Special Education Records
The rules that apply to all school age records also apply to special education records. Rules for special education records are more stringent for regular education records. Parents have the right to inspect and review all educational records related to evaluation, identification and placement of student and provision of free appropriate public education.
Requirements include:
Maintain secure, safe records in a locked fire safe cabinet
Special Education Director Coordinates the special education records
Coordinates instruction for staff on the following;
Confidentiality of records
Maintains a list of who has access to the records
Keeps records of any authorized person who is not a parent or is not on the authorized personnel listing
Maintains accurate records for all special education students
Cumulative Files
Moving forward, we will not have to include special education paperwork in the cumulative files. All special education documents are located in OrSped. You will be receiving salmon inserts that indicate the student is in special education and to get files from OrSped. These inserts should be added to cumulative folders as a staff member has time, when an eligible student moves in, or when a student becomes newly eligible for special education. Please do not shred special education documents currently in the cumulative file until you are sure they have been uploaded in OrSped.
Working Files
The case manager maintains working files and should include pertinent information:
Data and progress
Current Eligibility and supporting documentation
Other correspondence related to the student
Transfer of Records following records request from another district:
Send Cumulative (CUM) file within 10 days of receipt of the records request, new school can request records from Hillsboro by sending an email :
SSRecordsRequest@hsd.k12.or.us or through the HSD website
Write a Prior Notice of Special Education Action and distribute to the Parent stating that the student is no longer in attendance in your school.
Include where the student is moving to in the PWN, and distribute to the AC
Working files are not sent out of Hillsboro School District
Maintain for one year then shred
Transfer of Records to another Hillsboro School District School
Send students cumulative file
Write and distribute a Prior Notice of Special Education Action
Indicate where they are moving to in the PWN
Send Working file to new case manager
Consult with new school as appropriate for the student
Move In student from another Oregon School District:
Request records from prior School District
If the district uses Orsped, records can be imported send email with student's number and where they moved in from to Barb and she will request the records electronically
Write a Prior Notice of Special Education Action and distribute; include where they are moving in from in the PWN of sped action
Implement IEP if appropriate, or schedule and hold an IEP revision and revise IEP as appropriate
Review IEP with general Education teacher
Move In Student from Another State:
Request Records from prior School District
Request or review file:
DHS-must have written consent(release of information form)
Parents can request to review all records in the Cum file
Law Enforcement-to protect the health and safety of the student or others
Parents can request copies of records
No copies of test protocols, test questions, or answers unless authorized by federal law.
Request to amend the record:
Contact Student Services Administrator
Destruction of Special Education Records or Information:
Nothing can be removed from the students cumulative file
Working files are the property of the case manager