School receives the written records request from a designated outside agency (DCFS, Counseling Services, etc.).

If teachers get records requests sent to them personally (email/phone) make sure they contact the office/administration before releasing any information.

Admin reviews the request to see what records are being requested and verifies that consent has been given for the records request.  (If there are any questions please contact Assistant Superintendent of HR if needed.  Additionally, we can have legal review if needed.)

If consent is not given on the stated form, follow up with the parent or guardian or follow up with the requester of the information.

If you do not recognize the organization doing the request (ex:  Children's Home and Aid, DCFS, Lutheran Social Services) you can always contact the parent or guardian or organization to verify that request before releasing information.

Seek team members to compile data from their position responsibilities, based upon the requested information (ex: medical records from nurse, SPED records from Central Office team/clerical, attendance and grades from building level clerical).

If any of the requested information is outside of a normal request please contact the Assistant Superintendent of HR or the SPED Department if that applies (before releasing any information).  Typical requests include the following:  Attendance, Student Summary Page, Health/Medical, Grades, and Discipline. (Discipline and Health information are not released unless specifically requested.)

• When request is received for discipline or health records, we may share these records; provided, however, the parent must receive prior written notice of the nature and substance of the information to be transferred and be given the opportunity to inspect, copy, and challenge the information to be released.  Use this form for this parental notice. 

Information released needs to be fact based in nature not opinion based.  (Ex:  survey and feedback from teacher about a parent or caregiver).

Fax information or email information back to the given organization.

SPED based records requests need to be completed/sent within 10 school days to the given agency/parent.

Maintain an internal building file (in the main office) of records released in case the organization states the information has not been received, or in the event the information is requested at a later date, or the situation escalates. (Keep the fax transmission report that shows the fax was successful if the information was faxed or a printed copy of the email.)