PolicyRecords Management
4330 E. Morrison Rd. ▪ Brownsville, Texas 78521 ▪ 956-698-0230 ▪ Fax: 956-574-6459
The following guidelines are structured with the intent to keep a uniform and standardized district-wide records system at all campuses.
1) STORAGE
The filing cabinets containing student academic records shall be placed in a location where they are secure from general scrutiny, but where they are accessible to authorized personnel for use on a regular basis. [Policy FL]
The principal or designee shall protect and ensure that:
▪ / Records shall be stored in a location where they cannot be inappropriately read, stolen, or changed.
▪ / Records are secure and access is limited to authorized personnel only.
▪ / Files and drawers shall be locked.
▪ / Keys:
a)to file cabinets shall be limited to (1) student records clerk (2) principal
b)to records room shall be limited to (1) one key assigned to student records clerk, (2) one key to principal.
▪ / The student records office shall not be left unattended. If so, must be locked and a temporary sign advising length of time out shall be made known.
▪ / Access is limited to work spaces to authorized personnel.
▪ / Everyone working with student records is required to sign a confidentiality agreement. (FL Exhibit)
All District employees must protect and safeguard confidential information and use it and disclose it only as authorized or required in the course of performing job duties. [FL(REGULATION)]
2) FILING SYSTEM
Active records:
a)High school and middle schoolshall be filed by (1) grade level then (2) alphabetically and (3) filed separate from inactive.
b)Elementary shall be filed by (1) grade level, (2) teacher, (3) alphabetically and (4) filed separate from inactive.
Inactive records
c)that are inactive shall be filed togetherby (1) school year then (2) alphabetically and (3) filed separate from active.
d)SAR requests should be filed by campusin two (2) binders by Requesting and Receiving Campusand not in the student’s folder.
e)Special Program folders shall be filed in the SAR folder for the 15-16 school year only. Once Bilingual clerk has scanned all information the bilingual folders will be boxed up for transfer or destruction.
4) ACCESS TO STUDENT RECORDS [ Policy FL ]
All authorized school officials and/or authorized representatives who require access shall
a)Sign the Records Access Log. [The Access Log shall record individual’s name, date, time and reason for inquiry]
5) PRINTING TRANSCRIPTS / SAR’s
a)All high school, middle school transcripts and elementary SARs must be printed on white or light yellow tagpaper only.
b)HS/MS testing cards are to be printed on white or yellow tag paper only.
c)Summer school transcripts must be printed before folders are transferred.
6) TRANSFER OF STUDENT RECORDS
Any transfer of student records for currently enrolled students being promoted from grade 5 to grade 6 or from grade 8 to grade 9 must be made by hand delivery to the records clerk within one week after classes end or one week before classes begin. The records clerk’s signature will be required when receiving the student records.
7) WITHDRAWALS
Withdrawals shall be completed within one week. This crucial timeline assists in efficiently transferring the student’s information to the next school on a timely and expedient manner.
8) MISSING OR LOST RECORDS
In the event that a student permanent record is missing or lost, the records management office must be notified. A form titled PRC REPLACEMENT FORM must be filled out and faxed to records management at (956) 574-6459. The records management office shall review and ensure all documentation is in place. The form shall be returned to the respective campus and placed in the student’s PRC folder. [FL(REGULATION)]
BISD does not discriminate on the basis of race, color, national origin, sex, religion, age, disability or genetic information in employment or provision of services, programs or activities.