D.C. Mun. Regs. tit. 5, r. 5-E2605

Current through Register Vol. 71, No. 49, December 6, 2024

Rule 5-E2605 - RELEASE OF OFFICIAL RECORDS

2605.1

When written consent for release of official records is required by this title, the written consent shall include all of the following:

(a) The signature of the person authorizing the release of the records and the date of the intended release;

(b) If the release is signed by an adult student, a signed statement certifying that the student has reached the age of eighteen (18) years;

(c) If the release is signed by the parent or guardian of a minor student, a signed statement certifying that the student has not reached eighteen (18) years of age;

(d) Specific identification of the records to be released;

(e) The reason(s) for the release of the records;

(f) The name(s) of the party or parties to whom the records may be released; and

(g) The name of the D.C. Public School official who is responsible for the release of the records.

2605.2

A copy of the official records to be released shall be made available to the student, parent, or guardian, upon request, prior to his or her signing the consent form.

2605.3

A consent form shall clearly and prominently state the right to inspect and review the records and the right to challenge the contents of the records.

2605.4

Where records are released pursuant to judicial order or lawfully issued subpoena, the student or student's parent or guardian, as provided in § 2601.3, shall be notified of the release of the records by the school official releasing the records.

2605.5

A copy of the order or subpoena shall be retained in the file from which the official records are released under order or subpoena.

2605.6

When records are requested pursuant to §§ 2603.2, 2603.3, 2603.4, 2603.6, and 2603.8, the custodian of the records or other responsible school official shall obtain, prior to the release of the records, a signed and dated request form, which shall contain the following:

(a) The name, title, and agency or office of the person requesting the release of the records;

(b) The specific reasons and justifications for the request; and

(c) In the case of a request in connection with financial aid for educational purposes, pursuant to § 2603.8, a statement certifying that the applicant for the financial aid has been informed that the records may be requested in connection with the application for a receipt of the financial aid.

2605.7

The request form for release of records required by § 2605.6 shall be retained in the file from which the official records are requested, regardless of whether the information is released, and shall contain the name of the custodian or other responsible official who made the determination to release or deny the release of the records.

2605.8

Request forms for release of records shall be available for inspection and review as part of the official record, pursuant to the provisions of § 2600, and shall be available to D.C. Public School officials responsible for information systems audit.

2605.9

All official records released to third parties pursuant to the provisions of this chapter shall be released only upon the condition that the third party may not permit access to the records by any other person(s) without first obtaining the written consent of the student, or student's parent or guardian.

2605.10

All records released to third parties shall contain a written statement informing the recipient of the conditions of release; provided, that this provision shall not apply to any records that do not personally identify any student.

D.C. Mun. Regs. tit. 5, r. 5-E2605

Final Rulemaking published at 24 DCR 1005, 1062 (July 29, 1977)