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  • Effective: 4/27/2010
  • Revision:
  • Reviewed: 12/29/2012

  1. Board Policy
    The District’s Protected Health Information Privacy Policy is designed to comply with the provisions of the Health Insurance Portability and Accountability Act of 1996 (HIPAA). HIPAA restricts the District’s ability to use and disclose protected health information. The administration is charged with the administration of this policy.
  2. Definitions
    1. Protected health information (PHI): Information created or received by the Plan and related to the past, present, or future physical or mental health or condition of a participant and that identifies the participant or for which there is a reasonable basis to believe the information can be used to identify the participant. Protected health information includes information of persons living or deceased.
    2. Workforce: The District’s workforce includes individuals who would be considered part of the workforce under HIPAA such as employees, volunteers, trainers, and other persons whose work performance is under the direct control of the District, whether or not they are paid by the District.
    3. Employee: Includes all types of workers listed above.
    4. Privacy Official: The Privacy Official will serve as the contact person for participants who have questions, concerns, or complaints about the privacy of their PHI.
  3. Administrative Policy
    Jordan School District (the District) self-administers a group health plan (the Plan). Members of the District’s workforce have access to individually identifiable health information of Plan participants (1) on behalf of the Plan itself; or (2) on behalf of the District, for administrative functions of the Plan. Members of the District’s workforce who have access to PHI must comply with this privacy policy. No third party rights, including, but not limited to, rights of Plan participants, beneficiaries, covered dependents or business associates, are intended to be covered by this policy. The District reserves the right to amend or change this policy at any time (and even retroactively) without notice.
  4. Plan’s Responsibilities as Covered Entity
    1. Privacy Official and Contact Person
      The director of Insurance Services shall be the Privacy Official for the Plan.
    2. Workforce Training
      Employees with access to PHI will receive training on privacy policies and procedures. A training schedule will be developed so that all employees with access to PHI receive the training necessary and appropriate to permit them to carry out their functions within the Plan.
    3. Technical and Physical Safeguards and Firewall
      Technical and physical safeguards to prevent PHI from intentionally or unintentionally being used or disclosed in violation of HIPAA’s requirements will be implemented. Technical safeguards include limiting access to information by creating computer firewalls. Physical safeguards include locking doors or filing cabinets.
    4. Privacy Notice
      The Privacy Official is responsible for developing and maintaining a notice of the Plan’s privacy practices that describes:

      • The uses and disclosures of PHI that may be made by the Plan;
      • The rights of individuals under HIPAA privacy rules;
      • The Plan’s legal duties with respect to the PHI; and
      • Other information as required by the HIPAA privacy rules.

      A privacy notice will be sent to Plan participants informing them that the District has access to PHI in connection with its plan administrative functions. The privacy notice will also imform them of the District’s complaint procedures, the name and telephone number of the contact person, and the date of the notice.
      The notice of privacy practices will be placed on the District’s website. The notice will also be individually delivered to all participants:

      • At the time of an individual’s enrollment in the Plan
      • To a person requesting the notice; and
      • Within 60 days after a material change to the notice.

      The Plan will also provide notice of availability of the privacy notice at least once every three years.

    5. Complaints
      The director of Insurance Services will be the Plan’s contact person for receiving complaints.
    6. Sanctions for Violations of Privacy Policy
      Sanctions for using or disclosing PHI in violation of this HIPAA privacy policy will be imposed in accordance with DP316B NEG: Orderly Termination Procedures—Education Support Professionals, up to and including termination.
    7. Mitigation of Inadvertent Disclosures of Protected Health Information
      Any harmful effect due to an unauthorized disclosure of an individual PHI will be mitigated to the extent possible. If an employee becomes aware of a disclosure of protected health information, either by an employee of the Plan or an outside consultant/contractor that is not in compliance with this policy the Privacy Official shall be contacted so that the appropriate steps to mitigate the harm to the participant can be taken.
    8. No Intimidating or Retaliatory Acts; No Waiver of HIPAA Privacy
      No intimidation, discrimination, or other retaliatory action will be taken against an individual for exercising their right to file a complaint, participate in an investigation, or oppose any improper practice under HIPAA.
      No individual shall be required to waive his or her privacy rights under HIPAA as a condition of treatment, payment, enrollment or eligibility.
    9. Plan Document
      The Plan document shall include provisions to describe the permitted and required uses and disclosures of PHI administrative purposes.
      Specifically, the Plan document shall require the District to:

      1. Not use or further disclose PHI other than as permitted by the Plan documents or as required by law;
      2. Ensure that any agents or subcontractors to whom it provides PHI received from the Plan agree to the same restrictions and conditions that apply to the District;
      3. Not use or disclose PHI for employment-related actions;
      4. Report to the Privacy Official any use or disclosure of the information that is inconsistent with the permitted uses or disclosures;
      5. Make PHI available to Plan participants, consider their amendments and, upon request, provide them with an account of PHI disclosures;
      6. Make the District’s internal practices and records relating to the use and disclosure of PHI received from the Plan available to the Department of Health and Human Services (DHHS) upon request; and
      7. If feasible, return or destroy all PHI received from the Plan that the District still maintains in any form and retain no copies of such information when no longer needed for the purpose for which disclosure was made, except that, if such return or destruction is not feasible, limit further uses and disclosures to those purposes that make the return or destruction of the information infeasible.
      8. The Plan document must also require the District to (1) certify to the Privacy Official that the Plan documents have been amended to include the above restrictions and that the District agrees to those restrictions; and (2) provide adequate firewalls.
    10. Documentation
      The privacy policies and procedures shall be documented and maintained for at least six years. Policies and procedures shall be changed as necessary or appropriately to comply with changes in the law, standards, requirements and implementation specifications (including changes and modifications in regulations).
      The privacy policy shall be revised and made available if a change in law impacts the privacy notice. However, such change is effective only with respect to PHI created or received after the effective date of the notice.
      The documentation of any policies and procedures, actions, activities, and designations may be maintained in either written or electronic form. The Plan will maintain such documentation for at least six years.
  5. Policies on Use and Disclosure of PHI
    1. Use and Disclosure Defined
      The District and the Plan will use and disclose PHI only as permitted under HIPAA. The terms “use” and “disclosure” are defined as follows:

      1. Use: The sharing, employment, application, utilization, examination, or analysis of individually identifiable health information by any person working for or within the Insurance Office of the District, or by a Business Associate of the Plan.
      2. Disclosure: For information that is protected health information, disclosure means any release, transfer provision of access to, or divulging in any other manner of individually identifiable health information to persons not employed by or working with the Insurance Office of the District.
    2. Workforce Must Comply With District’s Policy and Procedures
      All employees with access to PHI must comply with this policy.
    3. Permitted Uses and Disclosures for Plan Administration Purposes
      The Plan may disclose to the District for its use the following: (1) de-indentified health information relating to plan participants; (2) Plan enrollment information; (3) summary health information for the purposes of obtaining premium bids for providing health insurance coverage under the Plan or for modifying, amending, or terminating the Plan; or (4) PHI pursuant to an authorization from the individual whose PHI is disclosed.
      The following employees have access to PHI:

      1. Director of Insurance Services who performs functions directly on behalf of the group health plan.
      2. Employees in the District Insurance Office who have access to PHI on behalf of the District for use while performing daily responsibilities
        These employees may use and disclose PHI for Plan administrative functions, and may disclose PHI to other employees with access for plan administrative functions. However, the PHI disclosed must be limited to the minimum amount necessary to perform the plan administrative function. Employees with access may not disclose PHI to other employees unless an authorization is in place or the disclosure is otherwise in compliance with this policy.
    4. Permitted Uses and Disclosures: Payment and Health Care Operations
      PHI may be disclosed to another covered entity for the payment purposes of that covered entity.

      1. Payment: Payment includes activities undertaken to obtain Plan contributions or to determine or fulfill the Plan’s responsibility for provision of benefits under the Plan, or to obtain or provide reimbursement for health care. Payment also includes:
        1. Eligibility and coverage determinations, including coordination or benefits and adjudication or subrogation of health benefit claims;
        2. Risk adjusting based on enrollee status and demographic characteristics; and
        3. Billing, claims management, collection activities, obtaining payment under a contract for reinsurance (including stop-loss insurance and excess loss insurance) and related health care data processing.
          PHI may be disclosed for purposes of the Plan’s own health care operations. PHI may be disclosed to another covered entity for purposes of the other covered entity’s quality assessment and improvement, case management, or health care fraud and abuse detection programs, if the other covered entity has (or had) a relationship with the participant and the PHI requested pertains to that relationship.
      2. Health Care Operations: Health care operations means any of the following activities to the extent that they are related to Plan administration:
        1. Conducting quality assessment and improvement activities;
        2. Reviewing health plan performance;
        3. Underwriting and premium rating;
        4. Conducting or arranging for medical review, legal services and auditing functions;
        5. Business planning and development; and
        6. Business management and general administrative activities.
    5. No Disclosure of PHI for Non-Health Plan Purposes
      PHI may not be used or disclosed for the payment or operations of the District’s “non-health” benefits (e.g., disability, workers’ compensation, life insurance, etc.), unless the participant has provided an authorization for such use or disclosure (as discussed in “Disclosures Pursuant to an Authorization”) or such use or disclosure is required by applicable state law and particular requirements under HIPAA are met.
    6. Mandatory Disclosures of PHI: to Individual and Department of Health & Human Services (DHHS)
      A particular PHI must be disclosed as required by HIPAA in the following situations:

      1. The disclosure is to the individual who is the subject of the information (see the policy for “Access to Protected Information and Request for Amendment” that follows);
      2. The disclosure is made to HHS for purposes of enforcing of HIPAA; or
      3. The disclosure is required by law.
    7. PHI may be disclosed in the following situations without a participant’s authorization, when specific requirements are satisfied:
      1. About victims of abuse, neglect or domestic violence;
      2. For judicial and administrative proceedings;
      3. For law enforcement purposes;
      4. For public health activities;
      5. For health oversight activities;
      6. For cadaveric organ, eye or tissue donation purposes;
      7. For certain limited research purposes;
      8. To avert a serious threat to health or safety;
      9. For specialized government functions;
      10. That relate to workers’ compensation programs;
      11. For treatment purposes; and
      12. About decedents.
    8. Disclosures of PHI Pursuant to an Authorization
      PHI may be disclosed for any purpose if the participant provides an authorization. All uses and disclosures made pursuant to a signed authorization must be consistent with the terms and conditions of the authorization.
    9. Complying With the “Minimum-Necessary” Standard
      When PHI is used or disclosed, the amount disclosed generally must be limited to the “minimum necessary” to accomplish the purpose of the use or disclosure.
      The “minimum necessary” standard does not apply to any of the following:

      1. Uses or disclosures made to the individual;
      2. Uses or disclosures made pursuant to a valid authorization;
      3. Disclosures made to the Department of Labor (DOL);
      4. Uses or disclosures required by law; and
      5. Uses or disclosures required to comply with HIPAA.

      All other disclosures must be reviewed on an individual basis with the Privacy Official to ensure that the amount of information disclosed is the minimum necessary to accomplish the purposes of the disclosure.

    10. Disclosures of PHI to Business Associates
      PHI may be disclosed to the Plan’s business associates and allow the Plan’s business associates to create or receive PHI on its behalf. However, prior to doing so, the Plan must first obtain assurances from the business associate that it will appropriately safeguard the information. Before sharing PHI with outside consultants or contractors who meet the definition of a “business associate,” employees must contact the Privacy Official and verify that a business associate contract is in place.
      Business Associate is an entity that:

      1. Performs or assists in performing a Plan function or activity involving the use and disclosure of protected health information, including claims processing or administration, data analysis, underwriting, etc.
      2. Provides legal, accounting, actuarial, consulting, data aggregation, management, accreditation, or financial services, where the performance of such services involves giving the service provider access to PHI.
    11. Disclosures of De-Identified Information
      The Plan may freely use and disclosure de-identified information. De-identified information is health information that does not identify an individual and with respect to which there is no reasonable basis to believe that the information can be used to identify an individual.
    12. Breach Notification Requirements
      The Plan will comply with the requirements of the HITECH Act and its implementing regulations to provide notification to affected individuals, HHS, and the media (when required) if the Plan or one of its business associates discovers a breach of unsecured PHI.
  6. Policies on Individual Rights
    1. Access to Protected Health Information and Requests for Amendment
      Participants have the right to access and obtain copies of their PHI that the Plan (or its business associates) maintains in designated record sets. Participants also may request to have their PHI amended. The Plan will provide access to PHI and will consider requests for amendment that are submitted in writing by the participants.
      “Designated Record Set” is a group of records maintained by or for the District that includes:

      1. The enrollment, payment and claim adjudication record of an individual maintained by or for the Plan; or;
      2. Other PHI used, in whole or in part, by or for the Plan to make coverage decisions about an individual.
    2. Accounting
      An individual has the right to obtain an accounting of certain disclosures of his or her own PHI. This right to an accounting extends to disclosures made in the last six years, other than disclosures for the following reasons:

      1. To carry out treatment, payment or health care operations;
      2. To individuals about their own PHI;
      3. Incident to an otherwise permitted use or disclosure;
      4. Pursuant to an authorization;
      5. For purposes of creation of a facility directory or to persons involved in the patient’s care or other notification purposes;
      6. As part of a limited data set;
      7. To correctional institutions or law enforcement when the disclosure was permitted without authorization; or
      8. For other national security or law enforcement purposes.

      The Plan shall respond to an accounting request within 60 days. If the Plan is unable to provide the accounting within 60 days, it may extend the period 30 days, provided that it gives the participant notice including the reason for the delay and the date the information will be provided.
      The accounting must include the date of the disclosure, the name of the receiving party, a brief description of the information disclosed, and a brief statement of the purpose of the disclosure, or a copy of the written request for disclosure, if any.
      The first accounting in any 12-month period shall be provided free of charge. Subsequent accountings will be charged a fee for time and material.

    3. Requests for Alternative Communication Means or Locations
      Participants may request to receive communications regarding their PHI by alternative means or at alternative locations. For example, participants may ask to be called only at work rather than at home. Such requests may be honored if, in the sole discretion of the District, the requests are reasonable. However, the District shall accommodate such a request if the participant clearly provides information that the disclosure of all or part of the information could endanger the participant.
    4. Requests for Restrictions of Uses and Disclosures of Protected Health Information
      A participant may request restrictions on the use and disclosure of her/her PHI. An attempt to honor the request will be made if the request is reasonable.

  • Effective: 8/8/2000
  • Revision: 9/28/2021
  • Reviewed: 12/10/2013

  1. Board Directive
    The Board recognizes that students and families have certain privacy rights guaranteed under state and federal law.  Therefore, the Board directs the District Administration to develop policy which assures compliance with privacy requirements when certain information is obtained as part of a student's individual testing or evaluation program or as part of the general curriculum or school activity program.
  2. Administrative Policy
    This policy shall be administered according to federal and state Family Education Rights and Privacy Act (FERPA) laws and in accordance with the following administrative policy provisions. For the purposes of this policy, the term “parent” includes a legal guardian or other person standing in loco parentis (such as a grandparent or stepparent with whom the child lives, or a person who is legally responsible for the welfare of the child).
    1. Collection of Sensitive Information
      1. Written parental consent shall be required before students are administered a psychological or psychiatric:
        1. Examination
        2. Test
        3. Treatment
        4. Survey
        5. Analysis, or
        6. Evaluation

in which the evident intended effect is to cause the student to reveal information concerning one or more of the following sensitive areas about the student or any family member:

        1. Political affiliations or beliefs or, except as provided under UCA 53G-10-202 or rules of the state board, political philosophies;
        2. Mental or psychological problems;
        3. Sex behavior, orientation, or attitudes;
        4. Illegal, anti-social, self-incriminating, or demeaning behavior;
        5. Critical appraisals of others with whom the student or family member has close family relationships;
        6. Legally recognized privileged relationships, such as with lawyers, medical personnel, or ministers;
        7. Religious practices, affiliations, or beliefs of the student or student’s parent; or
        8. Income, other than as required by law to determine program eligibility.
      1. Prior written consent shall be required:
        1. In all grades, kindergarten through grade 12;
        2. Within the curriculum and other school activities; and
        3. Whether the information collected is personally identifiable or not.
      2. The following procedures dictate the validity of written consent:
        1. Written consent shall be considered valid only if notice was given in accordance with the notification requirements of this policy;
        2. The authorization shall only be valid for the activity for which it was granted;
        3. A written withdrawal of authorization submitted to the school principal by the authorizing parent terminates the authorization;
        4. A general consent used to approve admission to school or involvement in special education, remedial education, or a school activity does not constitute written consent under this section.
      3. Prior written consent should not be required:
        1. As part of a suicide prevention program as described in UCA 53G-9-702 where the parent has received notification and the ability to opt out of the process in accordance with the Notification section of this policy; or
        2. If there is a reasonable belief that there is an emergency, child abuse, neglect, or a serious threat to the wellbeing of the student in accordance with the Emergency Situations section of this policy.
      4. Sensitive information collected under this policy may be shared in accordance with the Family Educational Rights and Privacy Act (FERPA), 20 USC 1232g, and UCA 53E-9-308.
      5. Sensitive information collected from a survey may not be stored in a student’s Student Achievement Backpack as defined in UCA 53E-3-511.
      6. This policy does not limit the ability of a student to, under UCA 53G-10-203, spontaneously express sentiments or opinions otherwise protected against disclosure under this policy.
    1. Inspection of Instructional Materials
      1. The District shall provide notice and opportunity to a parent to inspect any instructional content that is provided to a student, regardless of its format, including printed or representational materials, audio-visual materials, and materials in electronic or digital formats (such as materials accessible through the Internet) used as part of the educational curriculum for the student.
        1. The opportunity to inspect instructional materials shall not extend to academic tests or academic assessments.
    2. Nonemergency, Invasive Physical Examinations
      1. The District shall provide notification to parents and the opportunity to opt out of nonemergency, invasive physical examination that is:
        1. Required as a condition of attendance
        2. Administered by the school and scheduled in advance; and
        3. Not necessary to protect the immediate health and safety of the student, or of other students.
      2. The term “invasive physical examination” means any medical examination that involves the exposure of private body parts, or any act during such examination that includes incision, insertion, or injection into the body, but does not include a hearing, vision, or scoliosis screening.
      3. The policy does not apply to any physical examination or screening that is permitted or required by an applicable Utah law, including physical examinations or screenings that are permitted without parental notification.
    3. Marketing Surveys
      1. The District shall provide notice of and an opportunity to opt out of activities involving collection, disclosure, or use of personal information collected from students for marketing or to sell or otherwise distribute the information to others.
        1. The requirement to provide notice and the opportunity to opt out does not apply to the collection, disclosure, or use of personal information collected from students for the exclusive purpose of developing, evaluation, or providing educational products or services for, or to, students or educational institutions, such as the following:
          1. College or other postsecondary education recruitment, or military recruitment
          2. Book clubs, magazines, and programs providing access to low-cost literary products
          3. Curriculum and instructional materials used by elementary and secondary schools
          4. Tests and assessments used by elementary schools and secondary schools to provide cognitive, evaluative, diagnostic, clinical, aptitude, or achievement information about students (or to generate other statistically useful data for the purpose of securing such tests and assessments) and the subsequent analysis and public release of the aggregate data from such tests and assessments
          5. The sale by students of products and services to raise funds for school-related or education-related activities
          6. Student recognition programs
    4. Notification
      1. The District shall provide notification to parents of this policy as follows:
        1. Notification at the beginning of each school year regarding this policy and within a reasonable period of time after any substantive changes to this policy;
        2. Notification at the beginning of each school year of any planned third-party surveys;
        3. Direct notification annually at the beginning of the school year by postal mail, hand, or email, including the specific or approximate dates, of any
          1. Marketing survey; or
          2. Nonemergency, invasive physical examination;
        4. Direct notification by postal mail, hand, or email, including the specific or approximate dates, annually at the beginning of the school year and at least two weeks prior to the administration of any collection of sensitive information. This notice shall also include:
          1. An Internet address where the parent can view the exact survey to be administered to the parent’s student, and a notice that a copy of the survey questions will also be made available at the school.
          2. Notice that a parent has a reasonable opportunity to obtain in writing the following information concerning the survey:
            1. Records or information, including information about relationships, that may be examined or requested;
            2. The means by which the records or information shall be examined or reviewed;
            3. The means by which the information is to be obtained;
            4. The purposes for which the records or information are needed;
            5. The entities or persons, regardless of affiliation, who will have access to the personally identifiable information; and
            6. A method by which a parent of a student can grant permission to access or examine the personally identifiable information.
      2. The two week's notice requirement for a collection of sensitive information may be waived in the following circumstances:
        1. In response to a situation which a school employee reasonably believes to be an emergency, or as authorized under UCA 62A-4a-4, Child Abuse or Neglect Reporting Requirements;
        2. By order of a court; or
        3. After receiving notice of a collection of sensitive information protected by this policy, a parent may waive the two week’s notice requirement.
    5. Training
      1. The District shall provide training for teachers and administrators on the implementation of this policy.
      2. District employees violating the provisions of this policy are subject to reprimand and possible adverse employment action, including probation or termination under the District's Orderly Termination policy (see policies DP316 NEG, DP316A NEG, DP316B NEG).
    6. Emergency Situations
      1. If a school employee, agent, or school resource officer believes a student is at-risk of attempting suicide, physical self-harm, or harming others, the school employee, agent, or school resource officer may intervene and ask a student questions regarding the student’s suicidal thoughts, physically self-harming behavior, or thoughts of harming others for the purposes of:
        1. Referring the student to the appropriate prevention services; and
        2. Informing the student’s parent without delay.
      2. If the matter has been reported to the Division of Child and Family Services within the Department of Human Services, it is the responsibility of the division to notify the student’s parent of any possible investigation, prior to the student’s return home from school.
      3. School employees, agents, or school resources officers shall use the minimum degree of intervention to accomplish the goals of this policy.
    7. Students Who Have Turned 18 and Emancipated Minors
      1. The rights to notification and opt out shall transfer to the student when the student turns 18 years old or is an emancipated minor.
        1. The notification shall be given to and written consent required from the parent in all grades, kindergarten through 12, regardless of the student’s age, before a collection of sensitive information shall be administered.

  • Effective: 7/14/1998
  • Revision: 3/26/2002

  1. Board Policy
    Jordan School District views the Internet as a valuable tool in communicating with patrons, employees, and students. School Web pages are an extension of the District Web site and should be treated as such. Careful planning and consideration should go into the design and development of any Web site that represents the District.
  2. Administration Policy
    The District Web site is managed by the Office of Communications, which is responsible for posting accurate and updated information on the site. In addition, each local school will have a designated Web representative who will be responsible for the school’s Web site and who will receive periodic training from the District Web Manager.

    1. General
      Every school is encouraged to have a Web site that is developed and maintained in a way that communicates a professional image of the school and District. School Web sites should be designed according to District Web Development Guidelines.
    2. Hosting
      All school and District Web sites must reside on District-owned Web servers. The Director of Information Systems must approve all exceptions. A user name and password will by assigned to the corresponding Web manager. These user names and passwords will be kept confidential.
    3. Content
      1. Information posted on the District Web site must first be submitted to the Communications Manager with final authorization given by the Superintendent of Schools.
      2. All materials posted on District and school Web sites must be submitted directly from the person and/or school or department responsible for the information with proper authorization from the principal/supervisor.
      3. Principals and designated school Web managers are responsible for all Web content. Students may participate in creating or maintaining school or department Web sites under the direct supervision of a teacher or administrator.
      4. The language used on District/school Web sites must be grammatically correct, free of spelling errors, and appropriate.
      5. Information that is dangerous, harmful, or not in harmony with Jordan School District’s guidelines, goals, or policies will not appear on District or school Web sites.
      6. Jordan School District Administration and the Office of Communications reserve the right to audit and/or adjust any materials on all District-sponsored Web sites.
      7. The following disclaimer must appear on each District/school home page: We have made every effort to ensure that all links leaving this site are appropriate. Jordan School District and [school name] cannot be held responsible for information found on other Web sites.
      8. Every school and District Web site should have a visible link to the District’s Web site at
      9. All copyright laws will be respected and adhered to.
      10. Web sites will be monitored frequently by the Office of Communications, local school principals and department supervisors for appropriateness, accuracy, and legal compliance.
      11. Local school Web representatives will frequently monitor their Web sites in an effort to keep their Web site free of outdated files.
    4. Safety and Privacy of Students, Teachers, and Staff
      1. Personal contact information about students, teachers, and staff members must not be published on school or District Web sites. This includes addresses, phone numbers, e-mail addresses, or any other personal information that could be used by unauthorized persons to identify or make personal contact with students, teachers, or staff members.
      2. Student names, student photographs, personally identifiable student work, class participation, activities, projects, etc., may be published on school or District Web sites with a signed release from the student’s parent or legal guardian. Without a signed release, no personal information about specific students can be used on school or District Web sites. This policy does not apply to student information systems where information about student’s attendance, grades, and assignments is accessible using login and password information.
    5. E-Commerce
      1. Individuals are not to use Jordan School District resources for personal profit or gain.
      2. The Board of Education allows advertising and e-commerce on Web sites at both the District and local school level; however, such advertising must adhere to the District’s Guidelines for E-Commerce and E-Banner Advertising.
    6. Domain Names/Web Addresses
      The use of standardized domain names will be adopted by all elementary, middle, and high schools and will be managed by the Information Systems Department.

Student Personal Information Release Form

Effective: 6/23/1992
Revision: 11/29/2022
Reviewed: 8/25/2015

  1. Board Directive
    The Board of Education is committed to see that Jordan School District records are managed in an efficient, responsible manner.  Therefore, the Board delegates to the Administration responsibility for establishing criteria for maintaining, classifying, preserving, accessing, and destroying district records in compliance with the Government Records Access and Management Act (GRAMA), Utah Code §63-2-101.
  2. Administrative Policy
    Records shall be defined as written or electronic records that are owned and maintained by the District. The District Records Policy shall be implemented according to the following administrative policy provisions:

    1. Records Management
      1. Jordan District records shall be managed under the direction of the principal and/or the appointed records officer of each school and department.
      2. The Superintendent of Schools shall be the chief administrative officer of the District.
      3. The Business Administrator shall be the records officer for all general district records including Board of Education minutes and all documents related to fiscal matters such as property, budgets, payroll, accounts, contracts, etc.
      4. The Administrator of Human Resources shall be the records officer for all records related to personnel.
      5. The Planning and Enrollment consultant shall be the records officer for all records related to students.
      6. The Planning and Enrollment consultant shall serve as the District's liaison to the State Archives.
    2. Records Classification
      1. All Jordan District records created after July 1, 1992, shall be classified as either public, private, controlled, protected, or restricted.
      2. The Planning and Enrollment consultant shall inform the State Archives no later than July 1 of each year of the classification of any new record series created during the previous 12 months.
    3. Public Records
      1. Public records as described in Utah Code §63G-2-301 shall include:
        1. Official minutes, actions and decisions of the Board of Education and District Administration unless the record involves information which is classified as private, controlled, or protected.
        2. Official District and school policies, contracts, minutes, and accounts.
        3. Names, gender, job titles, job descriptions, business addresses, business telephone numbers, gross salaries, working hours, and dates of employment of all current and former employees.
    4. Private Records
      1. Private records are those set forth in Utah Code §63G-2-303 including:
        1. Personnel files including applications, nominations, recommendations, evaluations, and proposals for advancements or appointments.
        2. Documents related to eligibility for unemployment benefits, social services, welfare benefits, personal finances, individual medical condition, and military status.
      2. Private records shall be open only to the subject of the record and other authorized individuals or agencies.
    5. Controlled Records
      1. Controlled records are those set forth in Utah Code §63G-2-304 including records containing medical, psychiatric, or physiological data on an individual which, if disclosed, could be detrimental to the individual's mental health or safety.
      2. Controlled records shall be open only to authorized persons or agencies but are not open to the subject of the record.
    6. Protected Records
      1. Protected records are those set forth in Utah Code §63G-2-305 including:
        1. Any information that, if disclosed, would jeopardize the life or safety of an individual or security of district property or programs.
        2. Documents that, if disclosed, would place the District at a disadvantage in contract negotiations, property transactions, or bargaining position or could enable circumvention of an audit.
        3. Records related to potential litigation or personnel hearings.
        4. Records generated in meetings that are closed in accordance with the Utah Open and Public Meetings law.
        5. Test questions.
      2. Protected records shall be open only to authorized individuals and agencies or in response to court order.
    7. Restricted Records
      1. Restricted records as set forth in Utah Code §63G-2-201(3)(b) shall include student records that are protected by the Family Educational Rights and Protection Act (FERPA). Access to student records shall be provided in accordance with the Family Educational Rights and Protection Act (FERPA). (See policy AS61—Student Records.)
    8. Access to District Records
      1. Requests to view District records must be submitted via the Utah Open Records Portal.
      2. Individuals requesting to view records classified as private, controlled, protected, or restricted shall be required to submit their request through the Utah Open Records Portal. Requesters must prove their right to access the record through personal identification, written release from the subject of the record, power of attorney, court order, or other appropriate means.
      3. The records officer shall review each request as soon as reasonably possible but not more than 10 working days from the date the request was received.
        1. Approve the request and provide records;
        2. Deny the request and provide notice of denial, including the right to appeal;
        3. Notify the requester it does not maintain the record and provide, if known, the name and address of the governmental entity that does maintain the record; or
        4. Notify the requester it cannot approve or deny the request because of extraordinary circumstances consistent with Utah Code §63G-2-204 and provide a description of the circumstances and when the records will be available.
    9. Appeals Process
      1. Appeals to the Chief Administrative Officer
        1. Appeals to the chief administrative officer of the District will follow the process outlined in Utah Code §63G-2-401.
        2. A notice of appeal shall be filed with the chief administrative officer within 30 days after receiving a notice of denial.
        3. The notice of appeal shall contain the name, mailing address, and daytime telephone number of the requester or interested party and the relief sought.
      2. If the chief administrative officer affirms the denial of a record request, an appeal may be made to the State Records Committee or district court, as outlined in outlined in Utah Code §63G-2-402 and §63G-2-403.
    10. Copying District Records
      1. The District shall charge a fee for duplicating District records that is equal to the actual duplication cost plus any employee time involved.
      2. The District shall refuse to allow duplication of copyrighted materials.
      3. The District shall charge 50 cents per page for duplicating records. If more than 15 minutes of research is involved, the District shall also charge for all personnel time (actual salary and benefit costs) of the employee fulfilling the GRAMA or other record request.
    11. Retention of District Records
      1. The District shall adhere to the general schedule for records retention approved by the State Records Committee.
      2. Records that are not covered by the general schedule shall be submitted to the State Records Committee for scheduling.
    12. Public Access to District Records
      1. If public access is granted to view or inspect District records, files, documents, etc., unless a waiver of fees is granted under Utah Code §63G-2-203(4), the District shall charge for all personnel time (actual salary and benefit costs) of the individual fulfilling the request necessary to facilitate such access. This includes charges for requests for information involving searches. The fee will be based on the actual salary and benefit costs of the employee fulfilling the request.
      2. The District is not required to create a document or file to answer a GRAMA or other request for records. Should the requestor request a document that does not already exist, and if the District agrees to prepare such a document in its sole discretion, all personnel time (actual salary and benefit costs and duplicating costs to prepare that document) will be charged to the requestor.
      3. Requests for records intended to be used for marketing or recruitment other than specified will be denied.
      4. If possible, the District should estimate the preparation cost for such documents in advance, and if the projected costs exceed $50, receive the funds from the requestor prior to preparing the requested materials.

Revision history: 2/14/2012

  • Effective: 4/29/1986
  • Revision: 2/25/2014

  1. Board Directive
    The Board recognizes  that staff and students may come in contact with bloodborne pathogens and/or communicable diseases during the school day and delegates the responsibility for developing appropriate policy for the protection of staff and students.
  2. Administrative Policy
    The Administration authorizes the following administrative policy provisions for protection from bloodborne pathogens to staff and students:

    1. Bloodborne Pathogens 
      Since body fluids may contain a variety of potentially infectious organisms, it is important for all school personnel to know how to clean them up properly to prevent the spread of infection to students, other school personnel, and to themselves.

      1. All employees of Jordan School District are required to participate in annual instruction in using Universal Precautions when dealing with cleanup of all blood or body fluids.
      2. The Universal Precautions must be observed in the cleanup of all blood or body fluids.  All employees will treat all blood and body fluids as if known to be infected with HIV, HBV, and other bloodborne pathogens.
    2. Communicable Diseases
      Communicable diseases are a leading cause of childhood morbidity and school absences.  Students and staff with communicable diseases, which can be transmitted directly or indirectly from one individual to another, require special consideration in the school setting.  The transmission of infectious disease may be prevented by all school staff using procedures of effective infection control.  In the school environment, the risk of exposure can be unpredictable, thus control measure that are simple and uniform across all situations have the greatest likelihood of compliance and success.

      1. The spread of infectious disease can be prevented or deterred if students and staff adhere to basic principles of good personal hygiene, cleanliness, and recommended use of any necessary personal protective measures.
      2. Schools are legally authorized to prohibit school attendance by students, if necessary, to prevent the spread of contagious disease.
      3. Case management will inhibit the spread of contagious illness in school and minimize excessive absences.  Activities include:
        1. Identification
        2. Potential exclusion of students and staff with communicable diseases.
        3. Appropriate follow-up to ensure treatments and prompt readmission to school.
      4. The state health agency is responsible for initiating measures to suppress or prevent the spread of disease and for implementing regulation relating to quarantine, isolation, and other control measures to protect the public.
      5. Children with chronic infectious disease are entitled to a free appropriate public education in the least restrictive environment.  If a student will be absent from school due to an infectious disease, reasonable accommodation, which may include Home and Hospital program services, could be appropriate.
      6. Persons with suppressed immune systems run a higher than normal risk of severe complications from common communicable illnesses.
        1. Students with a suppressed immune system may need to be temporarily excluded from school when there is an outbreak of a communicable disease for their own protection.
        2. Students with a suppressed immune system should have an individual health care plan in place with specific guidelines that will be implemented in the event of an outbreak.
        3. The decision to exclude the student from school should be made by the District nurse in conjunction with the student’s parent(s), physician and local health department when necessary.
      7. The District nurses are responsible for providing schools with exclusion protocol.  The assigned District nurse is responsible to provide in-service education for the individual needs.
    3. Management of a Communicable Disease Program  
      Regardless of the specific disease, certain elements are critical to the management of a communicable disease program.

      1. All employees, including those with chronic infectious diseases, have a right to confidentiality and access to employment as well as other rights, privileges, and services provided by federal and state laws.
      2. All children, including those with chronic infectious diseases, have a right to confidentiality and a free and appropriate public education.  Students with chronic infectious diseases are eligible for all rights, privileges, and services provided by federal and state laws.
      3. Measures to isolate students with chronic infectious diseases are usually not necessary.  Irrational fears related to chronic infectious diseases can be mitigated through planned health education programs for school staff, students, and parents.  Education programs should include information regarding the mode of transmission and the methods of preventing the transmission of infectious diseases.
      4. The school should respect the right to privacy of the individual.  If a student has an infectious disease, such knowledge should be confined to those persons with a direct need to know.
        1. Those persons who are informed of the identity of an infected child should be made aware of confidentiality requirements.
        2. The identity of an individual with an infectious disease should not be revealed except as required by law for reporting purposes.
        3. Health records should be confidential.
      5. A student should never be discriminated against because of an infectious disease.
      6. In the event of an outbreak of a vaccine-preventable disease, in cooperation with the local department of health, all susceptible students (i.e., students with medical or religious exemption from immunization) must be excluded or immunized.
    4. Management by District Nurses
      Jordan School District nurses are the most appropriate persons to coordinate with the local health department.  They should be responsible for instituting measures to prevent or control the spread of communicable diseases.  Their knowledge and judgment are essential for the collection and interpretation of data related to infectious disease.  Jordan School District nurses should:

      1. Participate in the development and revision of infectious disease policies and procedures, and consult with local or state health department personnel as needed.
      2. Interpret infectious disease policies and procedures to school personnel, parents and students.
      3. Provide health information, and in-service programs regarding infectious diseases.
      4. Promote positive health practices for the school community.
      5. Develop individual health care plans for students with chronic infectious diseases.
      6. Recommend modification of the school program for infected students as needed.
      7. Monitor and assess students with infectious diseases
      8. Monitor and assess the school environment for the effective infection control standards.
      9. Make recommendations for purchase of proper equipment and supplies.
      10. Serve as an advocate for students with infectious diseases.
      11. Act as a liaison between the school, home, and medical/health agencies for the students with infectious diseases.
      12. Keep up with current information, rules and regulation, policies, and procedures related to infectious disease.

  • Effective: 6/28/1977
  • Revision: 2/25/2014

  1. Board Directive
    School officials are charged with protecting the health and safety of all students and promoting the effective operation of the schools.  Fulfillment of these duties may conflict with a student's right to and need of privacy.  The interest of individual students in securing personal privacy must be balanced against the interest of society in protecting students against disruptive or illegal conduct by other students.  The Board delegates to the Administration the responsibility for determining policy in order to permit school officials to carry out their duties while preserving a student's reasonable expectations of privacy.
  2. Administrative Policy
    1. A search shall be conducted or directed by a school official who has the responsibility for maintaining school discipline, or by a designee of the official.
    2. A school official may conduct a search of a student or a student's effects when:
      1. The official has reasonable grounds to believe that the search will turn up evidence of a violation of the law or of school rules; and
      2. The measures taken to conduct the search are reasonably related to the objectives of the search and are not excessively intrusive in light of the circumstances, including the student's age and sex, and the nature of the infraction.  The measures taken to conduct the search include those taken to compel a student's compliance with the school official's requests.
    3. The school district regulates the use of school property, and may also regulate vehicles brought onto school property.  School officials may undertake surveillance of school property and of vehicles located on the property.  An official, who has reasonable grounds to believe that a search of a vehicle will turn up evidence of alcoholic beverages, controlled substances, weapons, stolen property, or other violation of either law or the rules of the school, may ask the driver of the vehicle to open the vehicle and may inspect the vehicle in the driver's presence.  If a driver fails to comply with the requests of the officials, or if an inspection turns up any of the above-mentioned evidence, the official may take measures reasonably calculated to maintain the safety and proper control and management of the school, including disabling the vehicle until police or parents can be summoned.
    4. While lockers, desks, and other storage areas are provided to students by the school, the school retains control and access to all lockers, desks, and other storage areas.  These areas are assigned to students for their use on the condition that they will be used in a manner consistent with the law and school rules.  School officials may conduct inspection of these areas at any time, with or without the student present, in order to fulfill their responsibility of maintaining proper control and management of the school.  A school official may inspect the contents of these areas under the standards for conducting a search as specified in this policy.
    5. School disciplinary procedures may be brought against a student who fails to comply with the reasonable requests of a school official.
    6. The police may be contacted or called in at the discretion of the school official.
    7. The fruits of a search conducted under this policy may be:
      1. Turned over to the police for inspection
      2. Used in a judicial proceeding
      3. Retained by a school official for use in a school disciplinary proceeding
    8. In addition to searches permitted under one or more of the preceding sections, a school official may conduct a search of a student, a student's effects, a vehicle driven by the student, or other property controlled by a student if the student voluntarily gives consent to the search.
    9. School officials may require, as a condition of granting students the right to use parking facilities at the school, that students and parents give consent to reasonable searches of student vehicles parked on campus.

  • Effective: 1/27/1976
  • Revision: 9/28/2021

  1. Board Directive
    Complete and accurate records are essential to student education.  Therefore, the Board delegates to the administration responsibility for establishing policy that assures accuracy, completeness, appropriate access, and efficiency in the preparation and management of student records.  This policy is to be administered in accordance with the Family Educational Rights and Privacy Act (FERPA) and in compliance with the Government Records Access and Management Act (GRAMA).
  2. Administrative Policy
    The Student Records policy shall be administered according to the following administrative policy provisions:

    1. Confidentiality of Student Information and Student Records
      1. Employees, student aides, and volunteers in public schools who have access to student records shall receive appropriate training annually from the Planning and Student Services administrator regarding the confidentiality of student records including an overview of all federal, state, and local laws that pertain to the privacy of students, their parents, and their families.  They shall become familiar with the laws regarding the confidentiality of student information and student records.
      2. All student records that are electronically maintained shall require password protection.
      3. An employee, student aide, or volunteer shall not share, disclose, or disseminate passwords for electronic maintenance or access to student records.
      4. All public education employees, student aides and volunteers have a responsibility to protect confidential student information and access records only as necessary for their assignments.
      5. Public education employees shall maintain confidentiality concerning a student unless revealing confidential information to authorized persons serves the best interest of the student and serves a lawful purpose (see II.C. of this policy).
      6. Failure to adhere to confidentiality laws and policies may result in licensing discipline as defined in R277-515-1G.
    2. Management of Student Records
      1. The Planning and Student Services administrator shall serve as the District Student Records Officer and shall be responsible to see that student records are classified and maintained according to the Jordan District Student Record Classification and Retention schedule found online in the Planning and Student Services manual.
      2. The principal shall serve as the Student Records Officer for the school.
        1. The principal shall be responsible to see that counselors, teachers, secretaries, and assistants are appropriately trained in record keeping and follow the Jordan District Student Record Classification and Retention schedule.
        2. The principal shall receive requests to access student records and determine whether access is to be granted or denied.
        3. The principal shall be responsible to see that records are appropriately maintained in safe, secure files which will protect the documents and assure privacy.
        4. The principal shall be responsible to see that records are retained, transferred, archived, and destroyed in a timely, efficient, appropriate manner.
      3. Teachers and other school personnel as designated by the principal shall be responsible to see that attendance rolls, student progress reports, grades, health cards, and other necessary student records are prepared and maintained in accordance with this policy, and with all federal, state and local laws.
    3. Health or Safety Emergency (FERPA §99.36)
      1. If a student poses an articulable and significant threat to the health or safety of the student or other individuals, an educational agency or institution may disclose, without consent, personally identifiable information from a student’s education record to any official whose knowledge of the information is necessary to protect the health or safety of the student or other individuals.
      2. Educational agencies and institutions shall record the articulable and significant threat that formed the basis for a disclosure under the health or safety emergency, and the parties to whom the information was disclosed.
    4. Access Rights
      1. All documents in the Student Cumulative/Permanent Record File, which include directory information, ethnic origin, schools and years attended, subjects completed, grades and credits earned, competency evaluations, certain health records, and other documents related to the educational program, shall be classified as private with the exception of certain directory information (refer to Item J).
      2. Student records shall be open to:
        1. Authorized school personnel having responsibility for the student's educational program and to individuals conducting district, state, or federal audits of educational programs.
        2. Parents or guardians.
          1. In the event that parents are divorced or separated, both parents shall be entitled to access their child's student records unless prohibited by court order.
            a) The custodial parent may not prohibit the non-custodial parent’s access to their child’s written record unless prohibited by court order.
            b) A non-custodial parent must make a written request to obtain his/her student’s written educational record.  A new request must be submitted each time records are requested.  Standing requests will not be honored.
            c) A custodial step-parent has the right to written education records only. The noncustodial step-parent has no rights, unless approved in writing by the custodial parent. (34 CFR §99.3 Family Policy Compliance office August 20, 2004).
          2. Information on access rights shall be distributed to parents as part of the school registration packet.
        3. Eligible students who are 18 years of age or older or who are married or enrolled in post-secondary education programs.
      3. Access to student records shall not be given to individuals other than those listed under item 2. a., b., and c. above without written permission of the parent(s)/legal guardian(s) or eligible student or in response to a court order.
      4. Current or future employers, police officers, and public or private agencies have no access rights to student records.
      5. Information from student records classified as private shall not be released by telephone even though the caller may be authorized to access the record.
    5. Access Requests
      1. Requests to access student records should be addressed to the school principal.
        1. The requester may be required to submit the request in writing.
        2. The requester must prove access rights by personal identification, written consent from the parent(s)/legal guardian(s), or a court order.
        3. The principal shall either grant or deny the request as soon as possible.  In no event shall the requester be required to wait more than 15 days for a response.
        4. The principal shall maintain a record of individuals or agencies that are granted access to student records.
    6. Right of Appeal
      1. Parent(s)/legal guardian(s) and eligible students who feel that their privacy rights have been violated because access to student records was granted inappropriately should make a written complaint to the Family Educational Rights and Act Office, Department of Health, Education, and Welfare, 330 Independence Avenue, S.W., Washington, D.C., 20201.
      2. Individuals who feel they have been inappropriately denied access to student records or who have complaints about record content or management have the right to appeal the principal's decision to the District Administration through the Planning and Student Services administrator.
    7. Appeals Process
      1. Appeals to the District Administration
        1. The parent(s)/legal guardian(s) or eligible student shall file a written request for a hearing with the  Planning and Student Services administrator at least 10 days prior to the desired hearing date.
        2. Upon receiving the request, the Planning and Student Services administrator shall schedule a mutually convenient date, time, and location for the hearing and notify all parties.
        3. The parent(s)/legal guardian(s) or eligible student has the right to be represented by legal counsel at the hearing.
          (1) If the parent(s)/legal guardian(s) or eligible student is to be represented by legal counsel, the District Administration must be notified at least 10 days in advance of the hearing.
          (2) If the parent(s)/legal guardian(s) or eligible student has legal counsel present at the hearing, the District Administration may also be represented by legal counsel.
        4. Within 30 days of the hearing, Planning and Student Services administrator shall notify the parent(s)/legal guardian(s) or eligible student in writing of the action recommended.
        5. If the parent(s)/legal guardian(s) or eligible student is not satisfied with the action recommended, an appeal may be filed with the Board of Education.
      2. Appeals to the Board of Education shall follow the same procedures and timelines outlined in G.1. of this policy.
      3. If the Board upholds the action recommended in the hearing with the District Administration, the parent(s)/legal guardian(s) or eligible student has the right to appeal the Board's decision in Third District Court.
    8. Transferring Student Records
      1. Within 14 days after enrolling a transfer student, and simultaneous with enrolling a child of active military personnel, a school shall request, directly from the student’s previous school, a certified copy of his/her record.
      2. Any school requested to forward a copy of a transferring student’s record to the new school shall comply within 30 school days of the request, and within 10 days of a request for a child of active military personnel records, unless the record has been flagged as a “Missing Child,” in which case the copy may not be forwarded and the requested school shall notify the police department (refer to item H.3.)  Note:  A parent release is not required when transferring student records from one school to another.
        1. The permanent cumulative record folder, which includes all of the records created as part of the student's instructional program, shall be purged of all outdated or irrelevant materials and of documents containing confidential medical information, social history, teachers' notes, reports from outside agencies, or other sensitive information included as an insert in the file but not part of the cumulative/permanent record.  Items included in the cumulative folder are:
          1. Achievement test scores
          2. Birth certificate
          3. Copies of report cards
          4. Health records
          5. Pertinent information concerning the student
        2. The cumulative/permanent records, including directory information, schools and years attended, grades and credits earned, health records (Utah School Immunization Record), and test scores, and transcripts shall be forwarded to the receiving school as follows:
          1. The original records of students in grades kindergarten through eight shall be transferred.  Copies of the original records may be provided to the parent(s)/legal guardian(s), if a request is received prior to the time the original records are transferred.
          2. A certified copy of the cumulative/permanent record along with the original health record (Utah School Immunization Record) of students in grades 9 through 12 shall be transferred to requesting schools outside of Jordan School District.
          3. The cumulative/permanent records and a copy of the health record (Utah School Immunization Record) of students in grades 9 through 12 shall be archived at the high school until three years after the student would have graduated.  Original records for ninth grade students whose records were requested and certified copies mailed, shall be delivered to the feeder system high school to be archived.
          4. Teacher files on students in resource or other special programs shall be kept until five (5) years after the student graduates or five (5) years after the student turns 22.
          5. The date the record transfer request was received and the date and school where the record was sent shall be entered on each archived file.
        3. It is permissible to transmit individual detailed student records between public schools and the Utah State Office of Education through the Utah eTranscript and Record Exchange (UTREx) (R277-404).
      3. The principal shall not transfer the record of any student whose file is flagged as a "Missing Child" pursuant to Utah Code Annotated.  The principal shall immediately notify the police department of the transfer request.  The flag restricting transfer shall be removed from the student's file and the transfer facilitated only upon official police notification that the child has been located.
    9. Requests to Correct or Expunge Student Records
      1. Parent(s)/legal guardian(s) and eligible students may request a conference with the principal and ask for correction or expungement if they feel information entered on their student record is inaccurate or inappropriate.
      2. If the requested record change or expungement is denied, the parent, guardian, or eligible student has a right to enter a statement of disagreement into the record.
    10. Publication of Directory Information
      1. The principal may authorize the release of certain student directory information for the purpose of publishing school directories, yearbooks, team rosters, honor roll lists, graduation lists, and other school purposes which would not normally be considered an invasion of student privacy.
      2. The Planning and Student Services administrator may authorize the release of certain student directory information for use by United States Military Forces and other authorized agencies.
      3. Parents who object to publication of their child's directory information may block publication by submitting a written notification to the principal.
      4. Parents have 14 days from the first day of school to provide written notification to the principal to block publication of directory information. (PPRA 20 USC section 1232h)
      5. Requests for student records intended to be used for marketing or recruitment other than specified in section J.2. will be denied.
    11. Use of Student Records for Research Purposes
      1. Individual student information may not be released for research purposes without written consent from parents.
      2. Information which does not reveal the individual identity of a student or infringe upon privacy rights; i.e., group test results, enrollment statistics, etc., may be released by the Planning and Student Services administrator for use in approved research projects.
      3. Information involving students which is not generated by the schools such as United States census data may be released to outside individuals or agencies in accordance with state and federal law.
    12. Retention of Student Records
      1. Attendance class roll books and grade sheets shall be retained three years at the local school.
      2. Cumulative/permanent records of students in grades kindergarten to eight, including records created as part of the instructional program and student history shall be maintained at the local school as long as the student is enrolled.  When a student transfers, item H. of this policy should be followed.   Records that are not requested should be kept at the school until at least three years after the student would have graduated, then destroyed.
      3. The original records and a copy of the health record (Utah School Immunization Record) of students in grades 9 through 12 shall be archived at the high school until at least three years after the student would have graduated, then destroyed.
      4. Transcripts, including but not limited to grades, directory information, recorded suspensions and expulsions shall be archived permanently at the local high school.
      5. Teacher files on students in resource or other special programs shall be kept until five (5) years after the student graduates or five (5) years after the student turns 22.
      6. The date the record transfer request was received and the date and school where the record was sent shall be entered on each archived file.
    13. “Transcript” means an official document or record(s) generated by one or several schools and shall be permanently retained at the high school.  The transcript shall include, at a minimum:
      1. Courses in which the secondary student was enrolled
      2. Grades and units of credit earned
      3. State basic standard competency skills test scores and dates of testing
      4. Citizenship and attendance records
      5. Notation of any recorded suspensions and/or expulsions, which shall be defined as 10 or more days for which a due process hearing was conducted. (Utah Code 53G-8-208 (4) (a))
      6. By State Rule 277-404, it is permissible to transmit transcripts through Utah eTranscript and Record Exchange (UTREx) to any post-secondary institution that participates in the e-transcript service.
    14. Diplomas or certificates, credit or unofficial transcripts may not be withheld from students for nonpayment of school fees. (State Board Rule R277-705.)
      1. Cap and gown may be withheld and a student not be allowed to participate in graduation ceremonies for nonpayment of school fees.
      2. The diploma may be withheld until after the graduation ceremony for nonpayment of school fees; however, once the graduation ceremonies are completed, the diploma cannot be withheld and must be awarded to the student.