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Below is a list of “best practices” for record handling. These are tips for how to do things that are important, but don’t fall under a clear category. These are things to keep in mind when dealing with records in general:
Student Records (including Acceptable Use Policy, Student Compact, etc.) should NEVER be handled by students or parents - ONLY by Columbus City School employees.
Helpful Tips
Social Security
Administration record requests can be processed as follows:If the request includes a questionnaire, it can be given to the teacher of record
If the request is for IEP/ETR and they are a current student, you can print and forward a copy of the IEP/ETR
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 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 forPlease see the Document Shredding for Digitization for instructions on how to request large quantities of items to be
destroyedshredded
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
)
numbers should be redacted when found in a student file.