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My Homeschool Village

Student Records Maintenance and Security Policy

Effective Date: May 1, 2021

1. Policy Statement

At My Homeschool Village, we are committed to maintaining and securing student records in a manner that protects the privacy and confidentiality of all students while complying with applicable laws and regulations. This policy outlines the guidelines and procedures for the maintenance, access, and security of student records.

2. Scope

This policy applies to all student records, regardless of format, maintained by My Homeschool Village. It includes records of current and former students, both in physical and electronic form, including but not limited to academic records, attendance records, health records, disciplinary records, and any other records pertaining to student activities.

3. Responsibility

The My Homeschool Village administration, faculty, and staff members share the responsibility for maintaining and securing student records in accordance with this policy. The designated person responsible for overseeing the implementation of this policy is the Owners, who will ensure compliance with applicable laws and regulations regarding student records.

4. Maintenance of Student Records

4.1. Accuracy and Completeness: Student records shall be accurate, complete, and up to date. Any changes or updates shall be made promptly and accurately.

4.2. Record Retention: Student records shall be retained in accordance with applicable laws and regulations. The retention period may vary depending on the type of record, and the [Role/Title] shall maintain a record retention schedule in compliance with legal requirements.

4.3. Transfer of Records: Student records shall be transferred internally within the school or externally to another educational institution, as required by applicable laws and regulations. Proper documentation and security measures shall be followed during the transfer process to protect the confidentiality of the records.

5. Access to Student Records

5.1. Access Rights: Access to student records shall be limited to authorized individuals who have a legitimate educational or administrative interest in the records. This includes school administrators, faculty, staff, and other individuals as permitted by law.

5.2. Confidentiality: All personnel with access to student records shall maintain strict confidentiality and handle the information with the utmost discretion. Unauthorized disclosure of student records is strictly prohibited.

5.3. Consent and Release of Records: Release of student records to third parties shall be done in accordance with applicable laws and regulations. Written consent from the student's parent or guardian, or the student if of legal age, shall be obtained, except in cases where disclosure is required by law.

6. Security Measures

6.1. Physical Security: Physical records shall be stored in a secure and controlled environment, such as locked cabinets or rooms, accessible only to authorized personnel. Access to physical records shall be logged and monitored.

6.2. Electronic Security: Electronic student records shall be protected through secure data storage systems and encryption methods. Access to electronic records shall be limited through user authentication mechanisms and role-based access controls.

6.3. Data Backup and Recovery: Regular data backups shall be performed to ensure the availability and integrity of student records. Procedures for data recovery in case of data loss or system failure shall be established and tested periodically.

6.4. Data Destruction: When student records are no longer required to be retained, they shall be securely destroyed to prevent unauthorized access or disclosure. Proper methods, such as shredding or secure digital file deletion, shall be employed.

7. Training and Awareness

All personnel who handle student records shall receive appropriate training on this policy, including the importance of maintaining privacy and security. Regular awareness programs shall be conducted to ensure adherence to the policy and to update personnel on any changes in laws or regulations related to student records.

8. Policy Compliance and Review

Non-compliance with this policy may result in disciplinary action, up to and including termination, in accordance with applicable school policies and procedures. The