HB4558ham001 98TH GENERAL ASSEMBLY

Rep. Scott Drury

Filed: 4/8/2014

09800HB4558ham001 LRB098 17628 RPM 58493 a

AMENDMENT TO HOUSE BILL 4558

AMENDMENT NO. ______. Amend House Bill 4558 by replacing everything after the enacting clause with the following:

"Section 5. The Illinois School Student Records Act is amended by changing Sections 2 and 6 as follows:

(105 ILCS 10/2) (from Ch. 122, par. 50-2)

Sec. 2. As used in this Act,

(a) "Student" means any person enrolled or previously enrolled in a school.

(b) "School" means any public preschool, day care center, kindergarten, nursery, elementary or secondary educational institution, vocational school, special educational facility or any other elementary or secondary educational agency or institution and any person, agency or institution which maintains school student records from more than one school, but does not include a private or non-public school.

(c) "State Board" means the State Board of Education.

(d) "School Student Record" means any writing or other recorded information concerning a student and by which a student may be individually or personally identified, maintained by a school or at its direction or by an employee of a school, regardless of how or where the information is stored. The following shall not be deemed school student records under this Act: writings or other recorded information maintained by an employee of a school or other person at the direction of a school for his or her exclusive use; provided that all such writings and other recorded information are destroyed not later than the student's graduation or permanent withdrawal from the school; and provided further that no such records or recorded information may be released or disclosed to any person except a person designated by the school as a substitute unless they are first incorporated in a school student record and made subject to all of the provisions of this Act. School student records shall not include information maintained by law enforcement professionals working in the school.

(e) "Student Permanent Record" means the minimum personal information necessary to a school in the education of the student and contained in a school student record. Such information may include the student's name, birth date, address, grades and grade level, parents' names and addresses, attendance records, and such other entries as the State Board may require or authorize.

(f) "Student Temporary Record" means all information contained in a school student record but not contained in the student permanent record. Such information may include family background information, intelligence test scores, aptitude test scores, psychological and personality test results, teacher evaluations, and other information of clear relevance to the education of the student, all subject to regulations of the State Board. The information shall include information provided under Section 8.6 of the Abused and Neglected Child Reporting Act. In addition, the student temporary record shall include information regarding serious disciplinary infractions that resulted in expulsion, suspension, or the imposition of punishment or sanction. For purposes of this provision, serious disciplinary infractions means: infractions involving drugs, weapons, or bodily harm to another.

(g) "Parent" means a person who is the natural parent of the student or other person who has the primary responsibility for the care and upbringing of the student. All rights and privileges accorded to a parent under this Act shall become exclusively those of the student upon his 18th birthday, graduation from secondary school, marriage or entry into military service, whichever occurs first. Such rights and privileges may also be exercised by the student at any time with respect to the student's permanent school record.

(h) "Eligible Student" means a student who has reached 18 years of age.

(Source: P.A. 92-295, eff. 1-1-02.)

(105 ILCS 10/6) (from Ch. 122, par. 50-6)

Sec. 6. (a) No school student records or information contained therein may be released, transferred, disclosed or otherwise disseminated, except as follows:

(1) To a parent or student or person specifically designated as a representative by a parent, as provided in paragraph (a) of Section 5;

(2) To an employee or official of the school or school district or State Board with current demonstrable educational or administrative interest in the student, in furtherance of such interest;

(3) To the official records custodian of another school within Illinois or an official with similar responsibilities of a school outside Illinois, in which the student has enrolled, or intends to enroll, upon the request of such official or student;

(4) Except as set forth in subparagraph (4.5) of this paragraph (a), to To any person or entity for the purpose of research, statistical reporting, or planning, audit, or evaluation, provided that (i) such research, statistical reporting, or planning, audit, or evaluation is permissible under and undertaken in accordance with the federal Family Educational Rights and Privacy Act (20 U.S.C. 1232g) and (ii) the parent or eligible student provides prior, specific, dated, written consent designating the person to whom the records may be released and, at the time any such consent is requested or obtained, the parent or eligible student is first advised in writing of the specific purpose of the release, transfer, disclosure, or dissemination and has the right to inspect and copy such records in accordance with Section 5 of this Act, to challenge their contents in accordance with Section 7 of this Act, and to limit any such consent to designated records or designated portions of the information contained in the records. For purposes of this subparagraph (4), a separate, prior, specific, dated, written consent shall be required from the parent or eligible student for each release, transfer, disclosure, or dissemination of school student records or information;

(4.5) To researchers at an accredited post-secondary educational institution or an organization conducting research pursuant to a specific, written agreement with the school or school district or State Board and in accordance with the federal Family Educational Rights and Privacy Act shall comply with the following requirements:

(A) the nature of the research is first publicly disclosed in advance of the research being conducted by providing general notice regarding planned studies or research to parents, guardians, or eligible students prior to the beginning of each school year and by posting an updated notice of additional research or studies on the Internet website of the school board, school district, school, or State Board as additional research or studies are added. If the school board, school district, or school does not have an Internet website that can be updated with notice of additional research or studies, the school board, school district, or school shall send written notification to affected parents, guardians, or eligible students as additional research or studies are added. Any notice provided under this paragraph shall set forth, in general terms, the nature of the research, the persons to whom the research will apply, and the topics thereof. The notice requirements in this paragraph do not apply to eligible students or parents or guardians of students who have graduated or left the school, school district, or State as of the effective date of this amendatory Act of the 98th General Assembly.

(B) The post-secondary educational institution or an organization conducting research and the school, school district, or State Board shall enter into a data use agreement which shall be signed by the party gaining access to the data and the school board, school district, or school and that complies with the federal Family Educational Rights and Privacy Act and its accompanying regulations and, at a minimum, sets forth the following:

(i) the post-secondary educational institution or the organization conducting research shall abide by all requirements of this subdivision (B);

(ii) the purpose, scope, subjects, and duration of the study or studies, the information to be disclosed, and the person or persons to whom the information shall be disclosed; the person or persons to whom the information shall be disclosed may be updated to include additional persons;

(iii) the persons disclosed in item (ii) shall use school student records only to meet the purpose or purposes of the study as set forth pursuant to item (ii) and only after written or other recorded information concerning a student and by which a student may be individually identified has been removed from such records;

(iv) the post-secondary educational institution or the organization conducting research shall only use written or other recorded information concerning a student and by which a student may be individually or personally identified to link data files and, in such instances, the post-secondary educational institution or the organization conducting research shall designate in writing the person or persons to whom such information will be disclosed;

(v) the post-secondary educational institution or the organization conducting research shall destroy all written or other recorded information that individually or personally identifies a student when the information is no longer needed, but in no event later than 36 months after the study has been completed;

(vi) the post-secondary educational institution or the organization conducting research shall certify in writing that it has the capacity to and shall restrict access to school student records and shall maintain the security of all written and electronic information received pursuant to this Section in compliance with rules that shall be adopted by the State Board, which shall be consistent with and regularly updated to comply with commonly accepted data-security practices, including, but not limited to, those set forth by the United States Department of Education Privacy Technical Assistance Center;

(vii) in compliance with the rules adopted pursuant to item (vi), the post-secondary educational institution or the organization conducting research shall develop, implement, maintain, and use appropriate administrative, technical, and physical security measures to preserve the confidentiality, integrity, and availability of all school student records.

(C) The post-secondary educational institution or the organization conducting research only uses personally identifiable information from school student records to meet the purpose or purposes of the study as stated in the written data use agreement described in subdivision (B) of this subparagraph (4.5).

For purposes of this subparagraph (4.5), any information by which a student may be individually or personally identified shall only be released, transferred, disclosed, or otherwise disseminated as contemplated by the data use agreement between the parties set forth in subdivision (B) of this subparagraph (4.5). The school student records shall be redacted prior to analysis by the post-secondary educational institution or the organization conducting research. Any personally identifiable information used to link data sets shall be stored in a secure data file or location outside of the secure data storage where redacted information from the school student records is stored. The post-secondary educational institution or the organization conducting research shall implement and adhere to policies and procedures that restrict access to information by which a student may be individually or personally identified. The post-secondary educational institution or the organization conducting research shall designate an individual to act as the custodian of the personally identifiable information who is responsible for restricting access to that information.

Nothing in this subparagraph (4.5) shall prohibit the State Board or any school or school district from providing personally identifiable information about individual students to an accredited post-secondary educational institution or an organization conducting research pursuant to a specific, written agreement with the school or school district or State Board and in accordance with the federal Family Educational Rights and Privacy Act, where necessary for the State Board, school, or school district to comply with State or federal statutory mandates.

(5) Pursuant to a court order, provided that the parent shall be given prompt written notice upon receipt of such order of the terms of the order, the nature and substance of the information proposed to be released in compliance with such order and an opportunity to inspect and copy the school student records and to challenge their contents pursuant to Section 7;

(6) To any person as specifically required by State or federal law;

(6.5) To juvenile authorities when necessary for the discharge of their official duties who request information prior to adjudication of the student and who certify in writing that the information will not be disclosed to any other party except as provided under law or order of court. For purposes of this Section "juvenile authorities" means: (i) a judge of the circuit court and members of the staff of the court designated by the judge; (ii) parties to the proceedings under the Juvenile Court Act of 1987 and their attorneys; (iii) probation officers and court appointed advocates for the juvenile authorized by the judge hearing the case; (iv) any individual, public or private agency having custody of the child pursuant to court order; (v) any individual, public or private agency providing education, medical or mental health service to the child when the requested information is needed to determine the appropriate service or treatment for the minor; (vi) any potential placement provider when such release is authorized by the court for the limited purpose of determining the appropriateness of the potential placement; (vii) law enforcement officers and prosecutors; (viii) adult and juvenile prisoner review boards; (ix) authorized military personnel; (x) individuals authorized by court;

(7) Subject to regulations of the State Board, in connection with an emergency, to appropriate persons if the knowledge of such information is necessary to protect the health or safety of the student or other persons;

(8) To any person, with the prior specific dated written consent of the parent designating the person to whom the records may be released, provided that at the time any such consent is requested or obtained, the parent shall be advised in writing that he has the right to inspect and copy such records in accordance with Section 5, to challenge their contents in accordance with Section 7 and to limit any such consent to designated records or designated portions of the information contained therein;

(9) To a governmental agency, or social service agency contracted by a governmental agency, in furtherance of an investigation of a student's school attendance pursuant to the compulsory student attendance laws of this State, provided that the records are released to the employee or agent designated by the agency;

(10) To those SHOCAP committee members who fall within the meaning of "state and local officials and authorities", as those terms are used within the meaning of the federal Family Educational Rights and Privacy Act, for the purposes of identifying serious habitual juvenile offenders and matching those offenders with community resources pursuant to Section 5-145 of the Juvenile Court Act of 1987, but only to the extent that the release, transfer, disclosure, or dissemination is consistent with the Family Educational Rights and Privacy Act;

(11) To the Department of Healthcare and Family Services in furtherance of the requirements of Section 2-3.131, 3-14.29, 10-28, or 34-18.26 of the School Code or Section 10 of the School Breakfast and Lunch Program Act; or

(12) To the State Board or another State government agency or between or among State government agencies in order to evaluate or audit federal and State programs or perform research and planning, but only to the extent that the release, transfer, disclosure, or dissemination is consistent with the federal Family Educational Rights and Privacy Act (20 U.S.C. 1232g).

(b) No information may be released pursuant to subparagraphs (3) or (6) of paragraph (a) of this Section 6 unless the parent receives prior written notice of the nature and substance of the information proposed to be released, and an opportunity to inspect and copy such records in accordance with Section 5 and to challenge their contents in accordance with Section 7. Provided, however, that such notice shall be sufficient if published in a local newspaper of general circulation or other publication directed generally to the parents involved where the proposed release of information is pursuant to subparagraph 6 of paragraph (a) in this Section 6 and relates to more than 25 students.

(c) A record of any release of information pursuant to this Section must be made and kept as a part of the school student record and subject to the access granted by Section 5. Such record of release shall be maintained for the life of the school student records and shall be available only to the parent and the official records custodian. Each record of release shall also include:

(1) The nature and substance of the information released;

(2) The name and signature of the official records custodian releasing such information;

(3) The name of the person requesting such information, the capacity in which such a request has been made, and the purpose of such request;

(4) The date of the release; and

(5) A copy of any consent to such release.

(d) Except for the student and his parents, no person to whom information is released pursuant to this Section and no person specifically designated as a representative by a parent may permit any other person to have access to such information without a prior consent of the parent obtained in accordance with the requirements of subparagraph (8) of paragraph (a) of this Section.

(e) Nothing contained in this Act shall prohibit the publication of student directories which list student names, addresses and other identifying information and similar publications which comply with regulations issued by the State Board.

(Source: P.A. 95-331, eff. 8-21-07; 95-793, eff. 1-1-09; 96-107, eff. 7-30-09; 96-1000, eff. 7-2-10.)".