Maintenance of School Student Records

  • Maintenance of School Student Records 

    Woodland District 50 maintains two types of school records for each student: a permanent record and a temporary record. 

    The permanent record shall consist of the following: 

    1. Basic identifying information, including the student’s name and address, birth date and place, gender, and the names and addresses of the student’s parent(s)/guardian(s) 
    2. Evidence required by the Missing Children Records Act 
    3. Academic transcripts, including: grades, graduation date, and grade level achieved
    4. Attendance record 
    5. Health record, defined by ISBE rule as “medical documentation necessary for enrollment and proof of having certain examinations, as may be required under Section 27-8.1 of the [School] Code” 
    6. Record of release of permanent record information


    If not maintained in the temporary record, the permanent record may include: 

    1. Honors and awards received 
    2. Information concerning participation in school-sponsored activities and athletics, or offices held in school-sponsored organizations


    No other information shall be kept in the permanent record. 


    The temporary record contains all information not required to be kept in the student permanent record and must include: 

    1. A record of release of temporary record information
    2. Scores received on the State assessment tests
    3. Completed home language survey 
    4. Information regarding serious disciplinary infractions (that is, those involving drugs, weapons, or bodily harm to another) that resulted in expulsion, or the imposition of punishment or sanction  
    5. Any final finding report received from DCFS provided to the school under the Abused and Neglected Child Reporting Act
    6. Health-related information
    7. Accident reports
    8. Any documentation of a student’s transfer, including records indicating the school or school district to which the student transferred
    9. Completed course substitution form for any student who, when under the age of 18, is enrolled in vocational and technical course as a substitute for a high school or graduation requirement
    10. Information contained in related service logs maintained by the District for a student with an individualized education program  


    The temporary record may also consist of: 

    1. Family background information 
    2. Intelligence test scores, group and individual 
    3. Aptitude test scores 
    4. Reports of psychological evaluations, including information on intelligence, personality and academic information obtained through test administration, observation, or interviews 
    5. Elementary and secondary achievement level test results 
    6. Participation in extracurricular activities, including any offices held in school-sponsored clubs or organizations 
    7. Honors and awards received 
    8. Teacher anecdotal records 
    9. Other disciplinary information 
    10. Special education records 
    11. Records associated with plans developed under section 504 of the Rehabilitation Act of 1973 
    12. Verified reports or information from non-educational persons, agencies, or organizations