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Administrative Procedure

AP-915 — Student Records

Section Nine: Students
Effective Date: August 29, 2017 Last Reviewed: August 29, 2017

Background

"The student record of a student must contain all information affecting the decisions made about the education of the student that is collected or maintained by a board, regardless of the manner in which it is maintained or stored." Student Record Regulation 225/2016

  1. Required Information by the Regulation - For specific information about the required information to be included in the record, commonly called a cum file, please refer to the list in Section 2 (1) (a) to (t) of that regulation. Note also 3. from that regulation that states that if an individualized program plan is specifically devised for a student, the current plan and any amendments to the plan must be placed on the student record of that student in addition to summaries of all of the previous school years' individualized program plans.

    The regulation expires on August 31, 2018. After that date, please refer to the updated or new regulation.

  2. Acceptable Verification

    (a) The birth date must be verified by means of a copy, acceptable to the board, of :

    (i) the student's birth certificate, if the student was born in Canada, or

    (ii) another official document acceptable to the board, if the student was born outside Canada,

    (b) Citizenship must be verified by means of a copy, acceptable to the board, of a Canadian citizenship certificate, or for non-Canadian citizens, the type of visa or other document pursuant to which the student is lawfully admitted to Canada for permanent or temporary residence, and the expiry date of that visa or other document,

  1. Information not to be included in a student record:
    1. Anecdotal records prepared by, and for the exclusive use of, a teacher, teacher's assistant, counsellor or principal, and not used in current program placement decisions,
    2. A report or an investigation record relating to the student under the Child, Youth and Family Enhancement Act,
    3. Counselling records,
    4. Any information that identifies a student as a young person as defined in the Youth Justice Act or the Youth Criminal Justice Act (Canada) and all information relating to that student in that capacity.
  2. Possible Exceptions to 2. above:

The director of student services may conclude that information will be included in the record although it would clearly be injurious to the student if disclosed, because it is

(a) in the public interest, or

(b) necessary to ensure the safety of students and staff.

Procedures

  1. Updating and Secure Storage of Records
    1. Student record files are to be kept current and updated each year.
    2. The file shall be kept in a locked area with restricted access.
    3. Those using electronic data to store assessment reports shall take appropriate security measures to guard against improper access.
  2. Access
    1. Unless prohibited by a court order, both parents and/or the legal guardian have access to the student record. For non-custodial parents, the school, after confirming that the individual is the child's parent, shall provide access to the student record unless the custodial parent has provided the school with a copy of a court order stating that the non-custodial parent does not have access.
    2. In order to ensure that assessment reports are accurately interpreted, the school shall have a qualified person assist the parent or legal guardian who has requested access to the student record.
    3. Disclosure of information

The contents of a student record shall only be disclosed in accordance with the Freedom of Information and Protection of Privacy Act, the School Act, or subsequently the Education Act, and the Student Record Regulation.

  1. to an employee of the board if the information is necessary for the performance of the duties of the employee, ("Employee" means an employee as defined in the Freedom of Information and Protection of Privacy Act.), or
  2. to the Minister if the information is necessary for the performance of the duties of the Minister, or
  3. with the written consent of the parent if the student is under 16 years of age, or the student or the parent if the student is 16 years of age or older, or
  4. to the Department of Justice and Solicitor General or its designate when requested by the Department or its designate for the purpose of administering the Youth Justice Act or the Youth or
  5. to other service providers as per the Children First Act.
  1. Transfer of Student Records
    1. In the case of a student transferring from one school to another within Grasslands School Division, records shall be transferred to the school to which the student is transferring.
    2. If a student transfers to a school in another jurisdiction in Alberta, unless the student is identified as requiring targeted funding, the Grasslands school shall, on receipt of a written request from that school, send the original student record containing the required information. For those students requiring targeted funding, the transfer request and student file shall be forwarded to the Director of student services, who shall forward the file to the incoming school.
    3. If a student transfers to a school outside Alberta, the Grasslands school shall, on receipt of a written request from that school, copy the required information from the file. The originals remain at the school. For those students requiring targeted funding, the transfer request and copy of student file shall be forwarded to the Director of student services, who shall forward the copy file to the incoming school. For other students, the school shall send the copy of the student record containing the required information directly to the new school.
  2. Record Retention
    1. Schools in Grasslands shall keep a student record containing the required information for 7 years after the student ceases to attend a school operated by the board, or until the student record has been forwarded to a school in another Alberta jurisdiction.
    2. If a student transfers from a Grasslands school to a school outside Alberta, the school from which the student transfers shall keep the student record for 7 years after the date the student could be expected to have completed grade 12 if the student had not transferred from the school.
  3. Disposal of Records

The school shall shred student records that are no longer required to be kept under 4. above.