or school district all pupil records relating to a specific pupil within five (5) working days. Upon transfer of the pupil records, a note shall be made on the student management system as to which school and the date the records have been sent.
         2. Unless Educational Records are transferred as set forth above:
            1. The School District will destroy the BEHAVIORAL RECORDS after one (1) year from the pupil's last date of attendance unless the pupil, if he or she is an adult, or his/her parent/guardian, if the pupil is a minor, requests the BEHAVIORAL RECORDS be maintained for a specific period of time. The School District will maintain the BEHAVIORAL RECORDS for at least one (1) year from the pupil's last date of attendance even if the pupil or his/her parent or guardian requests that the BEHAVIORAL RECORDS be maintained for a period of time shorter than one (1) year.
            2. The School District will maintain all the Educational Records for seven (7) years from the pupil's last date of attendance unless the pupil, if he or she is an adult, or his/her parent or guardian, if the pupil is a minor, requests that such Records be maintained for a longer period of time.
         3. After maintaining all educational records at the school for one (1) calendar year from the pupil's last date of attendance, the following records shall be forwarded to the Central Office Department designated to maintain pupil records, hereinafter "Student Records Office."
            1. Educational Records
            2. The BEHAVIORAL RECORDS that have been requested to be maintained for a specified period of time exceeding one (1) year from the pupil's last date of attendance at the school.
         4. If no request has been made to maintain the Educational Records for more than seven (7) years, the Educational Records shall be maintained in the Student Records Office for the remaining six (6) years unless a WRITTEN NOTICE is received prior to conclusion of the six (6) year period, from the pupil, if he or she is an adult, or his or her parent or guardian, if the pupil is a minor, that the pupil intends to enroll in another school or school district or receives written notice from the other school or school district that the pupil has enrolled. If such a notice is received, the school district shall transfer to the other school or school district all pupil records relating to a specific pupil within five (5) working days. Upon transfer of the pupil records, a note shall be made on the student management system as to which school and date the records have been sent.
         5. The Educational Records that the pupil or his/her parent or guardian specified be maintained for more than seven (7) years shall be maintained for the time period specified by the pupil, if he or she is an adult, or his or her parent or guardian, if the pupil is a minor. If the school district receives a WRITTEN NOTICE from a pupil, if he or she is an adult, or his parent or guardian if the pupil is a minor, that the pupil intends to enroll in another school or school district or receives written notice from another school or school district that the pupil has enrolled, the school district shall send COPIES of the Educational Records that the pupil, or his/her parent/guardian, specified be maintained for a specific period of time to the other school or school district and keep the original Educational Records for the period requested by the pupil or his/her parent/guardian.
         6. The BEHAVIORAL RECORDS that the pupil or his/her parent or guardian specified be maintained shall be maintained for the time period specified by the pupil or his/her parent/guardian. If the school district receives a WRITTEN NOTICE from a pupil, if he or she is an adult, or his parent or guardian if the pupil is a minor, that the pupil intends to enroll in another school or school district or receives written notice from another school or school district that the pupil has enrolled, the school district shall send COPIES of the BEHAVIORAL RECORDS that the pupil, or his/her parent/guardian, specified be maintained for a specific period of time to the other school or school district and keep the original BEHAVIORAL RECORDS for the period requested by the pupil or his/her parent/guardian.
   2. High Schools:
      1. The student's Record (Educational and Behavioral) will be retained at the high school.
         1. Upon receipt of written notice from the pupil, if he or she is an adult, or his or her parent or guardian, if the pupil is a minor, that the pupil intends to enroll in another school or school district or written notice from the other school or school district that the pupil has enrolled, the school district shall transfer to the other school or school district all pupil records relating to a specific pupil within five (5) working days. Upon transfer of the pupil records, a note shall be made on the student management system as to which school and the date the records have been sent.
         2. Unless educational records are transferred as set forth above:
            1. The School District will destroy the BEHAVIORAL RECORDS after one (1) year from the pupil's last date of attendance unless the pupil, if he or she is an adult, or his/her parent or guardian if the pupil is a minor, requests the BEHAVIORAL RECORDS be maintained for a specific period of time. The School District will maintain the BEHAVIORAL RECORDS for at least one (1) year from the pupil's last date of attendance even if the pupil or his/her parent or guardian requests that the BEHAVIORAL RECORDS be maintained for a period of time shorter than one (1) year.
            2. The School District will maintain the Educational Records for seven (7) years from the pupil's last date of attendance unless the pupil, if he or she is an adult, or his/her parent or guardian if the pupil is a minor, requests the PROGRESS RECORDS be maintained for a longer period of time.
         3. If no request has been made to maintain the Educational Records for more than seven (7) years, the Educational Records shall be maintained for seven (7) years unless a WRITTEN NOTICE is received prior to conclusion of the seven (7) year period, from the pupil, if he or she is an adult, or his or her parent or guardian, if the pupil is a minor, that the pupil intends to enroll in another school or school district or receives written notice from the other school or school district that the pupil has enrolled. If such a notice is received, the school district shall transfer to the other school or school district all pupil records relating to a specific pupil within five (5) working days. Upon transfer of the pupil records, a note shall be made on the student management system as to which school and date the records have been sent.
         4. The Educational Records that the pupil or his/her parent or guardian specified be maintained for more than seven (7) years shall be maintained for the time period specified by the pupil or his/her parent/guardian. If the school district receives a WRITTEN NOTICE from a pupil, if he or she is an adult, or his parent or guardian if the pupil is a minor, that the pupil intends to enroll in another school or school district or receives written notice from another school or school district that the pupil has enrolled, the school district shall send COPIES of the Educational Records that the pupil or his/her parent/guardian specified be maintained for a specific period of time to the other school or school district and keep the original Educational Records for the period requested by the pupil or his/her parent/guardian.
         5. The BEHAVIORAL RECORDS that the pupil or his/her parent or guardian specified be maintained for more than one (1) year shall be maintained for the time period specified by the pupil or his/her parent/guardian. If the school district receives a WRITTEN NOTICE from a pupil, if he or she is an adult, or his parent or guardian if the pupil is a minor, that the pupil intends to enroll in another school or school district or receives written notice from another school or school district that the pupil has enrolled, the school district shall send COPIES of the BEHAVIORAL RECORDS that the pupil or his/her parent/guardian specified be maintained for a specific period of time to the other school or school district and keep the original BEHAVIORAL RECORDS for the period requested by the pupil or his/her parent/guardian.
         6. High School transcripts will be maintained indefinitely.
         7. All student records will be destroyed by shredding.

6/2/03

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