Page Comparison

• Student Records (including Acceptable Use Policy, Student Compact, etc.) should NEVER be handled by students or parents - ONLY by Columbus City School employees.

  Items to be retained in the building but not in the student cumulative folder include, but is not limited to (all of the following should be retained consistent with the District’s records retention policy):

• Health Card

• Psychological records 

• Emergency Medical Card/Emergency Contact cards- file with other Emergency cards in the building until current one is received

• Writing Portfolios 

• Pre-Kindergarten screening profiles

Lavender Health Folder - should be given to the school nurse

• Helpful Tips

  • Social Security Administration record requests can be processed as follows:

    1. If the request includes a questionnaire, it can be given to the teacher of record

    2. If the request is for IEP/ETR and they are a current student, you can print and forward a copy of the IEP/ETR

    3. If the request is for a former student, for which no longer have access to the records, please forward the request via school mail to Hudson Distribution Center, ATTN: Division of Special Education

  • SSN Redacted

  • Social Security numbers should be redacted when found in a student file. If a SSN is found during the process of fulfilling a record request, the request must be fulfilled (do not alter documents). After the record request is fulfilled, redact the original document containing the SSN by placing a straight black line using a permanent black marker through the entire SSN

  • All emails which include student information should be encrypted. To encrypt an email, simply type “encrypt” at the end of the subject

  • Attendance notes must be kept in your building until the student would have aged out of your building.  For example, if you are in a K-5 building, attendance notes received for a Kindergarten student can not be destroyed until the student would reach an age appropriate for 6th grade

  • Release of Students Guideline ag5230A

  • Cleaning out CUMS consistently is VERY important in order to send ONLY what should be sent to the person requesting the records. When subpoenas are received ALL records in a student’s file must be copied and sent no matter if there are duplicate copies in the record

  • Per Legal Services, the shred ban has been lifted. It is imperative, however, that before shredding any documents or preparing documents for destruction that you review the Record Retention Schedule to assure that the materials have reached their retention maximum.  Warehousing has a specific Document Destruction Shred Label and Document Destruction Shredding Authorization Form that must be used for requesting services for large quantities of items to be destroyed

  • Child Abuse/Neglect Referral Letters should not copied or released per ORC 2151.421 I-2A (They should be placed in a sealed envelope that says Confidential: Do not copy or Release)

...