Or. Admin. Code § 166-400-0060 - Student Education Records
(1)
Alternative School Referral Records Records document referrals
sent to alternative schools seeking placement of students whose public school
attendance and/or disciplinary record has been unsatisfactory. Referral form
indicates acceptance or non-acceptance of student in private alternative
program; funding source; signatures of referring school principal and
alternative program director; student name, age, date of birth, student number;
and parent's name and address. Minimum retention: 3 years after school year in
which records were created.
(2)
Student Athletic Activity Records Records document student
eligibility and participation in interscholastic competitive sports and
athletic activities, athletic event and team publicity, and athletic events
scheduling. Records may include but are not limited to parental consent forms;
Oregon School Activities Association eligibility forms and reports; and related
documentation and correspondence. Minimum retention: 5 years after school year
in which records were created.
(3)
Attendance Records Records document the attendance of students in
school. Records may include but are not limited to teacher or school attendance
register; classroom daily attendance sheet; weekly attendance and truancy
records; excused and unexcused absence records; tardiness records; notes from
parents/guardians; and related documentation. The attendance recorded on the
Oregon Student Record is a summary of this information. SEE ALSO Oregon Student
Record in this section. Minimum retention: 3 years after school year in which
records were created.
(4)
Behavioral Records, Major (Class/Group A) Records document major
student behavioral infractions which result in the identification of students
for suspensions or expulsions. Records may include but are not limited to
psychological tests; personality tests; group or individual intelligence tests;
individual education programs; physician statements; state or local government
agency reports; and related correspondence and documentation. Minimum
retention: Until student turns 21.
(5)
Behavioral Records, Minor
(Class/Group B) Records document minor student behavioral infractions which do
not result in the identification of a student for suspension, expulsion, or
special education services. Records may include but are not limited to minor
behavioral referrals; records of conversations; parent notes regarding student
behavior; written behavioral agreements; detention records; bus citations;
functional behavior assessments; and related correspondence and documentation.
Minimum retention: Until end of school year.
(6)
Child Abuse Reports Records
document suspected child abuse reported by school staff or faculty. Records may
include but are not limited to notes and observations of the child, record of
contact with the State Office for Services to Children and Families or law
enforcement agency, and related documentation. Minimum retention: 3 years after
school year in which records were created.
(7) Child Care Facility Residency Records
Records document students who live or have lived in childcare facilities, which
are licensed to provide care for five or more children. Records may include but
are not limited to reports filed semi-annually with the Oregon Department of
Education. Minimum retention: 3 years after school year in which records were
created.
(8)
Certificate of
Advanced Mastery (CAM) Records Records document student progress to
fulfilling the State requirements for awarding of a CAM certification. Records
may include but are not limited to planning records, test results, work
samples, and the CAM award. Minimum retention: Until student reaches age 21 or
graduates, whichever is longer.
(9)
Certificate of Initial Mastery
(CIM) Records Records document student progress to fulfilling the State
requirements for awarding of a CIM certification. Records may include but are
not limited to planning records, test results, and the CIM award. Minimum
retention: Until student reaches age 21 or graduates, whichever is longer.
(10)
Compensatory Education
Programs Student Records Records document the placement and
participation of students in compensatory educational programs, which provide a
variety of supplemental education services to children. Programs may or may not
be all or partially funded from federal sources. Compensatory programs may
include but are not limited to Children Living in Poverty, Migratory Children,
Neglected and Delinquent Children, Bilingual Education, Native Children, Parent
Involvement, and Civil Rights. Records may include but are not limited to
background information, grade placement, instructional and cumulative service,
student profile forms, placement evaluation forms, withdrawal records and
related correspondence and documentation. Minimum retention: (a) Retain records
that show compliance with all federal program requirements: 5 years after
school year in which records were created (b) Retain all other records: 3 years
after school year in which records were created.
(11)
Compulsory Attendance Excuse
Records Records document the formal excuse of a student under sixteen
years of age from compulsory school attendance. Records may include but are not
limited to names and addresses of student and parent or guardian; reason for
request; academic information; recommendations and approval of school district;
and related correspondence and documentation. Minimum retention: Until student
reaches age 21 or graduates, whichever is longer.
(12)
Educational Programs Student
Records Records document the placement and participation of students in
educational programs which provide a variety of education services to children.
Programs may or may not be all or partially funded from federal sources.
Educational programs may include but are not limited to Talented and Gifted,
Alternative Learning, Early Childhood, Professional Technical Education,
School-to-Work, Cooperative Work Experience, and Distance Learning. Records may
include but are not limited to background information, grade placement,
instructional and cumulative service, student profile forms, placement
evaluation forms, and related correspondence and documentation. Minimum
retention: (a)Records that show compliance with all federal program
requirements: 5 years after school year in which records were created (b) Other
records: 3 years after school year in which records were created.
(13)
Grade Records Records
document student progress and grades awarded by teachers, and serve as the
basis for the student's official academic record. Records may include test,
assignment, paper, and homework scores; and final grades for students. Records
may include but are not limited to teacher grade books; grade confirmation
reports; grade change records; final grade rosters; and related documentation.
SEE ALSO Report Cards in this section. Minimum retention: 6 years after school
year in which records were created.
(14)
Grade Reports,
Administrative Records document grades received by students in a variety of
reports organized by school, class, special program, or other grouping which
are used by staff and faculty. Records may include but are not limited to
administrative reports, counselors' reports, teachers' reports, grade point
average reports, failure reports, honor roll reports, supplemental grade
reports, class lists, and other manual or computer produced reports. Minimum
retention: 3 years after school year in which records were created.
(15)
Grievance Records Records
document grievances or complaints brought forward by students against the
school, district, or ESD concerning student conduct and violations of student
rights and responsibilities. Records may include but are not limited to notices
of grievance; written description of the complaint; informal discussion notes;
formal hearing notes (including audio tapes); summary of interviews with
witnesses; final summary statements; resolution of grievance; appeals
documentation; and related documentation and correspondence. Minimum retention:
3 years after resolution.
(16)
Education Counseling Records Records document the advice,
assistance, evaluation, and educational planning provided for individual
students by school guidance counselors. Records may include but are not limited
to school performance and attitude; educational planning records; post-high
school plans and career goals; college and scholarship applications records;
letters of recommendation; list of honors and activities; information necessary
for referral to social service agencies; correspondence; and related
documentation. Minimum retention: 3 years after school year in which records
were created.
(17)
High
School Dual Program Student Records Records document student
participation in programs between community colleges and high schools which
offer professional, technical, and other college courses to high school
students for college credit. Records may include but are not limited to program
approval records; application forms; course descriptions; examinations;
competency evaluations and profiles; transmittal forms; registration forms; and
related documentation and correspondence. Minimum retention: 3 years after
school year in which records were created.
(18)
Home Schooling Records
Records document the basic educational career of a student being educated in a
home school program. Records may include but are not limited to notification
form or letter of intent to educate student at home; testing information; test
results; census reports to the Oregon Department of Education; non-compliance
notices; and related correspondence and documentation. SEE ALSO Oregon Student
Record in this section. Minimum retention: 75 years after school year in which
records were created.
(19)
Inter-District Transfer Agreement Records Records document the
application process for allowing a non-resident student to attend school out of
district through an inter-district transfer agreement. Records may include but
are not limited to procedures, administrative guidelines, inter-district
transfer agreements, certificates of residency, and related correspondence and
documentation. Minimum retention: 6 years after expiration.
(20)
Intervention Programs Student
Records Records document the assessment of students considered for
referral to district-approved supplemental intervention programs and to
determine appropriate follow-up actions. Programs may or may not be all or
partially funded from federal sources. Programs may include but are not limited
to Teen Parent, Alcohol and Drug Prevention, and Violence Prevention and
Intervention. Records may include but are not limited to referrals, reports by
assessment providers, consent forms, treatment and other reports, program class
and support group attendance records, behavioral/discipline records, and
related documentation and correspondence. Minimum retention: (a) Retain records
that show compliance with all federal program requirements: 5 years after
school year in which records were created (b) Retain all other records: 3 years
after school year in which records were created.
(21)
Non-Resident Student
Records Records document attendance of non-resident students attending
district-financed programs; non-resident dependent children; and other
non-resident students for whom the district does not pay tuition. Records are
used to report attendance to the Oregon Department of Education and to document
reimbursement claims from the Oregon Basic School Support Fund. Records may
include but are not limited to attendance reports; basic school support fund
reports; and related documentation. Minimum retention: 3 years after school
year in which records were created.
(22)
Parent-Teacher Conference
Records Records document a teacher's report to parents or guardians of
student's progress prior to end of grading period and may indicate problem
areas or areas in which student is excelling. Minimum retention: 3 years after
school year in which records were created.
(23)
Parental/Custodial Delegation
Records Records document who has parental or custodial responsibility
for a student. Records may include but are not limited to specification of
rights or abridgment of rights for non-custodial parents; restraining orders
and other court documents; informal documents signed by natural parent(s); and
related correspondence and documentation. Minimum retention: Until student
reaches age 21 or graduates, whichever is longer.
(24)
Personal/Locker Search
Records Records document searches of a student or student's locker.
Records include student name, what was searched, when, what was found, and what
report was made. Minimum retention: 3 years after school year in which records
were created.
(25)
Psychological Guidance and Counseling Records Records document
student psychological health care responsibilities and activities performed by
school or district health professionals or non-health staff. Records that are
made or maintained separately and solely by a licensed health care professional
who is not employed by the educational agency or institution, and are not used
for education purposes of planning, are excluded from educational record
provisions. See Oregon Department of Education student health record policies
for further clarification. Minimum retention: Until student turns 21 or 5 years
after last action.
(26)
Registration Records Records document registration or enrollment
of students in elementary, middle, and high school. Records may include but are
not limited to enrollment applications registration forms completed annually by
the parent or guardian for each student at the time of admittance to school.
Information contained in the records generally include student name, address,
date and place of birth; parent or guardian name and address; student
demographic information such as race and language spoken at home; authorization
for school to act in behalf of parent or guardian in case of emergency; class
scheduling data; student assignments, such as lockers, counselors, and buses;
and related correspondence and documentation. Registration information may be
used to create student transcripts, attendance records, and to verify or
determine residency status. Minimum retention: (a) Retain completed
registrations 3 years after school year in which records were created (b)
Retain incomplete/withdrawn registration records 3 years after school year in
which records were created.
(27)
Report Cards Records document the periodic report by a school
about a student's social, emotional, and physical progress. Information
includes but is not limited to full legal name of student; teacher's name; name
and address of school; indication of attendance during reporting period;
grades; and other related information. This information must be recorded on the
Oregon Student Record by the beginning of the next school year. SEE ALSO Grade
Records and Oregon Student Record in this section. Minimum retention: (a) If
information has been recorded on Oregon Student Record: 6 years after school
year in which records were created (b) If information has not been recorded on
Oregon Student Record: 75 years.
(28)
Special Education Student Records
Records document students participating in special education programs
and early intervention special education services. Records may include
speech/hearing, academic, motor, occupational and/or physical therapy,
vision/hearing, interdisciplinary team, and classroom observation reports;
records relating to student behavior including psychological and social work
reports; assessments obtained through other agencies; contact sheets; severity
rating scales; test result records; physician's statements; parental consent
records; educational program meeting records; request for hearing records;
eligibility statements; individualized education plans (IEP); individualized
family service plans (IFSP); and related correspondence and documentation.
Minimum retention: (a) Records documenting speech pathology and physical
therapy services: Until student reaches age 21 or 5 years after last seen,
whichever is longer (b) ESD copies, if program at district level: Transfer
records to home district after end of student participation (c) Readable
photocopies of records necessary to document compliance with State and Federal
audits retained by the former educational agency or institution when a student
transfers out of district: 5 years after end of school year in which original
record was created.
(29)
Student Health Records Records document student health care
responsibilities and activities performed by school or district health
professionals or non-health staff. These records are maintained by the school
nurse or another individual designated by the district to maintain confidential
health information. Records may include but are not limited to medication
administration records; records of nursing assessment and nursing care given in
the school setting; School Health Management Plans prepared by the nurse for
students with special health needs, medical records from outside health care
providers and health care agencies; and psychological diagnostic test reports.
Health information provided to Special Education for determining eligibility
and IEP activity is maintained in the Special Education record and forwarded
upon transfer of the student record. School nurse records are medical records
subject to issues of confidentiality and exemption from disclosure per ORS
192.496. Health record information is protected and should be treated as other
student records. Records that are made or maintained separately and solely by a
licensed health care professional who is not employed by the educational agency
or institution, and are not used for education purposes of planning, are
excluded from educational record provisions. See Oregon Department of Education
student health record policies for further clarification. SEE ALSO Student
Health Screening Records and Student Immunization Records in this section.
Minimum retention: Until student reaches age 21 or graduates, whichever is
longer.
(30)
Student Health
Screening Records Records document the health screening status of
students and mandated certifications of health. Required health screening
records include vision and hearing screening results; Certificate of
Immunization Status; and Tuberculosis (TB) Clearance Certificate (if required
by law according to the student's birth country). Records may also include but
are not limited to communications related to health and safety and directed to
the school from the parent/guardian or health care provider regarding the
student's attendance, participation, or activities; communications which are
directed to the school by health care providers; and documentation of first aid
given, and instructions sent to parents/guardians regarding these screening and
first aid events. These records are part of the Student Education Record and
are transferred if the student transfers to a new district. See Oregon
Department of Education student health record policies for further
clarification. SEE ALSO Student Health Records and Student Immunization Records
in this section. Minimum retention: Until student reaches age 21 or graduates,
whichever is longer.
(31)
Student Immunization Records Records document the immunization
status of an individual student. Records include but are not limited to the
Certificate of Immunization Status (CIS), which includes student identification
information, vaccine history, and medical and religious exemptions, and records
tracking susceptible for those students not yet completely immunized. Records
must be retained as part of the Student Health Screening Record and are
transferred if the student transfers to a new district. SEE ALSO Student Health
Screening Records and Student Health Records in this section, and Immunization
Records, Administrative in the Administrative Records section. Minimum
retention: (a) Retain certificate of Immunization Status (CIS): Until student
reaches age 21 or graduates whichever is longer (b) Retain immunization Status
Records - Susceptible (Tracking Cards): Until student attendance ends.
(32)
Oregon Student
Record Records document a core set of information about an individual
student (including a home-schooled student) and his/her educational career,
birth through age 21. Records include name and address of the educational
agency or institution; full legal name of the student; student's birth date and
place of birth; name of parents/guardians; date of entry into the school; name
of school previously attended; subjects taken; marks received; credits earned;
attendance; date of withdrawal from school; social security number (as provided
on a voluntary basis by parent or eligible student); and such additional
information as the educational agency or institution may prescribe. Minimum
retention: (a) Retain original: 75 years (b) Retain readable photocopy retained
by the former educational agency or institution when a student transfers out of
district: 1 year.
(33)
Transfer Application Records Records document the authorization
for transfer of students between schools within the district. Records may
include but are not limited to applications for transfer which generally
contain name and grade of student; reasons for transfer request; name of
present school; name of school to which transfer is requested; authorizing
signatures; and related correspondence and documentation. Minimum retention: 3
years after school year in which records were created.
(34)
Truancy Records Records
document non-attendance or truancy of students in elementary, middle, or high
schools. Records may include but are not limited to notices of non-attendance
or truancy; staff reports; investigations; hearing records; suspension
notifications; and related correspondence and documentation. Minimum retention:
3 years after school year in which records were created.
(35)
Tutoring Records Records
document tutoring services provided to students. Records may include but are
not limited to registration records, tutor training records, tutor personnel
records, tutor class records, tutorial hours, and related documentation.
Minimum retention: 3 years after school year in which records were created.
(36)
Withdrawal
Records Records document withdrawal from school by students between the
ages of sixteen and eighteen by the mutual consent of parent or guardian and
the school administration. Records may include but are not limited to
withdrawal agreements which generally contain name and address of student and
family; reason for request; student agreement not to loiter on school premises;
agreement by staff to assist student with educational planning; and related
correspondence and documentation. Records may also include withdrawal slips
which assess student status at time of withdrawal and may include assessment of
fees paid or refunded; status of textbooks, library materials, locks, and other
materials used by the student; grades; attendance; and related documentation.
Minimum retention: 3 years after school year in which records were created.
Notes
Stat. Auth.: ORS 192 & 357, Other Auth. Code of Federal Regulations Title 34
Stats. Implemented: ORS 192 & 357
State regulations are updated quarterly; we currently have two versions available. Below is a comparison between our most recent version and the prior quarterly release. More comparison features will be added as we have more versions to compare.
No prior version found.