Policies and Procedures Handbook
Last Updated: 4/6/2005
Garrett County Public Schools
40 South Second Street
Oakland, MD 21550
Pursuant of COMAR 13A.08.0l.B. (1) (2) (3) which are listed below:
Procedures for Administration. Records shall be kept for individual pupils
in accordance with regulations of the State Board, of Education (Student
Confidentiality. Individual pupil records maintained by teachers or other
school personnel under the provision of this title are to be confidential in
nature, and access to these records may not be granted only for the
purpose of serving legitimate and recognized educational ends. Individual
pupil records, with the exception of records that are designated as
permanent, and with other exceptions provided by law, should be destroyed
when they are no longer able to serve legitimate and recognized educational
Access of Parents. All records of a pupil maintained under the provisions of
this title, including confidential records, shall be available to that pupil's parent
or parents (non-custodial - see COMAR Regulation .12C) or legal guardian or
guardians in conference with appropriate school personnel. For purposes of
this regulation, the term "records" may not include an education
department employees personal notes which are not made available to any
The following procedures pertaining to the handling of student records are:
All cumulative folders and confidential records should be maintained and
kept in a secure manner so as to ensure their confidentiality. Educational
records will not be removed from the school without the expressed consent
of the principal. It is recommended a separate file be maintained for
sensitive information such as psychologicals, D.S.H. information, etc.
Cumulative folders are not open to the inspection of anyone not on the
school faculty except the parents or legal guardian. When outside agencies
such as the FBI or other employers request references the school
administrator, counselor or designated professional member of the staff
should interpret the information from the folder.
School clerks are not to present any such persons with students'
records for their examination.
Information requested by telephone should not be transmitted unless the
legitimacy of such requests is beyond all reasonable doubt.
Cumulative folders are open to the inspection of parent or guardian provided
a school administrator, teacher, or counselor is present to interpret the
School personnel may conduct conferences with or about individual students
in the presence of parents or legal guardians, professional referral sources
(lawyer, doctor, probation officer, etc.) as the need occurs. Under no
circumstances are conferences to be conducted with other persons (neighbors,
family, friends, etc.) unless the parent is present and approves.
Only professional staff and regularly employed clerical help should have access
to student records. Neither students nor volunteer help should be permitted to
handle or file confidential information.
All requests for student information exchanged between community agencies
and our schools will be handled through the Department of Pupil Services.
Attorneys for the legal guardian may see the file or have copies of materials in
the file provided the school has a release authorization from the legal guardian.
Schools may charge a fee for copies of student records which are made for
the parents of students, students, and eligible students under these regulations,
provided that the fee does not effectively prevent the parents and students from
exercising their right to inspect and review those records.
Request To Review Student Records.
Adobe Acrobat is required to view this chart.
Download free at