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:

  1. Maintain secure, safe records in a locked fire safe cabinet

  2. 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

  3. 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.


  1. Working Files

    1. 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

  2. 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 :

    • 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

  1. 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

  1. Move In student from another Oregon School District:

    1. 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

    2. Write a Prior Notice of Special Education Action and distribute; include where they are moving in from in the PWN of sped action

    3. Implement IEP if appropriate, or schedule and hold an IEP revision and revise IEP as appropriate

      • Review IEP with general Education teacher

    4. Move In Student from Another State:

      • Request Records from prior School District

    5. Request or review file:

      1. DHS-must have written consent(release of information form)

      2. Parents can request to review all records in the Cum file

      3. Law Enforcement-to protect the health and safety of the student or others

      4. Parents can request copies of records

        • No copies of test protocols, test questions, or answers unless authorized by federal law.

    1. Request to amend the record:

      • Contact Student Services Administrator

    2. 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