Student Handbook
2007-2008
Transfer And Release Of Confidential Information
It is the policy of the Board of Education to adhere strictly to Oklahoma and Federal law concerning the transfer and release of confidential information including student
records.
For the purposes of this policy, "confidential information" means any information regarding a child receiving services supported in whole or in part by state or federal
funds, a family member of such child, or other persons residing in the home of such child, and which is required by state or federal law or regulation to be maintained in a
confidential manner.
The school district will transfer and release confidential information in accordance with this policy to:
(1)The Department of Human Services
(2) The Department of Mental Health and Substance Abuse Services
(3) The State Department of Health
(4) The State Department of Education
(5) The State Department of Vocational and Technical Education
(6) The Oklahoma Commission on Children and Youth
(7) The J. D. McCarty Center for Handicapped Children
(8) The Department of Corrections
(9) Private agencies receiving public funds pursuant to a grant or contract with one of the agencies listed in (1) through (8) and providing institutional, community residential or community-based services as defined by Title 10, Section 7001-1.3 of the Oklahoma Statutes, to children and family
(10) Persons and agencies subject to the rules promulgated by the agencies listed in (1) through (8)
(11) Statutorily-constituted juvenile bureaus
Unless otherwise permitted by state or federal law or regulation, confidential information will only be released to the above-described entities pursuant to (1) a court order
or (2) an informed consent that has been executed by (a) the parent or guardian of the child or other person authorized by state or federal law to execute such consent, if
the subject of the confidential information is a child or (b) the individual who was the subject of the confidential information or other person authorized by law to execute
such consent on his or her behalf, if the subject of the confidential information is an adult. A copy of the school district's informed consent form may be found at FLEE.
The school district will follow the rules promulgated by the State Department of Education for authorizing access to and the transfer or release of confidential information
for the purpose of gathering statistical information or conducting studies or research otherwise authorized by law. The school district may charge $.10 per page for all
copies made pursuant to this policy plus the actual cost of mailing the copies.
Reference: 10 O.S. §620.1, et seq., 10 O.S. §7001-1.3, Cross-Reference: Policy GBA, Open Records Act
Information Coordinator
The administration will assist with requests for information from the Oklahoma State Bureau of Investigations when the release of such information has been authorized by a parent or legal guardian of the student or by court order. Only information maintained by the district which is not prohibited from being released to law enforcement officers by state or federal law regarding past and present students in the district, including the following, may be released only by court order or by parental consent:
1. student's name, address, telephone listing, and date and place of birth
2. parent or lawful custodian's name, address, and telephone listing
3. major field of study and grade level classification (example: elementary, 7th grade, sophomore)
4. student's participation in officially recognized activities and sports
5. weight and height of members of athletic teams
6. dates of attendance, dates of enrollment, withdrawal, reentry
7. diplomas, certificates, awards, and honors received
8. most recent previous educational agency or institution attended by the student.
Reference: 70 O.S. §10-103.2, SB 781, May 2, 1"4
Cumulative Records
It is the policy of the Board of Education that a cumulative record shall be kept as the official file of each student enrolled in this school district. The record shall contain the progress of the student from fifth grade throughout the remaining school years, and shall include, but not be limited to, grades, attendance data, health and immunization history, results of testing programs, school activities, and personal and family background. Reference: 70 O.S. §24-114
News Media Relations
The Board of Education recognizes its responsibility to provide accurate information concerning the school district to the community and seeks to establish a good working relationship with the news media. Therefore, it is the policy of the board of education to cause any information which is to be released to the media to be carefully monitored. Such monitoring is intended to insure accuracy and to prevent any potential liability for the unauthorized disclosure of confidential information. The school district will comply fully with the Freedom of Information Act and Open Records Act. Any issue which appears to be sensitive or which may involve confidential information shall be cleared through the superintendent or the superintendent's designee. It may, in the superintendent's discretion, be necessary to submit issues which could lead to community disruption to the board of education. The welfare of our students and the community is important and information which could cause embarrassment to either should be carefully screened prior to release.