Wautoma Area School District
Approved 03/13/2003
The records of Wautoma Area School District students shall be maintained in the interest of the student to assist the school in providing appropriate educational experiences. The Board recognizes the need for confidentiality of student records. Therefore, the District shall maintain the confidentiality of student records at collection, storage, disclosure, and destruction.
Student records shall be available for inspection or release only with proper notification, or prior written approval of the parent/legal guardian or adult student, except in situations where legal requirements specify release of records without such notification or prior approval.
Building Administrators shall have primary responsibility for the collection, maintenance, and dissemination of pupil records in accordance with State and federal laws and established procedures. All persons collecting or using pupil records shall be trained in confidentiality policies and procedures.
For purposes of Board policy and its implementing guidelines, student records will include data kept in any form regarding students. Confidentiality provisions shall apply to information maintained in record form and oral exchanges regarding the contents of such record information.
Student records include all records relating to an individual student, regardless of format, maintained by a school other than notes or records maintained for personal use by a teacher or other certified personnel who is required by the state superintendent under State Statute 115.28(7) to hold a certificate, license or permit if such records and notes are not available to others, and records necessary for and available only to persons involved in the psychological treatment of a student.
Record Definitions
1. Progress records means those student records which include the student’s grades, a statement of the courses the student has taken, the student’s attendance record, the student’s immunization records, any lead screening records required under Wisconsin
State Statute 254.162, records of the student’s school extracurricular activities.
2. Behavioral records means those student records which include, psychological tests, personality evaluation, records of conversations, any written statement relating to an individual student’s behavior, tests relating specifically to achievement, or measurement of ability, a student’s physical health records other than his/her immunization records, law enforcement officers’ records obtained under State Statute 48.396(1m), any other student records that are not progress records.
3. Student Physical Health Care Records are those student records that include basic health information about a student including, the student’s immunization records, emergency medical card, log of first aid and medicine administered to the student, athletic permit card, record concerning the student’s ability to participate in an education program, results of any routine screening test such as for hearing, vision, or scoliosis, and any follow-up to such test, any other basic health information as determined by the State Superintendent of Public Instruction.
4. Patient Health Care Records include all records relating to the health of a student prepared by or under the supervision of a health care provider that are not included in the student physical health records as defined under Student Physical Health Care Records.
5. Law Enforcement Records include those records and other information obtained from a law enforcement agency relating to, the use, possession, or distribution of alcohol or a controlled substance by a student enrolled in the District, the illegal possession of a dangerous weapon by a child, act for which a District student was taken into custody based on the law enforcement officer’s belief that he/she violated or was violating certain specified laws, the act for which a juvenile enrolled in the District was adjudged delinquent.
6. Court Records include those records received from a court clerk concerning a juvenile enrolled in the District who, has had a petition filed with a court alleging that he/she has committed a delinquent act that would be a felony if committed by an adult, has been adjudged delinquent, has school attendance as a condition of his/her court dispositional order, has been found to have committed a delinquent act at the request of or for the benefit of a criminal gang that would be a felony if committed by an adult and has been adjudged delinquent on that basis.
7. Directory data as designated by the Board Education includes the student’s name, address, telephone listing, date and place of birth, major field of study, participation in officially recognized activities and sports, weight and height or members of athletic teams, dates of attendance, photographs, degrees and awards received, and the name of the school most recently previously attended by the student.
8. Special Education Records means those records that include, referral information (including notices and forms), signed parent/legal guardian consent or refusal for evaluation, individualized education program (IEP), IEP team evaluations, individual reports, placement decisions, medical evaluations and prescriptions required to substantiate health care plans, medical evaluations used to substantiate a determination of disability.
