Permanent Records & Transcripts

Student Permanent Record File

Definition 

All records and data directly related to an individual student which are incorporated into each student’s cumulative record file/permanent record and intended for school use or to be available to parties outside the school compose the student’s permanent record file. This may include, but is not limited to, grade reports, school application, communication to parents, academic and/or disciplinary status and progress reports.

Personal working notes made by teachers, counselors, or other school personnel, regarding individual students are not to be included in the student’s cumulative record and are not available to parents, and may not be transmitted to other persons/agencies.

Access

1. School personnel, who are responsible for working with children; or secretaries, and clerks responsible for working on records, shall have access to student permanent records.
2. Parents of the student or the student if 18 years of age or older shall have the right of access to the education records of the student. This right of access includes the opportunity to inspect and review the records upon request; the right, upon reasonable request, to an explanation and interpretation of the record; and the right to obtain copies of the record, if failure to receive a copy would effectively prohibit the exercise of the right to inspection and review. A student’s natural parents, guardian, or an individual acting on behalf of the parents or guardian, in their absence, shall be given access. Until the school is advised and given proof that only one parent is entitled, by virtue of legal authority, to exercise these rights, the school will afford the right of access to both parents.
3. No information may be released from any student’s file, including transcripts, without signed authorization of the parent with the following exceptions:
   • School use by personnel who have legitimate educational interest.
   • Information to schools from which notification has been received that the student intends to enroll or has enrolled.
   • Information necessary for official audits.
   • To comply with judicial order or lawfully issued subpoena after reasonable effort has been made to notify the parent of such order or subpoena.

Transcripts

Definition

A transcript refers to a copy of a student's permanent academic record which means all courses taken, all grades received, all honors received and degrees conferred to a student. An official transcript is prepared and sent by the issuing school (by the Registrar) with an original signature of a school official.