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For official copies of board policies and procedures please contact the superintendent's office at (253) 583-5190 or email

Student Records

The district will maintain those student records necessary for the educational guidance and/or welfare of students, for orderly and efficient operation of schools and as required by law. All information related to individual students will be treated in a confidential and professional manner. The district will use reasonable methods to ensure that teachers and other school officials obtain access to only those education records in which they have legitimate educational interests. When information is released in compliance with state and federal law the district and district employees are immune from civil liability unless they acted with gross negligence or in bad faith.

The district will retain records in compliance with the General Records Retention Schedule for School Districts and Educational Service Districts in Washington State found at:

Student records are the property of the district but will be available in an orderly and timely manner to students and parents. “Parent” includes the state Department of Social and Health Services when a minor student has been found dependent and placed in state custody. A parent or adult student may challenge any information in a student record believed inaccurate, misleading or in violation of the privacy or other rights of the student.

Student records will be forwarded to other school agencies upon request. A high school student may grant authority to the district which permits prospective employers to review the student’s transcript. Parental or adult student consent will be required before the district may release student records other than to a school agency or organization, except as otherwise provided by law.

A grades report, transcript, or diploma will not be released until a student has made restitution for damages assessed as a result of losing or damaging school materials or equipment. If a student has transferred to another school district that has requested the student’s records, but the student has an outstanding fee or fine, only records pertaining to the student’s academic performance, special placement, immunization history and discipline actions will be sent to the enrolling school. The content of those records will be communicated to the enrolling district within two school days and copies of the records will be sent as soon as possible. The official transcript will not be released until the outstanding fee or fine is discharged. The enrolling school will be notified that the official transcript is being withheld due to an unpaid fee or fine.

The superintendent will establish procedures governing the content, management and control of student records.


Cross References: Board Policy 2100 Educational Opportunities for Military Children
3520 Student Fees, Fines, Charges
4020 Confidential Communications


Legal References: 20 U.S.C. § 1232g Family Education Rights and Privacy Act
  CFR 34 , Part 99 Family Education Rights and Privacy Act Regulations
RCW 28A.225.330 Enrolling students from other districts — Requests for information and permanent records — Withheld transcripts — Immunity from liability — Notification to teachers and security personnel — Rules
28A.230.120 High school diplomas — Issuance — Option to receive final transcripts — Notice
28A.230.180 Educational and career opportunities in the military, student access to information on, when
28A.635.060 Defacing or injuring school property — Liability of pupil, parent or guardian — Withholding grades, diploma, or transcripts — Suspension and restitution — Voluntary work program as alternative — Rights protected
40.24.030 Address Confidentiality Program — Application — Certification
Chapter 70.02 RCW Medical records — health care information access and disclosure
WAC 181-87-093 Failure to assure the transfer of student record information or student records
Chapter 246-105 WAC Immunization of child care and school children against certain vaccine-preventable diseases
Chapter 392-415-WAC Secondary Education- standardized high school transcript
WAC 392-500-025 Pupil tests and records — Tests— School district policy in writing


Management Resources:
Policy News, February 2010 Family Education Rights and Privacy Act Revisions
Policy News, December 2003 Updated Legal References for Catheterization, Facilities Planning and Student Records Policies
Policy News, April 2001 Compliance Office Provides FERPA Update


Adoption Date:  04.10.95

Former Policy Number: 3600

Clover Park School District

Revised: 08.12.02; 10.13.03; 09.10.12