005.01.18 Ark. Code R. § 013 - Rules Governing Student Permanent Records
1.00
REGULATORY AUTHORITY
1.01 These Rules shall be known as the
Arkansas Department of Education Rules Governing Student Permanent
Records.
1.02 The Rules are enacted
pursuant to the State Board of Education's authority under Ark. Code Ann.
§
6-11-105,
§
6-18-208,
§
6-18-214,
§
6-18-901,
and §
25-15-201
et seq.
2.00
PURPOSE
2.01 The purpose of these Rules is to apprise
districts of the requirements for maintaining and producing student permanent
records.
3.00
INFORMATION MAINTAINED IN STUDENT RECORDS
3.01 Every school and school district must
maintain a student permanent record for each student enrolled in the district.
3.01.1 Student permanent records may be kept
electronically, on paper, or a combination of both.
3.02 The following information must be
maintained in a student's permanent record:
3.02.1 The student's social security number,
name, address, and telephone number;
3.02.1.1
If the parent, legal guardian, or other responsible person did not provide a
social security number, the school district must maintain the nine-digit
identification number designated by the Department of Education pursuant to
Ark. Code Ann. §
6-18-208.
3.02.2 A copy of the document
indicating the child's age required for enrollment, provided by the parent,
guardian, or other responsible person under Ark. Code Ann. §
6-18-208(b).
3.02.3 The address, home telephone number,
work telephone number, occupation, and workplace of the student's parents,
legal guardians, or other responsible persons;
3.02.4 The names of the student's siblings,
if any;
3.02.5 The student's
emergency contact person and that person's telephone number;
3.02.6 The student's health record, including
the following:
3.02.6.1 Record of required
immunizations, as required by Ark. Code Ann. §
6-18-702;
3.02.6.1.1 Or, documentation of an exemption
from immunization requirements under Ark. Code Ann. §
6-18-702(d).
3.02.6.2 Indication of disability
or chronic illness;
3.02.6.3
Allergies;
3.02.6.4 Regularly
prescribed medication;
3.02.6.5
Hospital and doctor preference; and
3.02.6.6 A copy of any written accident
report for accidents occurring at school.
3.02.7 Record of grades;
3.02.8 All information concerning educational
programming, including statewide student assessments, required under the
Arkansas Educational Support and Accountability Act (Ark. Code Ann. §
6-15-2901
et
seq.);
3.02.8.1 Including a
chronological copy of all state mandated assessment results.
3.02.9 Student enrollment
information, including:
3.02.9.1 Entry
date;
3.02.9.2 Exit date;
3.02.9.3 Reason for leaving, if
applicable;
3.02.9.4 Location of
transfer, if applicable;
3.02.9.5
Date of graduation, if applicable;
3.02.9.6 Reason for dropout and age at
dropout, if applicable; and
3.02.9.7 Records of non-graduating students
as required by Ark. Code Ann. §
6-18-214.
3.02.10 The student's attendance
record, in accordance with Ark. Code Ann. §
6-18-213;
3.02.11 A current list of credits towards
graduation requirements; and
3.02.12 Any other document required by
Federal law.
3.03 The
permanent student record must be maintained by each school district until the
student receives a high school diploma, or its equivalent, or is beyond the age
for compulsory attendance under Ark. Code Ann. §
6-18-201.
3.03.1 Upon the transfer of a student to
another district, the transferring district must maintain a copy of the student
permanent record as it exists at the time of transfer until the student
receives a high school diploma, or its equivalent, or is beyond the age for
compulsory attendance under Ark. Code Ann. §
6-18-201.
3.04 Following the annexations or
consolidation sunder Ark. Code Ann. §
6-13-1601, and prior
to any consolidation, annexation, detachment, approval of a conversion charter,
or any other type of reclassification or reorganization of a school district, a
receiving school district shall obtain and retain all student and historical
records and documents from the affected school district, including, but not
limited to those items listed in Ark. Code Ann. §
6-13-1607.
4.00
PROVIDING COPIES OF THE STUDENT
RECORD
4.01 A copy of the permanent
student record must be provided to the receiving school district upon the
transfer of a student to another district.
4.01.1 The school district must provide the
copy of the student's permanent record to the receiving school district within
ten (10) school days after the date a request from the receiving school
district is received.
4.01.2 The
school district shall not fail or refuse to provide a copy of the student's
permanent student record to the receiving school district because the student
owes money to the school district for school-related charges, including without
limitation, charges for:
4.01.2.1 Food
services;
4.01.2.2 Unreturned
library books; or
4.01.2.3
Fees.
4.02
Upon request by a parent, legal guardian, or the parent's or legal guardian's
agent, a copy of the permanent record must be provided in a timely manner, not
to exceed 45 days.
4.03 In addition
to these Rules, all districts and educational agencies must comply with all
federal laws related to student records.
Notes
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