BOARD POLICY - 5125

The Board of Education recognizes the importance of maintaining the confidentiality of personal information and, therefore, authorizes the release of or access to such information only in accordance with law and Board Policy. The Board further recognizes the importance of keeping accurate, comprehensive student records as required by law and the Superintendent or designee shall establish Administrative Regulations governing the identification, collection, retention, disclosure, and security of student records. These regulations shall ensure the rights of authorized persons to have timely access to student records while maintaining the confidentiality of student records in accordance with state and federal law.

The Superintendent or designee shall designate a certificated employee to serve as custodian of records with responsibility for student records at the District level. At each school, the principal or a certificated employee shall be designated as custodian of records for students enrolled at that school. The custodian of records shall be responsible for implementing Board Policy and Administrative Regulations regarding student records (5 CCR 431).

If student records containing covered information which is not subject to the California Consumer Privacy Act, are under the control of the operator of a website, online service or application, or mobile application, and the student’s parent/guardian or the student, if 18 years of age or older, requests deletion of such records, the Superintendent or designee shall provide documentation to the operator that the student has been no longer enrolled in the District for at least 60 days. (Business and Professions Code 22584).

The District shall not collect or solicit social security numbers or the last four digits of social security numbers of students or their parents/guardians, unless otherwise required to do so by state or federal law. (Education Code 49076.7).

No information or documents regarding the citizenship or immigration status of students or their family members shall be collected, except as required by state or federal law or as required to administer a state or federally supported educational program. The Superintendent or designee shall not disclose student records to a person, agency, or organization for immigration enforcement purposes without parental consent, a court order, or a judicial subpoena/warrant. The Superintendent or designee shall, in a timely manner, report to the Board any request for information or access to a school site made by a law enforcement officer or agency employee for the purpose of enforcing immigration law, ensuring the protection of confidential and personally identifiable information. (Education Code 234.7)

The District or any District employee shall not compile a list, registry, or database based on students' national origin, ethnicity, or religious belief, practice, or affiliation, or disclose student information to federal government authorities for the purpose of compiling such a list, registry, or database for purposes of immigration enforcement. This prohibition does not apply to information that is aggregated and is not personally identifiable. (Government Code

8310.3)

The Superintendent or designee shall develop protocols to comply with a court's restraining order that prohibits a party from accessing specified records and information pertaining to a student. (Family Code 6323.5)

The Superintendent or designee may release student directory information, as defined in Administrative Regulations, to representatives of law enforcement, public safety agencies, military services, the news media and school-affiliated organizations in accordance with Administrative Regulations, unless the parent/guardian requests in writing that such information be kept confidential.

Upon request of a California school district to which a former Irvine Unified School District student has transferred, the cumulative records shall be forwarded to that district. Registration cards, report cards and other records shall be maintained by the school principal, according to Administrative Code (Title V) requirements.

For students who have left the District but whose cumulative records have not been requested by another district, the records will be stored in accordance with existing records retention procedures.

The recording of data into, or access to a teacher's grade book record or other form of student record, shall be limited to those District employees that have direct responsibility for creating the record or have justifiable access to the record based on their assigned responsibility.

Retention, Disclosure, and Security of Student Records

The Superintendent or designee shall ensure the confidentiality of student records as required by law and shall establish processes and procedures to safeguard data against damage, loss, or theft, including those resulting from the use of technology, such as artificial intelligence, and breaches to the District's digital infrastructure, in the retention or disclosure of student records. Additionally, all District staff shall avoid the disclosure of information that may indicate a student's or family's citizenship or immigration status if the disclosure is not authorized by law. The Superintendent or designee shall ensure that employees receive information and training about cybersecurity, including ways to protect student records from breaches to the District's digital infrastructure. If the District experiences a cyberattack that impacts more than 500 students or personnel, the Superintendent or designee shall report the cyberattack to the California Cybersecurity Integration Center. (Education Code 35266)

Legal Reference:

5 CCR 431 Individual Student Records
Business and Professions Code 22584 K-12 Pupil Online Personal Information Protection Act
Education Code 234.7 Student protections relating to immigration and citizenship status
Education Code 35266 Reporting of cyberattacks
Education Code 49073.6- 49076.7 Student Records
Government Code 8310.3 California Religions Freedom Act
Family Code 6323.5 Ex parte orders

Policy Adopted: April 9, 1973
Policy Revised: June 3, 2003
Policy Revised: June 27, 2006
Policy Revised: July 15, 2025

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BOARD POLICY - 5125

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