Destruction of Special Education Records

Destruction of Special Education records 1967-2011 and process for 2012-present This notification is to inform the public that the Bay Village City School District intends to destroy Special Education records that are no longer needed and are not considered permanent records that are required to be maintained for the years of 1967-2011.

In accordance with OAC 3301-51-04 and 34 CFR 300.624, parents and/or students who are eighteen years of age or older should be informed when personally identifiable information collected, maintained or used under OAC 3301-51-04 is no longer needed to provide educational services to the student. This information must also be destroyed at the request of the parent or adult student with the exception of information that is required to be maintained permanently. ​

The Office of Special Services maintains the most recent Evaluation Team Report, and Individual Education Plan, and/or 504 Accommodation Plan beyond the required time limit due to a possible need by the student for Social Security benefits or other purposes. Psychological Restricted Records are retained for ten years after the last contact with the student and after informing the parent or adult student of the intent to destroy. ​

The District shall not destroy any student education record if there is an outstanding request to inspect and review the record. Once the student either consents in writing to the disposal of the school record or fails to respond to the District’s notices, an application for one (1) time records disposal will be made to the local records commission in accordance with Bay Village Board Policy, 8310A- Public Records and Schedule for Record Retention and Disposal.  

Please contact Marty Patton, Assistant Superintendent of Special Services by phone at #440-617-7324 or email at Martha.patton@bayschoolsohio.org to consent to the disposal of records or to request to inspect and review records.

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