8310D - TRANSMISSION OF RECORDS AND OTHER COMMUNICATIONS

Southern Local School District

Administrative Guidelines

8310D - TRANSMISSION OF RECORDS AND OTHER COMMUNICATIONS

With the increasing use of fax machines and electronic mail to transmit records and other information, it is imperative that all staff members keep in mind that protection of confidentiality is not guaranteed. Therefore, any information that is considered to be confidential (e.g., student personally identifiable information; confidential information about an employee) should not be transmitted by such means, unless the staff member complies with the procedure set forth below for sending student personally identifiable information to a parent's fax number or e-mail address, or the records are being sent to an agent of the Board of Education and the means of the communication has been tested to confirm its integrity.

Communication with a Parent, Concerning Student Personally Identifiable Information, Via Fax or E--mail

Before a staff member corresponds with a parent/guardian/custodian via facsimile or electronic mail ("e-mail") concerning student personally identifiable information, the parent must complete and return to the District Form 8330 F4a. After receiving Form 8330 F4a, the District will add the parent's e-mail address to the District's global e-mail address book. Staff members must use the District's global e-mail address book when sending e-mail to a parent.

Before staff members begin to communicate about a student with his/her parent via e-mail, the District will verify the e-mail address provided and entered in the District's global e-mail address book is valid, by sending a test e-mail to the parent, and requesting the parent reply to confirm receipt of the message. The reply e-mail message from the parent confirming receipt of the test message from the District must be printed and attached to Form 8330 F4a.

Parents who elect to communicate with a staff member via e-mail are required to keep the District informed of any changes to their e-mail address. Form 8330 F4a must be completed annually.

Staff members who communicate with parents via e-mail are reminded that such communication constitutes an educational record and must be maintained by the District as part of the student's educational file. (1) Print out all e-mails and place in student's file; (2) Save e-mail messages to a specific file/folder on the District's server, which is routinely backed up, so it can be easily accessed as a part of the student's educational records.

E-mail messages from staff members must contain the following signature block:

	Teacher's Name

	Building; Phone Number

	CONFIDENTIALITY NOTICE: This message may contain student personally identifiable information that is confidential. Such information is intended only for the use of the individual or entity named above. If you are not the intended recipient, you are hereby notified that any disclosure, copying, printing, distribution, or the taking of any action in reliance on the contents of the information contained herein is strictly prohibited. If you receive this e-mail message in error, please immediately notify me by telephone at ________________________ to arrange for the return of the original document to me. Please also delete the message from your computer. Thank you.

Facsimiles from staff members that contain student personally identifiable information must be accompanied by a fax cover page that contains a Confidentiality Notice substantially similar to the one set forth above for e-mail messages.

Whenever other parties indicate that they intend to send information of a confidential nature by fax or electronic mail, they should be reminded that the District is unable to guarantee the confidentiality of any such information during transmission.

Approved 2/28/94
Revised 12/27/05