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Cicero School District 99

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Student Records

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Student Records

A student record is any record containing personally identifiable information or other information linking the document to an individual student if maintained by the District. The following are not “school student records”: (1) writings or information kept by a school employee or designee for exclusive use, unless incorporated into student records; (2) information maintained by law enforcement professionals in the school; (3) video or electronic recordings created and maintained by law enforcement or for security or safety purposes, provided they were created at least in part for such reasons; and (4) electronic recordings made on school buses. Student records consist of two parts: (1) the permanent record and (2) the temporary record. These parts contain different types of information that may be useful to the student throughout life. Under state and federal law, no information may be added to a student record unless it has clear relevance to the student’s education.

Consent Authorization For Release of Student Records

FAQs

  • Permanent student educational records are maintained for at least sixty (60) years after a student has graduated, withdrawn, or transferred from the school district. These records include essential information of lasting importance, such as:

    • Basic identifying information: student and parent names, addresses, and student birth date
    • Academic transcripts: grades, grade level, date of graduation, class rank, level achieved, and scores on entrance examinations
    • Attendance records
    • Health records
    • Record of the release of permanent student record information. 

  • Temporary student educational records are maintained for no longer than five (5) years after a student graduates or permanently withdraws from the district. Because they contain information most useful during the student’s school years, families are encouraged to request a copy prior to that time if they wish to retain it. Temporary records indicate authorship and date and may include:

    • Family background information
    • Intelligence and aptitude scores 
    • Psychological and personality tests results
    • Teacher evaluation and anecdotal records
    • Special education records and 504 plans 
    • Home language surveys
    • Health-related or biometric information
    • Accident reports 
    • Achievement and State Assessment test results
    • Extracurricular activities, honors, and awards
    • Serious disciplinary records (drug, weapon, or bodily harm infractions resulting in expulsion, suspension, or sanctions)
    • Other disciplinary records
    • Information provided under the Abused and Neglected Child Reporting Act
    • Information from non-educational persons, agencies, or organizations
    • Verified information of clear relevance to the student’s education 
    • Record of the release of temporary student record information

  • TRANSFER OF RECORDS TO ANOTHER ILLINOIS PUBLIC SCHOOL

    When a student transfers to another school, advance notice should be given to the building prinicpal so records can be prepared for transfer. Under the Illinois School Student Records Act of 1975, as amended, a student’s records must be sent to the new school upon request from that school’s records custodian. Parents are encouraged to review and/or request a copy of their child’s records before the transfer. Records forwarded include both the permanent and temporary files, as well as the health file.

     

    TRANFSER OF RECORDS TO DISTRICT 99

    Following 8th grade graduation, student permanent and temporary files (including the health file) are automatically forwarded to Morton High School or to another high school designated by the parent. This transfer takes place at the close of the school year. Parents are welcome to review and/or request a copy of their child’s records before they are sent to the high school.

  • The Destruction of Records notice provides the destruction schedule for your or your student’s school records, as required by the Illinois State Board of Education, Section 375.40©. Because you or your student is permanently withdrawing, transferring, or graduating from Cicero School District 99, you are hereby notified of the following schedule.

    In compliance with the Illinois School Student Records Act (105 ILCS 10/4€ and (f): 

    1. Temporary records must be kept for at least 5 years after a student’s transfer, withdrawal, or graduation
    2. Permanent records must be kept for at least 60 years after a student’s transfer, withdrawal, or graduation

    Parents/guardians — or students who are at least 18 years of age — may request a copy of any record at any time prior to its destruction according to the schedule below.

     

    RECORDS SCHEDULED FOR DESTRUCTION ON OR AFTER APRIL, 17, 2025

    • Class of 2012 – Temporary records; permanent records no earlier than 2072
    • Class of 2013 – Temporary records; permanent records no earlier than 2073
    • Class of 2014 – Temporary records; permanent records no earlier than 2074
    • Class of 2015 – Temporary records; permanent records no earlier than 2075
    • Class of 2016 – Temporary records; permanent records no earlier than 2076
    • Class of 2017 – Temporary records; permanent records no earlier than 2077
    • Class of 2018 – Temporary records; permanent records no earlier than 2078
    • Class of 2019 – Temporary records; permanent records no earlier than 2079

     

    RECORDS SCHEDULED FOR FUTURE DESTRUCTION

    • Class of 2020 – Temporary records no earlier than July 1, 2025; permanent records no earlier than 2080
    • Class of 2021 – Temporary records no earlier than July 1, 2026; permanent records no earlier than 2081
    • Class of 2022 – Temporary records no earlier than July 1, 2027; permanent records no earlier than 2082
    • Class of 2023 – Temporary records no earlier than July 1, 2028; permanent records no earlier than 2083
    • Class of 2024 – Temporary records no earlier than July 1, 2029; permanent records no earlier than 2084
    • Class of 2025 – Temporary records no earlier than July 1, 2030; permanent records no earlier than 2085