OAR 581-021-0250: An Educational Agency or Institution’s Policy Regarding Student Education Records

(1) Each educational agency or institution shall adopt a policy regarding how the agency or institution meets the requirements of OARs 581-021-0220 through 581-021-0430. The policy shall include: (a) A description of how the agency or institution annually informs parents and students of their rights, in accordance with OAR 581-021-0260; (b) A description of how a parent or eligible student may inspect and review education records according to OAR 581-021-0270; (c) A statement that personally identifiable information will not be released from an education record without the prior written consent of the parent or eligible student according to 581-021-0330, except under one or more of the conditions described in 581-021-0340; (d) A statement indicating whether the educational agency or institution has a policy of disclosing personally identifiable information under OAR 581-021-0340(1), and, if so, a specification of the criteria for determining which parties are school officials and what the agency or institution considers to be a legitimate educational interest. With respect to students with disabilities, each educational agency or institution shall maintain, for public inspection, a current listing of the names and positions of those employees within the agency who have access to personally identifiable information; (e) A statement that a record of disclosures will be maintained as required by OAR 581-021-0400, and that a parent or eligible student may inspect and review that record; (f) Specification by the educational agency or institution of the types of personally identifiable information the agency or institution has designated as directory information under OAR 581-021-0390; (g) A statement that the agency or institution permits a parent or eligible student to request correction of the student's education records under OAR 581-021-0300, to obtain a hearing under 581-021-0310(1), and to add a statement to the record under 581-021-0310(3); (h) A statement that the educational agency or institution, as required by OAR 581-021-0260, annually notifies parents and eligible students of their rights to review and propose amendments to the student's education records; (i) A statement that the educational agency or institution maintains a permanent record on each student; (j) A statement that the educational agency or institution will request the social security number of a student and will include the social security number on the permanent student record only if the parent or eligible student complies with the request. The request shall include notification to the parent or eligible student that the provision of the social security number is voluntary and notification of the purposes for which the social security number will be used; (k) A statement that the educational agency or institution provides for the retention of permanent records in a minimum one-hour fire-safe place in the educational agency or institution, or for keeping duplicate permanent records in a safe depository outside the building; (l) A statement that the education agency or institution complies with OAR 581-021-0255 on the request for and transfer of student education records; and (m) A statement that the educational agency or institution has a policy of disclosing personally identifiable information from an education record to an ESD, state regional program, or other educational agency or institution that has requested the records and in which the student seeks or intends to enroll or is enrolled or receives services from. The term "receives services" includes, but is not limited to, an evaluation or re-evaluation for purposes of determining whether a student has a disability. (2) For purposes of subsection (1)(l) of this rule: (a) "Private agency" means an agency with which the Department of Education contracts under ORS 343.961; and (b) "Youth care center" means a center as defined in ORS 420.855. (3) The educational agency or institution shall state the policy in writing and make a copy of it available on request to a parent or eligible student.