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3231 - Student Records



The district will maintain those student records necessary for the educational guidance and/or welfare of students, for orderly and efficient operation of schools and as required by law. All information related to individual students shall be treated in a confidential and professional manner. When information is released in compliance with state and federal law, the district and district employees are immune from civil liability unless they acted with gross negligence or in bad faith. Student records are the property of the district but shall be available in an orderly and timely manner to students and parents/guardians. “Parent/guardian” includes the state department of social and health services when a minor student has been found dependent and placed in state custody. A parent/guardian or adult student may challenge any information in a student record believed inaccurate, misleading or in violation of the privacy or other rights of the student. 

Student records will be forwarded to other school agencies upon request. A high school student may grant authority to the district which permits prospective employers to review the student's transcript. Parental or adult student consent shall be required before the district may release student records other than to a school agency or organization, except as otherwise provided by law.

A grades report, transcript, or diploma shall not be released until a student has made restitution for damages assessed as a result of losing or damaging school materials or equipment. If a student has transferred to another school district that has requested the student's records, but the student has an outstanding fee or fine, only records pertaining to the student's academic performance, special placement, immunization history, and discipline actions shall be sent to the enrolling school. The content of those records shall be communicated to the enrolling district within two school days and copies of the records shall be sent as soon as possible. The official transcript will not be released until the outstanding fee or fine is discharged. The enrolling school shall be notified that the official transcript is being withheld due to an unpaid fee or fine.

The superintendent shall establish procedures governing the content, management and control of student records.

Cross References:

Board Policy


Directory Information


Student Fees, Fines, and Charges


Confidential Communications


Data Records Management

Legal References:

20 U.S.C. § 1232g

Family Education Rights and Privacy Act

CFR 45, Part 99

Family Education Rights and Privacy Act Regulations



Option to receive final transcripts—Notice


Educational and career opportunities in the military, student access to information on, when


Defacing or injuring school property--Liability of parent or guardian


Address Confidentiality Program-- Application— Certification

Ch. 70.02

Medical records--health care information access and disclosure



Pupil tests and records--Pupil personnel records-- School district policy in writing


Secondary education--standardized high school transcript

Ch. 43-840

Implementation of Address Confidentiality Program


Immunization of day care and school children against certain vaccine-preventable diseases


Adopted by the Board: July 16, 2002

Revised: October 7, 2003

Revised: April 16, 2013

WALLA WALLA PUBLIC SCHOOLS • 364 South Park St. • Walla Walla, WA 99362 • Phone: 509-527-3000 • Fax: 509.529.7713

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