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Notice to Parents and Guardians Regarding Student Records

August 01, 2016




Notice to Parents and Guardians of Dolton School District 149:

Student Records

In accordance with the Illinois School Students Records Act and the federal Family Educational Rights and Policy Act, this notice is to inform you of the policies and procedures in reference to school records.  All “permanent” student records are retained for 60 years after the student has transferred, graduated, or withdrawn from the school.  Student “temporary records” are retained for five (5) years after the student has transferred, graduated or withdrawn from school.

Parents, guardians, and students have the right to review and make copies of the student’s records.  If you would like to review your student’s records, please send your request in writing to:

Dr. James Cunneen
Records of Custodian
292 Torrence Avenue
Calumet City, IL 60409


Definitions of Permanent and Temporary Student Records

Dolton School District 149 maintains two types of school records for each student:  A permanent record and a temporary record.  These records may be combined.

The Permanent Record includes:

  • Basic identifying information (names, addresses, phone numbers)
  • Academic transcripts
  • Attendance record
  • Accident and Health reports

The Temporary Record includes:

  • Family background
  • Intelligence and aptitude scores
  • Psychological reports
  • Participation in extracurricular activities
  • Honors and awards
  • Disciplinary information, including information regarding any punishment for misconduct involving drugs, weapons, or bodily harm inflicted on another person
  • Special education files
  • Verified information relevant to the student’s education

The right to a copy of any school student record proposed to be destroyed or eliminated:

School records are reviewed by the administration every five (5) years or upon a student’s change in placement. At this time, Dolton School District 149 has the option of deleting or destroying student records dating from 1990-2011 in accordance with state and federal statutes. Parents and guardians have the right to inspect or copy student’s records pursuant to Dolton School District 149 policies and procedures and to state and federal law.

Dolton School District 149 is publishing a bona fide notice in local or regional newspapers of its intent to destroy old records dating 1990-2011; appropriate school records will then be destroyed, according to mandated procedures. Dolton School District 149, when destroying school records, will protect the confidentiality of the personally identifiable information contained in the records, pursuant to federal regulation.

Parents and guardians have the right to file a complaint with the U.S. Department of Education concerning alleged failures by any school district to comply with the requirements of the Family Educational Rights and Privacy Act. The Office that administers this Act, and process complaints, is:

Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, S.W.
Washington, D.C. 20202-4605

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