SPAULDING HIGH SCHOOL UNION DISTRICT #41 CODE: JRA-R
POLICY MANUAL 1st Reading: 12/4/00, 2/5/01
2nd Reading: 1/4/01, 3/5/01
3rd Reading/Adopted: 4/2/01
___________________________________________________________________________________

Definitions Used for Implementing the School District Policy in the
Collection, Maintenance and Dissemination of Student Records


1. “Education Record” means records relating to a student which are maintained by the District or a party acting for the school district. “Records” means any information recorded in any way, including handwriting, print, video or audio tape, film, microfilm, microfiche, and by various electronic means, including computer media.

The term does not include: (a) records of instructional and/or administrative personnel and ancillary educational personnel, in the sole possession of the maker and not accessible to or revealed to any other person except a temporary substitute, and/or (b) records which contain only information about a person after (s)he is no longer a student in the district. 34 C.F.R.99.3

2. “Destruction” means (a) physical destruction, and (b) removal of personal identifiers from information so that the information is no longer personally identifiable.

3. “Disclosure” means permitting access to, release, transfer, or communication orally, in writing, or by electronic or other means, of a student’s education records or of personally identifiable information contained in such records.

4. “Directory information” means information contained in an education record which would not generally be considered harmful or an invasion of privacy if disclosed. It includes, but is not limited to: student’s name, major field of student, participation in officially recognized activities or sports, weight and height of members of athletic teams, dates of attendance, and/or degrees/awards received. 34 C.F.R. 99.3

5. “Eligible student” means a student who has reached the age of eighteen (18). When a student turns 18, the rights afforded to parents under the Family Educational Rights and Privacy Act (“FERPA”) transfer to the student. In this context, it does not refer to eligibility requirements for any program or service. 34 C.F.R. 99.3; 99.5

6. “Parent” means the parent of a student, and includes a natural parent, adoptive parent, surrogate parent, legal guardian or individual acting as the parent in the absence of a parent or guardian. The District will give full rights under this policy to both parents of the student, unless the District has been provided with evidence that there is a court order, a State statue, or a legally binding document, relating to such matters as divorce, separation or custody, which expressly revokes such rights. Rights of parents under FERPA terminate when the student reaches the age of 18 (becomes an eligible student). 34 C.F.R. 99.3; 99.4

7. “Personally identifiable information” means:
a. student’s name;
b. parents’ or guardians’ names;
c. home address;
d. student’s photograph, if available;
e. personal identifiers, such as social security numbers or student numbers;
f. a list of personal characteristics that would make the student’s identity easily or
g. other information that would make the student’s identify easily traceable.