An Administrator's Guide to California Private School Law

Chapter 14 – Pupil Records

6. Provide a confirmation screen with an opportunity for the signatory to download, email, or print the entire signed agreement; 7. Send an email confirming the signatory’s execution of the agreement; 8. Ensure that the agreement cannot be altered or edited once executed; 9. Ensure that the individual who is authorized to sign the enrollment contract on behalf of the school is the actual individual who electronically signs the contract; and 10.Print out and attach the confirmation email or certificate of completion, if any, to the enrollment contract and keep in the student’s file.

C HAPTER 14 – P UPIL R ECORDS

Section 1 I NTRODUCTION All private schools are required by law to maintain pupil records. This chapter will define what information constitutes “pupil records” and provide guidance as to the various types of pupil records that schools are required to maintain, as well as the time frame and manner in which schools must preserve the records. This chapter will also discuss who is permitted to have access to pupil records and the various requirements regarding transfer of records, both between schools and from schools to parents who request them. For information regarding the retention, release, and destruction of pupil records by preschools, see the Preschools chapter of this Guide.

W HAT I S A P UPIL R ECORD ?

Section 2

A. D EFINITION A “pupil record” is any information maintained by a school which is directly related to (1) an identifiable pupil and (2) is maintained for second-party review, regardless as to form. 2063

An Administrator’s Guide to California Private School Law ©2019 Liebert Cassidy Whitmore 497