Notice of Student Record Retention and Disposal

In accordance with the Illinois School Student Records Act (105 ILCS 10/1 et seq.) and the Family Educational Rights and Privacy Act (FERPA), Evanston Township High School District 202 maintains two types of student records: permanent records and temporary records. Student records may include both paper and electronic records.

The Board of Education will destroy these student records in the natural course of business when the records are eligible for disposal. For additional information, refer to the Board's Policy on Student Records.

 

Student Permanent Record

The student permanent record includes:

• Basic identifying information (student’s name, address, birthdate, gender)

• Academic transcript (grades, attendance, grade level completed)

• Health records (immunizations and physicals)

• Scores on State assessment tests (e.g., ACT)

• Record of release of permanent record information

The permanent record is maintained for at least 60 years after the student graduates, transfers, or otherwise permanently withdraws from ETHS.

Student Temporary Record

The student temporary record may include:

• Disciplinary information

• Special education records

• Psychological evaluations

• Honors and awards

• Extracurricular participation

• Teacher/counselor anecdotal records

• Home language survey

• Transfer documentation

• Health-related information not included in permanent record

• Final finding reports from Child Protective Services under the Abused and Neglected Child Reporting Act; no other CPS reports are included

• Other verified information relevant to the student’s education

The temporary record is maintained for at least 5 years after the student leaves ETHS.

Questions or Requests

To view or request copies of your student records after the student has transferred, graduated, or withdrawn from school, parents and students may contact us at (847)424-7575.

Request to Amend Student Records

Parents/guardians or eligible students (18 years and older) have the right to request an amendment to a student record they believe is inaccurate, irrelevant, or otherwise improper. To do so, a written request should be submitted to the Official Records Custodian. The request must clearly identify the part of the record to be amended and explain the reason for the requested change.

If the district denies the request to amend the record, it will inform the parent/guardian or student of the decision and their right to a hearing. Information about the hearing procedures will be provided at that time.