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ARKANSAS DEPARTMENT OF EDUCATION

RULES GOVERNING STUDENT PERMANENT RECORDS

Effective November 1, 2018

1.00 REGULATORY AUTHORITY

1.01 These Rules shall be known as the Arkansas Department of Education Rules

Governing Student Permanent Records.

maintaining and producing student permanent records.

3.00 INFORMATION MAINTAINED IN STUDENT RECORDS

3.01 Every school and school district must maintain a student permanent record for each

student enrolled in the district.

3.01.1 Student permanent records may be kept electronically, on

paper, or a combination of both.

3.02 The following information must be maintained in a student’s permanent record:

3.02.1 The student’s social security number, name, address, and telephone

number;

enrollment, provided by the parent, guardian, or other responsible

person under Ark. Code Ann. § 6-18-208(b).

3.02.3 The address, home telephone number, work telephone number,

occupation, and workplace of the student’s parents, legal guardians,

or other responsible persons;

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3.02.4 The names of the student’s siblings, if any;

3.02.5 The student’s emergency contact person and that person’s

telephone number;

3.02.6 The student’s health record, including the following:

3.02.6.1 Record of required immunizations, as required by Ark. Code

3.02.6.2 Indication of disability or chronic illness;

3.02.6.3 Allergies;

3.02.6.4 Regularly prescribed medication;

3.02.6.5 Hospital and doctor preference; and

3.02.6.6 A copy of any written accident report for accidents

occurring at school.

15-2901 et seq.);

3.02.8.1 Including a chronological copy of all state mandated

assessment results.

3.02.9 Student enrollment information, including:

3.02.9.1 Entry date;

3.02.9.2 Exit date;

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3.02.9.5 Date of graduation, if applicable;

3.02.9.7 Records of non-graduating students as required by Ark.

Code Ann. § 6-18-214.

3.02.10 The student’s attendance record, in accordance with Ark.

Code Ann. § 6-18-213;

3.02.11 A current list of credits towards graduation requirements; and

3.02.12 Any other document required by Federal law.

district must maintain a copy of the student permanent record as it

exists at the time of transfer until the student receives a high school

diploma, or its equivalent, or is beyond the age for compulsory

attendance under Ark. Code Ann. § 6-18-201.

3.04 Following the annexations or consolidation sunder Ark. Code Ann. § 6-13-1601,

and prior to any consolidation, annexation, detachment, approval of a conversion

charter, or any other type of reclassification or reorganization of a school district, a

receiving school district shall obtain and retain all student and historical records

and documents from the affected school district, including, but not limited to those

district upon the transfer of a student to another district.

4.01.1 The school district must provide the copy of the student’s permanent

record to the receiving school district within ten (10) school days

after the date a request from the receiving school district is received.

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4.01.2 The school district shall not fail or refuse to provide a copy of the

student’s permanent student record to the receiving school district

because the student owes money to the school district for school-

4.01.2.1 Food services;

4.01.2.2 Unreturned library books; or

4.01.2.3 Fees.

4.02 Upon request by a parent, legal guardian, or the parent’s or legal guardian’s agent,

a copy of the permanent record must be provided in a timely manner, not to exceed

45 days.