M E M O R A N D U M
TO: All Principals (DO NOT FILL OUT CHECKLIST)
Records Contact Persons (PLEASE COMPLETE CHECKLIST, initial and return)
FROM: Deb Reed
Educational Specialist
SUBJECT: Student Education Records Checklist
DATE: March 18, 2015
The annual checklist to assist in the systematic review of the management of student education records in each school is handled by school records contacts each spring. Please print, complete, and sign the attached checklist and return to me by Pony or fax (652-3408) no later than Friday, April 3, 2015. Be sure that you do not simply check off the listed items without assuring that you are doing what it requires. These specific items on the checklist are sent to you because they comply with state and/or federal law. They are not optional. If you have new personnel in positions that handle records, please let me know so that I can schedule time to meet with them and go over the general records handling process.
Since we are no longer printing the HCPS directory, the “Listing of HCPS Employees Who Have Access to Personally Identifiable Information” (attached) is now the document that we use to notate employees who have access to student records. You must CREATE AND ATTACH A LIST OF EMPLOYEES FROM YOUR SCHOOL TO THIS DOCUMENT; be sure to include people who are split between schools and whose names may not be assigned to your school; remember to include speech language, gifted resource, part-time teachers, homebound teachers, split principals, etc. Do not include staff who would not normally access student education records, such as cafeteria and/or custodial employees. There is a federal requirement to create this list, which is not optional.
As a reminder, all subpoenas are to be sent immediately to the School Board attorney’s office for handling. Please do not respond to subpoenas or send the letter from your site regarding responding to subpoenas.
Please continue to refer to Henrico County Public Schools Policies and Regulations Manual, sections 6-18-001 through 6-18-011 for information about the handling of student records as well as the Department of Education Guidelines for the Management of the Student’s Scholastic Record in Virginia Public Schools, May, 2004 (this is currently undergoing revision, but this is the most up to date edition). If you have questions, please don’t hesitate to contact me at 652-3854. Thanks!
Message from Terry Stone
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