San Mateo Un HSD | BP 3580 Business and Noninstructional Operations
District records shall be developed, maintained, and disposed of in accordance with law and California Department of Education regulations.
(cf. 1340 - Access to District Records)
(cf. 3440 - Inventories)
(cf. 4040 - Employee Use of Technology)
(cf. 5125 - Student Records)
(cf. 5125.1 - Release of Directory Information)
The Superintendent or designee shall establish regulations that define records which are permanent, optional, and disposable and specify how each type of record is to be maintained or destroyed. Any photographic, microfilm, or electronic copies of original records shall be permanently retained.
The Superintendent or designee shall ensure the confidentiality of records as required by law and shall establish regulations to safeguard data against damage or loss.
Retention of Electronic Records
The Board of Trustees recognizes that the use of email and other electronic communication in the workplace has increased tremendously, raising issues with respect to communication, creation of information and systems, and retrieval and storage of electronic records. The Board further acknowledges the district's responsibility to make records available to the public, with certain exceptions. Accordingly, the Board directs that all electronic records of this District be maintained, safeguarded and disclosed in full compliance with the requirements of law.
Access to the District's computers and the district's information and communications systems and equipment is controlled and administered by the district's information technology department. The district has the right to disclose, as permitted or required by applicable law, any communications or records, or copies of communications or records stored for any period of time in or by the district's information and communications system or equipment. The district may monitor or access employee communications made using the district's information and communication systems and equipment, and employees should have no expectation of privacy when using the district's information and communication systems and equipment. When passwords are used, they must be known to the Superintendent or designee so that he/she may have system access.
Safe at Home Program
District public records shall not include the actual addresses of students, parents/guardians, or employees when a substitute address is designated by the Secretary of State pursuant to the Safe at Home program. (Government Code 6206, 6207)
When a substitute address card is provided pursuant to this program, the confidential, actual address may be used only to establish district residency requirements for enrollment and for school emergency purposes.
(cf. 3516 - Emergencies and Disaster Preparedness Plan)
(cf. 5111.1 - District Residency)
35145 Public meetings
35163 Official actions, minutes and journal
44031 Personnel file contents and inspection
49065 Reasonable charge for transcripts
CODE OF CIVIL PROCEDURE
12946 Retention of employment applications and records for two years
11170 Retention of child abuse reports
CODE OF REGULATIONS, TITLE 5
432 Varieties of student records
SECRETARY OF STATE PUBLICATIONS
Letter re: California Confidential Address Program Implementation (SB 489), August 27, 1999
California Secretary of State: http://www.ss.ca.gov/safeathome
Policy SAN MATEO UNION HIGH SCHOOL DISTRICT
adopted: October 11, 2012 San Mateo, California