STUDENT CUMULATIVE RECORDS, ACCESS AND STORAGE IN ADULT CORRECTIONAL FACILITIES / Section / Program and Services
Number / 4.21b
Effective Date / November 15, 2007
Revision Date / September 4, 2007
Revision No.
Page No. / 2 of 2
STUDENT CUMULATIVE RECORDS, ACCESS AND STORAGE IN ADULT CORRECTIONAL /

Section

/ Program and Services
Number / 4.21b
Effective Date / November 15, 2007
Revision Date / September 4, 2007
Revision No.
Page No. / 1 of 2
Approval:

1.0.PURPOSE:

To provide a uniform procedure for use, transfer and storage of student school records within adult correctional facilities. Maintenance of consistent student records and transfer of those records is necessary for the efficient operation of adult schools within Institutional Education Programs.

2.0APPLICABILITY:

Procedure applies to all Institutional Education Programs located within adult state correctional facilities.

3.0POLICY STATEMENT:

Inmate students very often participate in or complete various programs at different facilities. Their educational histories may span a period of many years. Therefore, it is essential that records and documentation are maintained in a formal, sequential way. The transfer of these records enables the student and the school to address needs in a more efficient manner. Maintenance of cumulative records, following parole/discharge, can provide the student with valuable information needed for employment, training opportunities or higher education. Research and evaluation of student records can also provide a vehicle for appropriate future program planning and improvement.

4.0DEFINITIONS:

4.1 “GED” means General Educational Development

4.2 “DOC” means Division of Corrections.

5.0PROCEDURES:

5.1 The principal/lead teacher at each facility is responsible for the implementation

of this policy.

5.2 The principal/lead teacher shall ensure that each Institutional Education Program

within an adult state correctional facility maintains educational records for all

inmates in the population and transfers those records in accordance with these

procedures.

5.3 An educational record for each inmate in the population will be maintained in the

school office, utilizing a standard form. (Attachment 1: Adult Education Transcript).

All program completions, certificates, diplomas, awards, honors, or any other noteable

activities are to be entered into the cumulative record. The Adult Education Transcript

card provides a vehicle for the maintenance of all TABE, G.E.D., and Official Practice

Test (OPT) scores, as well.

5.4 Confidentiality of inmate school records shall be maintained. “Release of Information”

forms shall be signed by the inmate student prior to the dissemination or procurement

of educational records to or from anyone outside of the West Virginia Department

of Education.

5.5 For inmates entering through a DOC reception center, the Adult Education Transcript

will be established at reception.

5.6 When an inmate is transferred from one facility to another, the original student record shall

be transferred to the education department at the receiving facility within ten (10)

working days. The original Adult Education Transcript card will always be transferred.

Other information will be transferred as available.

5.7 Every institutional school shall verify all G.E.D. or high school diplomas, if this has not

been previously done, or the verification (transcript, copy of diploma, letter from other

educational entity, or notation by principal/lead teacher) is not present in the master

education file.

5.8 Education records on inmates who are paroled or discharged will be kept in an

inactive file for five (5) years and then destroyed.

6.0AUTHORITY

6.1 State Board of Education Policy 1471: Education in the State’s Correctional Institutions.

6.2 State Board of Education Policy 4350: Procedures for the Collection, Maintenance and Disclosure of Student Data.