I.        Policy

In order to provide students with appropriate instruction and educational services, it is necessary for the school system to maintain extensive and sometimes personal information about them and their families.  It is essential that pertinent information in these records be readily available to appropriate school personnel, be accessible to the student’s parents or legal guardian and/or student in accordance with law, and yet be guarded as confidential information. The Principal at each school shall at as the custodian of records for students enrolled at that school. The Superintendent shall be the custodian of records for student records at the district level.

The Superintendent will provide for the proper administration of student records in keeping with state and federal requirements, and shall obtain a copy of the state student records regulations (603 CMR 23.00).  The temporary record of each student enrolled on or after June 2002 will be destroyed no later than seven years after the student transfers, graduates or withdraws from the school district.  Written notice to the eligible student and his/her parent of the approximate date of destruction of the temporary record and their right to receive the information in the whole or in part, shall be made at the time of such transfer, graduation, or withdrawal.  The student’s transcript may only be destroyed 60 years following his/her graduation, transfer, or withdrawal from the school system.


II.                Policy Review and Revision

This policy and its procedures will be reviewed every two years for compliance with state and federal law.  Review and revision of these policies and procedures shall occur as needed, but at least every two years.

  1. Legal References

Family Educational Rights and Privacy Act of 1974, P.L. 93-380, Amended P.L.103-382

M.G.L. 66:10 71:34 A, B, D, E, H

Board of Education Student Record Regulations Adopted 2/10/77, June 1995 as amended June 2002.

603 CMR:  Dept. of Education 23.00  through 23.12 also Mass. Dept. of Education publication Student Records: Questions, Answers and Guidelines, Sept. 1995.

CROSS REF:  KDB, Public Right to Know; MASC

Adopted: May 9, 2012

Reviewed:  October 18, 2013