Policy 9050 – Student Records

Confidential – Private, not intended to be shared with others.

Confidentiality – Assurance that school system officials protect personally identifiable information (PII) and do not disclose or transmit records related to students or the PII contained therein to unauthorized parties.

Directory Information – Information contained in students’ education records which would not generally be considered harmful or an invasion of privacy if disclosed, as defined by FERPA and COMAR.

Disclosure – The act of permitting access to, the release, transfer, or other communication of records related to students or the PII contained therein, orally, in writing, or by electronic means, or by any other means to any party.

Eligible Student – A student who is 18 years old or older or is attending an institution of postsecondary education.

Gradebook – Teacher records of student grades, whether in physical or electronic format.

Legitimate Educational Interest – A Howard County Public School System (HCPSS) Board member’s or a school system official’s need to review a student education record to conduct his/her job-related responsibilities.

Parent – Any one of the following, recognized as the adult(s) legally responsible for the student:

Personally Identifiable Information (PII) – Any information that, alone or in combination, would make it possible to identify an individual with reasonable certainty.

Record – Any documentary material in any format created or received by the HCPSS in connection with the transaction of public business.

School System Official – A person employed by the HCPSS; or a person or organization contracted by the HCPSS to perform a special task, (such as an attorney, auditor, school resource officer, medical consultant, or therapist).

Student Education Records – Specific records, as defined and protected by FERPA, that are directly related to an individual student and are maintained by the HCPSS or by a party acting for the HCPSS.

All HCPSS Board members and school system officials will adhere to federal, state, and local laws and regulations as well as HCPSS policies, procedures, and guidelines for maintaining the accuracy, integrity, quality, and confidentiality of all records related to students in any format and location.

The storage, retention, and destruction of all records related to students will adhere to the guidelines outlined in the Maryland State Department of Education Student Records Manual, Policy 3050 Records Management, and HCPSS procedures.

The HCPSS will notify parents and students annually of the rights of parents and students regarding the inspection, review, amendment, and disclosure of students’ education records, rights regarding directory information, as well as their right to file complaints related to these rights with the Family Policy Compliance Office of the U.S. Department of Education.

Individual student’s education records that are maintained by teachers and other HCPSS school system officials are confidential by law. Access to such student education records may be granted only for the purpose of serving legitimate educational interest as specifically permitted under FERPA.

All HCPSS Board members and school system officials will maintain the confidentiality of all records related to students.

HCPSS Board members and school system officials may disclose a student’s PII to appropriate parties in connection with an emergency if knowledge of the PII is necessary to protect the health or safety of the student or other individuals.

HCPSS Board members and school system officials may disclose a student’s PII as outlined in Policy 1030 Child Abuse and Neglect.

The Superintendent/Designee will monitor standards and procedures related to the confidentiality of all records related to students as set forth in federal, state, and local laws, regulations and policies.

The Superintendent/Designee will inform students, school system officials, and parents annually of the general provisions of this policy.

Principals will protect the confidentiality of all active or inactive records related to students that are stored in their schools.

Principals will review the standards and procedures related to the confidentiality of student education records and disclosure of directory information with the appropriate employees.

Principals will certify annually the accuracy of student data maintained in student education records in their schools as mandated by the Maryland State Department of Education (MSDE) and the HCPSS.

Principals will assign and oversee personnel trained to monitor the maintenance, review, updating, retention, and destruction of all records related to students in their schools.

Principals will secure archived gradebooks in their schools until eligible for destruction in accordance with policy.

The Office of Student Services will provide annual training to designated HCPSS school system officials regarding procedures for protecting the confidentiality of all records related to students.