Access to Student Records

  • Access to Student Records 

    Access to a school student record means any release or disclosure of information from a student’s school record, whether or not any record is copied. Access in all cases is limited to the designated portion of the record to which the consent or statutory authority applies. Neither the Woodland District 50 nor any of its employees shall release, disclose, or grant access to information found in any school student record except under the conditions set forth in the Illinois School Student Records Act. 


    Access to Parent/Guardian or Eligible Student 

    1. A student’s parent(s)/guardian(s) or eligible student, or designee, are entitled to inspect and copy information in the student’s school record; a student less than 18 years old may inspect or copy information in his or her permanent school record. A request to inspect or copy school student records must be made in writing and directed to the School Principal. Access to the records will be granted within 10 business days after the receipt of such a request. The District may extend this timeline by up to five additional business days if one or more of these six reasons applies: 
      1. The requested records are stored in whole or in part at other locations than the office having charge of the requested records; 
      2. The request required the collection of a substantial number of specified records; 
      3. The request is couched in categorical terms and requires an extensive search for the records responsive to it; 
      4. The requested records have not been located in the course of routine search and additional efforts are being made to locate them; 
      5. The request for records cannot be complied with by the school district within the time limits prescribed by subsection (c) without unduly burdening or interfering with the operations of the school district; 
      6. There is a need for consultation, which shall be conducted with all practicable speed, with another public body or school district among two or more components of a public body or school district having a substantial interest in the determination or in the subject matter of the request.

    The District and the person making the request may also agree in writing to extend the timeline for response. The response to an access request for a special education student’s records shall include those school student records located in the special education office.

    1. The parent(s)/guardian(s) or the District may request a qualified professional to be present to interpret the student’s records. If the District makes the request, it is responsible for securing and bearing the cost of the professional’s presence. 
    2. Unless the District has actual notice of a court order or a notice of a parenting plan under the Ill. Marriage and Dissolution of Marriage Act, indicating otherwise: 
      1. Divorced or separated parents/guardians with and without parental responsibility (formerly custody) are both permitted to inspect and copy the student’s school student records. 
      2. The School Principal shall send copies of the documents listed below to both divorced or separated parents/guardians at either’s request. 
          1. Academic progress reports or records 
          2. Emotional and physical health reports 
          3. Notices of school-initiated parent-teacher conferences 
          4. School calendar regarding the student 
          5. Notices about open houses, graduations, and other major school-sponsored events including student-parent/guardian interaction 
    3. The school will deny access to a student’s school records to a parent against whom an order of protection (OP) was issued if the OP prohibits the parent from inspecting or obtaining such records pursuant to the Domestic Violence Act of 1986 or the Code of Criminal Procedure of 1963.
    4. Parent(s)/guardian(s) or the student shall not be granted access to confidential letters and recommendations concerning the admission to a post-secondary educational institution, applications for employment or the receipt of an honor or award which were placed in the records prior to 1-1-75, provided such letters and statements are not used for purposes other than those for which they were specifically intended. Access shall not be granted to such letters and statements entered into the record at any time if the student has waived his or her right of access after being advised of his or her right to obtain the names of all persons making such confidential letters and statements.