STUDENT RECORDS AND YOUR RIGHTS

WHAT STUDENT INFORMATION IS COLLECTED BY SCHOOLS?

By state law, the Saint Paul Public Schools must collect school census information on all students in public or private schools if the parents reside in Saint Paul. Census information includes student and parent names, address, telephone, schools attended, grade, school transportation information and special education program assignments. Other information typically collected for public schools students includes district-wide testing data, subject marks, attendance, and in some instances, with approval, special tests or evaluations by professional staff.

The Minnesota Department of Education also requires the school district to ask for each student's Social Security Number for state-wide record keeping purposes. There are no consequences if a student refuses to provide the Social Security Number.

Financial aid to the school district is based on census and other information sent to the Minnesota Department of Education.

WHERE IS STUDENT RECORD INFORMATION KEPT?

While a student is enrolled in a Saint Paul Public School, official school records are kept at the home school in the student's Cumulative Record Folder. This folder holds the official student records and other data school officials believe is needed to provide the best instructional services for each student.

Census and related administrative information is kept in a computerized form at the district's Data Processing Department for the Student Data Management Department.

WHO MAY SEE STUDENT RECORDS?

Access is limited to the following:

• Parents or legal guardians who present proper identification.
• Students age 18 and over who present proper identification.
• Staff members of the Saint Paul Public Schools, such as the principal, teachers, counselors, school social workers, nurses and other authorized professional personnel.
• Other schools, upon request, when a student graduates, transfer, or withdraws, unless otherwise restricted.
• Other third parties (employers, social agencies, law enforcement, etc.) May have access to records only with written permission of adult students, parents, or legal guardians.

Directory information (name, address, school, birthdate, dates of attendance, awards, extra-curricular information) is public information and may be released. Forms for restricting this information may be obtained by calling the Student Data Management Department.

HOW LONG ARE RECORDS KEPT?

Most records are destroyed when they no longer are needed by professional personnel to plan the most appropriate instructional programs for students. Many evaluative records are destroyed after one year. Contents of the Cumulative Record Folder (less the permanent records) usually are destroyed within five years of the time a student leaves the school system. However, a summary of student information along with certain grade reporting and attendance data is converted to a permanent microfilm record when students leave the school system, as required by law. These permanent files are kept to fill requests for information from former students who later need to verify school-related information from their own records.

WHAT HAPPENS TO THE RECORDS WHEN A STUDENT LEAVES A SAINT PAUL PUBLIC SCHOOL?

When a student leaves the school system (graduates, moves away, withdraws), contents of the Cumulative Record Folder are sent to other school systems, colleges, vocational schools, at student request unless the parent (or adult student) signs a form specifically directing the Saint Paul Public Schools not to release information to other schools. This form may be obtained from the school at the time the student leaves. After the student leaves, the academic and health records are forwarded to the school district's Student Data Management Department, where these records are microfilmed and preserved.

WHAT ARE YOUR RIGHTS REGARDING STUDENT RECORD INFORMATION?

• State and federal laws governing school records allow parents, legal guardians, and adult students (age 18 and over) to examine and/or obtain copies of their records or those of their children upon proper identification.
• The law requires release of student information to a noncustodial parent. Exceptional circumstances should be referred to the Student Data Management Department.
• You may challenge the accuracy of the record. You may request that school officials change it. After consultation, school officials may decide whether to alter the record. If you disagree, you have the right to a hearing.

The Assistant Administrator of the Student Data Management Department is the person authorized by the district to receive concerns about student records and may be contacted at 360 Colborne Street, Saint Paul, Minnesota 55102. Telephone (612) 293-5131.

Establishing safeguards to protect the right to privacy may cause some delay in getting information to the source requesting it. However, the school district has an obligation to protect the right to privacy for all individuals.

The Saint Paul Public Schools ask your support and cooperation with these procedures. If you have questions or comments on any of these matters, please call 293-5120. 

 
For questions about the content of this product, please contact Lee M. Hoffman.