Page 23 - The Edge - Spring 2021

AASBO WINTER CONFERENCE

BY DON HARRIS
Carrie O'Brien Patricia Kennedy
Coping with Requests for Student and Employee Records

Keeping track of public records can be an arduous Easily the biggest pot of records that schools maintain
task and is a legal responsibility, but the upsetting relate to students. These records belong to the parents
challenges of the coronavirus pandemic probably or legal guardians or the student when he or she
didn’t make it any more difficult for AASBO members. turns 18. They remain confidential in most cases. If
That’s because most school district records are student records are subpoenaed relating to a family
maintained electronically, so office personnel working matter, parents are usually notified. If the documents
at home for much of the past year didn’t have to cart requested contain another student’s name, that name
stacks of paper with them. In a virtual breakout session should be redacted.
at AASBO’s Winter Conference, Carrie O’Brien of
Gust Rosenfeld and Patricia Kennedy, District Records “It’s always good to have a second set of eyes
Manager, Dysart Unified School District, explained … looking through large student files,” O’Brien
what can and cannot be disclosed from students, staff said. “Your eyes kind of get glazed over. Having a
and other records when faced with a public records quality control measure helps to catch things before
request or subpoena. accidentally being disclosed.”

Even so, with the remote learning environment during Kennedy explained that parents can opt out of having
the pandemic, it’s easy to misplace records, AASBO their child’s information listed in a district’s directory,
members were told. which is considered public information. O’Brien
noted that companies often use directory information
“Records are just about everything you have,” O’Brien for marketing purposes.
said. “Books, papers, electronic media, regardless
of physical form or other characteristics, made or Employee records are confidential regarding date of
received by any governmental agency in connection birth, Social Security Number, medical information,
with the transaction of public business and include home address, educational records or an ongoing
records made confidential by statute.” Some are open investigation. O’Brien recommended caution with
to the public, while some are not. disclosing anything about an ongoing investigation

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