Lloydminister Public School Division

(780) 875-5541 Fax: (780) 875-7829

5017 - 46 Street
Lloydminster, Alberta T9V 1R4

Administrative Procedures

Administrative Procedure 320

Student Records

Background

The creation and maintenance of accurate records that judiciously represent each student enrolled in schools in the Lloydminster Public School Division is important for current and future reference.  The Principal shall be responsible for this task subject to the Education Act, the policies of the Board of Education, and to Administrative Procedures established by the Director of Education.

Procedures

  1. All Principals shall ensure that all student data is promptly entered into the appropriate records in an accurate manner. This function will normally be performed by the classroom teacher but may be delegated to clerical staff where appropriate.
  2. The Principal shall ensure that all personal student information whether in print or on computer disk is stored in locked cabinets and is accessible only to authorized personnel.
  3. Principals shall be responsible for the prompt and efficient transfer of student records between schools within the Lloydminster Public School Division and to other schools in accordance with Administrative Procedures approved by the Director of Education.
  4. The Principal shall grant access to student records to only those people who have right of access according to the Education Act, Board of Education policy, and Administrative Procedures approved by the Director of Education.
  5. Records of students no longer attending school in the Lloydminster Public School Division shall be stored under the general supervision of the Director of Education in accordance with Administrative Procedures approved by the Director of Education.
  6. Student records and the information they contain shall be considered confidential. The release of such information must be requested by or consented to by the student or their parent/caregiver.
  7. The use and release of information from confidential reports shall be done in accordance with Administrative Procedures approved by the Director of Education.

Reference
Section 85, 87, 175, 231 Education Act, 1995
Section 38 The School Division Administration Regulations
Local Authority Freedom of Information and Protection of Privacy Act

Revised
August 2014
December 2017
August 2023