100 South Main Street

Palestine, IL  62451

Phone:  618-586-2713

Fax:      618-586-2905

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Student Records

Administrative Procedure 7:340

Student Records


Student Records Defined

A student record is any record that contains personally identifiable information or other information that would link the document to an individual student if it is maintained by the District, except records kept: (1) in a school staff member’s sole possession destroyed not later than the student’s graduation or permanent withdrawal, and not accessible or revealed to any other person except a temporary substitute teacher, or (2) by law enforcement officials working in the school.


Maintenance of School Student Records

The District maintains two types of school records for each student: a permanent record and a temporary record. These records may be integrated.


The permanent record shall include:

Basic identifying information

Academic transcripts

Attendance record

Accident and health reports

Scores received on the Prairie State Achievement Examination

Information pertaining to release of this record

Honors and awards

School-sponsored activities and athletics


No other information shall be placed in the permanent record. The permanent record shall be maintained for at least 60 years after the student graduated, withdrew, or transferred.


The temporary record may include:

Family background

Intelligence and aptitude scores

Psychological reports

Achievement test results, including scores on the Illinois Standards Achievement Test

Participation in extracurricular activities

Honors and awards

Teacher anecdotal records

Disciplinary information, specifically including information regarding an expulsion, suspension, or other punishment for misconduct involving drugs, weapons, or bodily harm to another

Special education files

Verified reports or information from non-educational persons

Verified information of clear relevance to the student’s education


Information pertaining to release of this record

Information in the temporary record will indicate authorship and date. The District will maintain the student's temporary record for at least 5 years after the student transferred, graduated, or permanently withdrew. Temporary records that may be of assistance to a student with disabilities who graduates or permanently withdraws, may, after 5 years, be transferred to the parent(s)/guardian(s) or to the student, if the student has succeeded to the rights of the parent(s)/guardian(s).


The Building Principal is responsible for the maintenance, retention, or destruction of a student's permanent or temporary records. Upon a student's graduation, transfer, or permanent withdrawal, the Building Principal or designee shall notify the parent(s)/guardian(s) and the student when the student's permanent and temporary school records are scheduled to be destroyed and of their right to request a copy. Student records shall be reviewed upon a student's change in attendance centers to verify entries and correct inaccurate information.


The District uses students’ Social Security numbers for intra-school identification purposes, if at all. However, school officials may not require students or their parent(s)/guardian(s) to provide them. Absent a court order or subpoena, school officials do not provide educational records to the Immigration and Naturalization Service.


Access to Student Records

The District shall grant access to student records as follows:

1.         Neither the District nor any of its employees shall release, disclose, or grant access to information found in any student record except under the conditions set forth in the Illinois School Student Records Act.

2.         The parent(s)/guardian(s) of a student under 18 years of age, or designee, shall be entitled to inspect and copy information in the child's school record. When the student reaches 18 years of age, is emancipated, graduates from high school, marries, or enters military service all rights and privileges accorded to parent(s)/guardian(s) become exclusively those of the student unless guardianship is retained by parent/guardian or other adult by court order.

3.         In the case of divorce or separation, both parents may request copies of student records unless a court order prohibits such a request.

4.         Individuals receiving copies of student records may request interpretation of the information from the Building Principal or his designee.

5.         The District may grant access to, or release information from, student records without parental/guardian consent or notification to District employees or officials or the Illinois State Board of Education, provided a current, demonstrable, educational or administrative need is shown. Access in such cases is limited to the satisfaction of that need.

6.         The District may grant access to, or release information from, student records without parental/guardian consent or notification to any person for the purpose of research, statistical reporting, or planning, provided that no student or parent(s)/guardian(s) can be identified from the information released, and the person to whom the information is released signs an affidavit agreeing to comply with all applicable statutes and rules pertaining to school student records.

7.         The District shall grant access to, or release information from, a student's records pursuant to a court order, provided that the parent(s)/guardian(s) shall be given prompt written notice of such order’s terms, the nature and substance of the information proposed to be released, and an opportunity to inspect and copy such records and to challenge their contents.

8.         The District shall grant access to, or release information from, any student record as specifically required by federal or State statute.

7.         The District shall grant access to, or release information from, student records to any person possessing a written, dated consent, signed by the parent(s)/guardian(s) or eligible student stating to whom the records may be released, the information or record to be released, and the reason for the release. One copy of the consent form will be kept in the records and one copy is mailed to the parent(s)/guardian(s) or eligible student by the Building Principal.

8.         Requests for the release of records may be for a portion of the records only.

9.         The District may release student records to the records custodian of another Illinois school, or an official with similar responsibilities in a non-Illinois school, in which the student has enrolled or intends to enroll, upon written request from such official. Prior to the release of any records, the District shall provide prompt written notice to the parent(s)/guardian(s) or eligible student of this intended action. This notification shall include a statement concerning the nature and substance of the records to be released and the right to inspect, copy, and challenge the content of the records.

10.       The District may release student records or information in connection with an emergency without parental consent if the knowledge of such information is necessary to protect the health or safety of the student or other persons. The Building Principal shall make this decision taking into consideration the nature of the emergency, the seriousness of the threat to the health or safety of the student or other persons, the need for such records to meet the emergency, and whether the persons to whom such records are released are in a position to deal with the emergency. The District shall notify the parent(s)/guardian(s) or eligible student as soon as possible of the information released, the date of the release, the person, agency or organization to which the release was made, and the purpose of the release.

11.       Except as provided below, a record of all releases of information from student records (including all instances of access granted whether or not records were copied) shall be kept and maintained as part of such records. This record shall be maintained for the life of the student record and shall be accessible only to the parent(s)/guardian(s) or eligible student, records custodian, or his designee. The record of release shall include:

a. Information released or made accessible.

b. The name and signature of the records custodian

c. The name and position of the person obtaining the release or access

d. The date of the release or grant of access

e. A copy of any consent to such release

12.       The District shall grant access to, or release information from student records to juvenile authorities when necessary for the discharge of their official duties upon their request before the student’s adjudication, provided they certify in writing that the information will not be disclosed to any other party except as provided under law or order of court. “Juvenile authorities” means:

            (a) a circuit court judge and court staff members designated by the judge;

(b) parties to the proceedings under the Juvenile Court Act of 1987 and their attorneys;

(c) probation officers and court appointed advocates for the juvenile authorized by the judge hearing the case;

(d) any individual, public or private agency having court-ordered custody of the child;

(e) any individual, public or private agency providing education, medical or mental health service to the child when the requested information is needed to determine the appropriate service or treatment for the minor;

(f) any potential placement provider when such release is authorized by the court to determine the appropriateness of the potential placement;

(g) law enforcement officers and prosecutors;

(h) adult and juvenile prisoner review boards;

(i) authorized military personnel; and

(j) individuals authorized by court.


Directory Information

The District may release certain directory information regarding students, except that parent(s)/guardian(s) may prohibit such a release. Directory information shall be limited to name and address.



Destruction of Student Records

Temporary student records will be destroyed five years after the student’s class graduated from high school. Before destroying temporary student records, the District will notify the public by advertising in a local newspaper or radio station.


Permanent records will not be destroyed.


Cost of Copies

The District charges $.25 per page for copying information in a student's records with a minimum cost of $1.00. No parent(s)/guardian(s) or student shall be precluded from copying information because of financial hardship.

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