The following are the procedures that should be followed regarding student records in the Diocese of
Student records contain any written or recorded information on a student by a school. Student records include permanent and temporary records.
Each pupil is to have a Permanent Record folder in the local school file. These Permanent Record forms are obtained from the Office of Education. Information contained in the Permanent Record form shall be treated as confidential matter and shall be accessible only to the professional staff of the school or the parents of the child.
The Permanent Record folder contain only:
These records shall be maintained for not less than 60 years after the student has transferred or graduated from the school. In the Diocese of Belleville, these permanent records are kept in the Office of Education permanently.
The Temporary Record folder contains:
These additional records and reports shall be reviewed annually and only maintained if the information is viewed as relevant and important. Temporary records are to be destroyed when the child leaves the school.
Keeping of Records
When students graduate from a Catholic elementary school the permanent record folder, which includes health records and daily attendance records of these students are sent to the Office of Education to be stored electronically. The original records will then be returned to the school and must be maintained in the school for four years or longer.
Parental and Student Access
Release of Records
School records or information contained therein may not be released or disclosed to unauthorized persons. They may be released to the following:
Procedure for compliance with the Missing Children Records Act.
Upon notification by the Illinois State Police of a child’s disappearance, the school in which the child is currently or was previously enrolled must flag the record of the child in such a manner that whenever a copy of information regarding the record is requested, the school is alerted that the record is that of a missing person. “Missing person” in this context means a person 17 years old or younger reported to any law enforcement authority as abducted or a runaway.
The school must immediately report to the State Police any request concerning flagged records or knowledge as to the whereabouts of any missing person. Upon notification by the State Police the missing person has been recovered, the school must remove the flag from the student’s record.
Release of Records When There is an Outstanding Balance
Enclose the following statement with each release of permanent records:
NOTICE TO PERSONS OR AGENCIES RECEIVING STUDENT RECORDS
Section 438 (b) (4) (B) of the U.S. Public Law 93-380 requires that the enclosed personal PUPIL RECORD information be transferred to you only on condition that you will not permit any other party to have access to it without the written consent of a parent, legal guardian or eligible student.
Keep written records of access to or the release of, any information in the student record. Such records would include: all consent forms, the name and position of the person requesting the information as well as the purpose, and the date and name of the person releasing the records.
Student Transfer Records
Refer to Diocesan Policy and Regulation 5119.
Approved: June 1, 2006
Revised: March 21, 2016
Office of Education
Diocese of Belleville