Health Records

Illinois School Student Records Act

Illinois School Code

The Illinois School Student Records Act defines the “Student Permanent Record” as the minimum personal information necessary to a school in the education of a student and contained in a school student record.

  • Student name
  • Birthdate
  • Address
  • Grades and Grade level
  • Parents’ name and addresses
  • Attendance records
  • Such other entries as the State Board may require or authorize

The “Student Temporary Record” means all information contained in a school student record but not contained in the permanent record. The temporary record may include:

  • Family background information
  • Intelligence test scores
  • Aptitude test scores
  • Psychological and personality test results
  • Teacher evaluations
  • Other information of clear relevance to the education of the student, all subject to regulations of the state board.
  • Information provided under Section 8.6 of the Abused and Neglected Child Reporting Act
  • Serious disciplinary infractions that resulted in expulsion, suspension, or the imposition of punishment or sanction. Serious disciplinary infractions means infractions involving drugs, weapons, or bodily harm to another.
How long the school district must keep records:

Each school shall maintain student permanent records and the information contained therein for not less than 60 years after the student has transferred, graduated, or otherwise permanently withdrawn from the school.

Each school shall maintain student temporary records and the information contained in those records for not less than 5 years after the student has transferred, graduated, or otherwise permanently withdrawn from the school.

student permanent record should consist of:
  • Health record – defined as medical documentation necessary for enrollment, and proof of dental examinations as may be required under section 27 – 8.1 of the School Code.
  • Health Related Information – defined as current documentation of a student’s health information, not otherwise governed by the Mental Health and Development Disabilities Confidentiality Act (740 ILCS 110) or other privacy laws, which includes identifying information, health history, results of mandated testing and screenings, medication dispensation records and logs (e.g. glucose readings), long term medications administered during school hours, and other health-related information that is relevant to school participation (e.g. nursing services plan, failed screenings, yearly sports physical exams, interim health histories for sports).
  • Accident Reports
  • Records associated with the plans developed under section 504of the Rehabilitation Act of 1973.
  • Information required by section 8.6 of the Abused and Neglected Child Reporting Act (325 ILCS 5/8.6). Please note that if an indicated finding is overturned in an appeal or hearing, or if the department has made a determination that the child is no longer at risk of physical or sexual harm, the Department shall request that the report be purged from the student’s record and returned to the Department.
    View act here

I know what you’re thinking, that it would make more sense to keep the mandated hearing and vision screening results in the permanent health record. Please check with your district’s legal counsel for advice on decisions such as this.

Documenting Health Office Visits:

Health office visits should be documented while keeping privacy laws in mind. The office should not have a log that contains detailed health information on multiple students on the same page. Privacy laws do allow for a log that contains only student names, but no health information should be on the log.