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7 Helpful Tips on Student Records - KOAA.com | Continuous News | Colorado Springs and Pueblo

7 Helpful Tips on Student Records

From Our Sponsors: Colorado Springs School District 11



7 Helpful Tips on Student Records

Children begin generating important documents and records the moment they enter the world. The pace only picks up when the school years begin. Parents and students don't think twice about the paper trail ­– until they hit a deadline.

The summer camp wants immunization records ­– tomorrow! The new school needs attendance records – today! The college wants high school transcripts – last week!

The urgent calls to Colorado Springs School District 11 come in early and often. Frequently, students and parents are seeking long-ago documents the school did not generate or keep as part of a permanent file.

“We frequently receive telephone calls from former students looking for copies of birth certificates, immunizations and various other personal records, some of which we don't keep permanently,” says Katherine Ritchie Rapp, Director of Records for CSSD11. “It's important for a parent or guardian to keep tabs on these records for their child. There are so many things they could do to help out their student in the future.”

Rapp suggests parents and guardians keep these 7 things in mind.

1. Keep your student's immunization history.

It's wise to obtain these vital health records directly from the pediatrician who administered the immunizations. You can also try your student's school or school district; or, if all else fails, the Department of Public Health & Environment.

D11 schools began to keep a permanent record of student immunizations starting in the 2000-2001 school year.

 “We receive calls from people who graduated in the 1990s, 80s, 70s and even earlier who can't locate their immunizations,” says Rapp. “Unfortunately, since we didn't keep immunization information as part of the permanent records back then, we can't be of much help.”

2. Take special care of birth certificates and social security cards.

Parents and guardians will often provide a copy of the birth certificate (and occasionally a social security card, although this is not required) at the time they enroll a student in school. These copies are not retained as part of a student's permanent record. “We shred these items based on our records retention schedule,” says Rapp. “A certain amount of time after a student leaves the school district, we destroy these records for reasons of safety and privacy.”

3. Keep tabs on your student's Individualized Education Plan

Parents of special education students who receive an Individualized Education Plan (IEP) receive a copy of this outline. “Hang on to it,” Rapp says. “It will come in handy later in life, for all kinds of reasons, including applying for disability assistance as an adult.”  D11 schools do not keep these plans permanently.

4. Put legal and court documents in a safe place.

The school district keeps legal documents such as orders establishing guardianship, parenting time and custodial rights for a certain amount of time pursuant to the records retention schedule. “Once a student has been out of our school district for a certain number of years, these are shredded,” says Rapp. To obtain copies of these types of documents, contact the courts.

5. Student transcripts, part of the permanent record.

“This is the only record that we keep permanently,” says Rapp. A student or former student can contact District 11 at any time to obtain a copy. Since the 2000-2001 school year, the transcript also includes a student's immunization record.  

6. After 18, they are boss of their own records.

Students who reach the age of 18 are adults in the eyes of the law, and they own their own educational information. According the Family Educational Rights and Privacy Act, once a student turns 18, parents or guardians can no longer access their student's records without the student's permission.

7. Store important documents safely.

Consider investing in a fireproof safe for original documents such as birth certificates and social security cards. You can typically obtain such a safe for as little as $30 at a hardware or home improvement store. You can also scan and retain records electronically on a hard drive, CD, or flash drive.

CSSD11 offers more choices for parents and students than any other school district in Colorado Springs. We prepare every student for a world yet to be imagined. Connect with us on Facebook #CSSD11 and Twitter @CSSD11 and visit our website.

This article was produced for and sponsored by Colorado Springs School District 11, Colorado Springs, Colo. It is not a product of or affiliated with KOAA News 5.

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