Confidential File
ADM 5.2
Confidential information for a student should be maintained separately from academic records.
Purpose:
To ensure confidentiality of a student’s non-academic records.
To assist the school in supporting the needs of a student on a continuing basis.
Commentary/Procedural Points:
The following information is collected in this confidential file:
Psychological/Psychoeducational testing or evaluation
Communication between counselor, parents, physicians, etc.
Communication and supporting documents related to the creation, implementation, and monitoring of a Student Accommodation Plan.
Student Behavior Analysis (SBA) and Student Behavior Plans (SBP)
Access to such records is controlled by a sign-out system developed by the school administrator. These records must be reviewed in the privacy of the school office or similar place. These records do not circulate freely among school staff.
Access to such records is confined to teachers, administrators, the school counselor, the school nurse, and parents/guardians on a need-to-know basis.
Parents must provide written permission to the school before all or part of the confidential file may be disclosed to others, except as required by applicable law (such as in response to a court order or lawful subpoena).
When a student graduates or transfers from the school, the student’s confidential file should be placed in a sealed envelope, labeled “confidential” and dated with the date the envelope was sealed and the student’s date of birth.
The confidential file should be retained in accordance with the AOB policy on retaining student health records, “retain until the student attains the age of majority plus 3 years (i.e., age 21) or for five years after the record is made, whichever is later.”
References:
Individuals with Disabilities Education Act of 1997, 20 U.S.C. 1400 et seq. (2015)
April 19, 2023