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In 1995, the Surrey School District embarked in a Records Management Program and on
June 22, 1995, Policy 5701 ( PDF) - Records and Information Management, was approved by the board of trustees. Part of this program consists of a classification system / retention schedule designed to aid staff in the filing, retrieval and disposal of records regardless of format (electronic, paper, microform, etc.).
Records Management and Classification Manual
The Records Centre has developed a comprehensive Records Management and Classification Manual which includes student records. Implementation of this program is occurring throughout all divisions, departments, facilities and schools in the Surrey School District.
To date, all district schools have received the Records Management Manual to assist with their filing needs - 49 of which have been implemented with the Records Management Program. Most district offices have been implemented.
Implementation consists of the following:
- General information on the development of the Records Management Program including references to Freedom of Information and Protection of Privacy
- The use of software for the creation of an internal filing index and filing labels
- Instructions on coding, numbering and labelling, retention of records, destruction of records
- Information on the options available for the conversion of student files
- Suggestions on filing equipment and any follow-up instruction
The Records Centre also offers in-depth training sessions for staff regarding the management of student records.
Student Records
The content and management of student files is governed by provincial legislation and the Surrey School District's Policy 9705 ( PDF) and Regulation 9705.1 ( PDF).
The confidentiality of student records is maintained at all times; however, records may be made available to parents, guardians or to former students who have attained legal age, in accordance with the Freedom of Information and Protection of Privacy Act and other legal entitlements.
The Records Centre currently has records for former students
born in 1986 or prior. Students wishing to request a copy
of their school records should contact the very last high
school they attended.
Fees
All schools and district offices that provide the service of retrieving student records will charge students over the age of 22, the following:
- $10.00 for the first copy of an official student transcript,
permanent record card, or student file
- $5.00 for each additional copy of an official student
transcript, permanent record card, or student file
- $25.00 for RUSH or Same Day Service of an official student
transcript, permanent record card, or student file
There is no charge for official student transcripts, permanent record cards, or student files that are forwarded directly to any British Columbia public school.
Contact
Contact the Records Centre by calling 604-590-9450.
Corporate Services
Last Updated: July 6, 2009 |
