Student Record Regulations

Regulation

Registration: R-168-96
Source: Unofficial consolidation PDF (justice.gov.nt.ca)
Under: Education Act

This is an unofficial reading copy parsed from the Department of Justice consolidation PDF above — itself an office consolidation, not an official statement of the law. The authoritative text is in the Revised Statutes of the Northwest Territories, 1988 and the annual Statutes volumes.

s.4 amended by R-011-2010,s.2
s.5 amended by R-011-2010,s.3
s.9 amended by R-011-2010,s.4
s.10 amended by R-011-2010,s.5
s.11 amended by R-011-2010,s.6
s.12 repealed by R-011-2010,s.7. Territorial Printer, Northwest Territories Yellowknife, N.W.T./2010©

Cites

s.5 Child and Family Services Act

Cited by

None.

Contents

1. 1 2. 2 3. 3 4. 4 5. 5 6. 6 7. 7 8. 8 9. 9 10. 10 11. 11 12. Repealed

The Minister, under section 151 of the Education Act and every enabling power, makes the Student Record Regulations.

In these regulations, "Act" means the Education Act.

The agreement referred to in subsection 3(2) of the Act may be in any form agreed to by the parties and the principal.

(1) The principal of a school shall ensure that a record exists for each student registered with the school, within 30 days of the start of the academic year or the day the student is registered, whichever is later.

(2) The principal shall ensure that each student record is kept up to date and shall review each student record at least once during each academic year.

(3) Where a student ceases to attend a school the principal of that school shall remove the student’s name from the school register and shall transfer the student’s record in accordance with section 9 or retain the student’s record in accordance with section 10.

(1) Every student record must contain the following information, with regard to the student for whom it is prepared:

(a) name;

(b) date of birth;

(d) country of citizenship;

(e) ethnicity;

(f) parent’s name and address and a telephone number at which the parent may be reached during school hours;

(g) student’s residential address and a telephone number at which the student may be reached;

(h) name and address of schools previously attended, the date registered and the duration of the attendance;

(i) grade;

(j) mother tongue and language spoken most often at home;

(k) eligibility for French first language instruction, as defined in regulations made under the Act, under section 23 of the Constitution Act, 1982;

(l) an annual summary of attendance and participation in the school program;

(m) a copy of any individual education plan in effect;

(n) a semi-annual summary of progress in the education program, individual education plan or program of education, as the case may be;

(o) a semi-annual summary of any recommended learning strategies;

(p) information relating to functional grade level assessments;

(q) results of the Alberta Provincial Achievement Tests;

(r) information relating to a suspension or an expulsion;

(s) information relating to any serious violent incident that leads to a suspension, an expulsion or the involvement of the police on school premises, including

(i) a description of the incident that led to the suspension, expulsion or involvement of the police,

(ii) a description of any involvement of the police,

(iii) a description of any disciplinary steps taken by school staff or by the Commission scolaire francophone, Territoires du Nord-Ouest or the District Education Authority, and

(iv) a copy of all correspondence regarding the incident to the student or the student’s parent from the school or from the Commission scolaire francophone, Territoires du Nord-Ouest or the District Education Authority.

(2) Every student record for a student registered in a high school must also contain the following information, with regard to the student for whom it is prepared:

(a) mailing address;

(b) courses enroled in;

(d) marks earned or progress shown in courses the student is enroled in or has completed.

(3) A student record may, with the consent of a parent or, where a student is an adult, the student, contain the following information, with regard to the student for whom it is prepared:

(a) health care number;

(b) information related to physical health.

(4) Each academic year, the principal shall inform the Superintendent of the number of students and the name and grade of each student registered with the school. R-011-2010,s.2.

No person shall include in a student record

(a) a medical or psychological report;

(b) any information relating to an investigation under the Child and Family Services Act regarding a student or the family of a student; or

(c) notes prepared by a teacher or the principal for the exclusive use of that teacher or principal that deal with matters other than the student’s progress in the education program, an individual education plan or the program of education.

R-011-2010,s.3.

The principal shall ensure that the following information is removed from a student record:

(a) information relating to a serious violent incident that led to a suspension, if after three years no further serious violent incidents that have led to a suspension, an expulsion or involvement with the police have occurred;

(b) information relating to a serious violent incident that led to an expulsion, if after five years no further serious violent incidents that have led to a suspension, an expulsion or involvement with the police have occurred;

(c) information relating to any other serious violent incident, if after three years no further violent incidents that have led to a suspension, an expulsion or involvement with the police have occurred.

(1) A request to the principal to correct inaccurate or incomplete information under subsection 31(1) of the Act must be made in writing.

(2) Within 14 days after the date of receipt of the request referred to in subsection (1), the principal shall

(a) review the student record;

(b) decide whether the student record needs to be corrected;

(d) correct the student record accordingly.

Where a student or a parent does not speak or understand the language in which the student record of that student is maintained, and requests that the student record be translated into an Official Language, the principal shall, within a reasonable period of time, provide an oral or written translation of the student record.

(1) Where a student transfers from one school to another, the principal of the school to which the student transfers shall contact the principal of the school from which the student transferred and shall request the student record of the student.

(2) A principal in the Northwest Territories who receives a request under subsection (1) shall, as soon as practicable, send the student record requested by registered mail.

(3) The principal of a school in the Northwest Territories from which a student has transferred shall, as soon as the records of the student are sent under subsection (2), remove the student’s name from the school register.

(4) The principal shall advise the Superintendent as soon as possible after the removal of the name of a student from the school register. R-011-2010,s.4.

10.

(1) Where a student graduates from a school, the principal shall remove the student’s name from the school register and shall ensure that his or her student record is retained in a secure, confidential manner in accordance with the directions of the Minister.

(2) Where a student has ceased to attend a school and the principal has not received notice of the transfer of the student, the principal shall remove the student’s name from the school register and shall ensure that his or her student record is retained in a secure, confidential manner in accordance with the directions of the Minister.

(3) The principal shall advise the Superintendent as soon as possible after the removal of the name of a student from the school register. R-011-2010,s.5.

11.

(1) The Superintendent shall, for each student registered with a school in the area within his or her jurisdiction and in accordance with the directions of the Minister, provide the following information to the Minister:

(a) name;

(b) date of birth;

(d) ethnicity;

(e) grade;

(f) eligibility for French first language instruction, as defined in regulations made under the Act, under section 23 of the Constitution Act, 1982;

(g) whether the student is home schooled;

(h) an annual summary of attendance and participation in the school program;

(i) information relating to functional grade level assessments;

(j) results of the Alberta Provincial Achievement Tests;

(k) where the student is a high school student, mailing address, courses enroled in, number of credits earned and school marks earned or progress shown in courses the student is enroled in and has completed.

(2) The Superintendent may, with the consent of a parent or, where a student is an adult, the student, provide the Minister with the student’s health care number.

(3) The Superintendent shall advise the Minister of the removal of a student’s name from a school register within 30 days of receiving that information. R-011-2010,s.6.

12.