OAR 581-021-0255: Transfer of Student Education Records

(1) Within ten days of a student seeking enrollment in or services from a public or private school including an ESD, or when a student is placed in a state institution other than an institution of postsecondary education, or a private agency or youth care center (hereinafter referred to as the new educational agency), the new educational agency must notify the public or private school, education service district, institution, agency, or youth care center in which the student was formerly enrolled (hereinafter referred to as the former educational agency), and request the student's education records. (2) The former educational agency must transfer all requested student education records to the new educational agency no later than 10 days after receiving the request. (3) The education records transferred to the new educational agency must include any education records relating to the particular student retained by an education service district. (4) The educational agency must retain originals of student education records for the time periods and under the conditions described in the record retention rule, OAR 166-400-0060, except that originals or a printed copy of the record shall be transferred to a new education agency upon request. (5) When original records have been transferred to a new educational agency as required in subsection (2) of this rule, readable copies of the following documents must be retained by the former educational agency or institution for the time periods and under the conditions as prescribed in the record retention rule, OAR 166-400-0060: (a) The student's permanent record as defined in subsection (11) of OAR 581-021-0220; and (b) Such special education records as are necessary to document compliance with state and federal audits. (6) Notwithstanding subsections (1) and (2) of this section, for students who are in substitute care programs: (a) A school, institution, agency, facility or center shall notify the school, institution, agency, facility or center in which the student was formerly enrolled and shall request the student's education records within five days of the student seeking initial enrollment; and (b) Any school, institution, agency, facility or center receiving a request for a student's education records shall transfer all student education records relating to the particular student to the requesting school, institution, agency, facility or center no later than five days after the receipt of the request.