An Administrator's Guide to California Private School Law

Chapter 14 – Pupil Records

 Health information;  Participation in special education programs including required tests, case studies, authorizations, and actions necessary to establish eligibility for admission or discharge;  Language training records;  Progress slips regarding pupils who may be in danger of failing classes;  Parental restrictions regarding access to directory information or related stipulations;  Parent or adult pupil rejoinders to challenged records and to disciplinary action;  Parental authorizations or prohibitions of pupil participation in specific programs;  Results of standardized tests administered within the preceding three years. 2103

b. Period Of Retention Mandatory interim pupil records may be classified as “disposable” when the student leaves the school or when the usefulness of the records ceases. 2104 The records may then be destroyed during the third school year following their classification as disposable. 2105 For example, mandatory interim pupil records created during the 2013-2014 school year may be destroyed after July 1, 2017.

3. P ERMITTED R ECORDS

a. Description Of Records Schools should maintain “permitted records” according to their “appropriate educational purposes.” 2106 They include such things as:

 Objective counselor and/or teacher ratings;  Standardized test results older than three years;  Routine discipline data;  Verified reports of relevant behavioral patterns;

 All disciplinary notices;  Attendance records. 2107

Note that routine discipline data are included in this definition. Discipline that is not routine may qualify as either a Mandatory Permanent Pupil Record or a Mandatory Interim Pupil Record.

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An Administrator’s Guide to California Private School Law ©2019 Liebert Cassidy Whitmore 507