Administrative Procedures

1. Individual Pupil Records

        Records for all students will be stored on a centralized computer system housed at the Garrett County Board of Education building.  The computerized student data
        will be maintained in addition to student folders and will include demographics, attendance, schedules, grades, standardized test scores, routine health information,
        and other data as required for special services.  All such records will be maintained in accordance with the Garrett County Board of Education Policy 474.20
        regarding Protection of Pupil and Procedures 474.21 regarding Confidentiality of Student Records

2. Security of Records

        Procedures for security of records will be followed as outlined below:

1. The database will reside in an environment secured with security software.

2. Computers at each school will have access only to that school's data, not data of other schools in the system.

3. Each employee with a need to enter or edit data in the system must obtain an authorized account for access to the system.  Approvals for each user will specify the level of access and the specific functions and files that are approved.  Users will be granted access only to the resources required for performance of their current responsibilities.

4. Logon IDs and passwords will be issued only to approved users.

5. Logon IDs and passwords will be canceled when a user leaves the school system or changes job responsibility.

6. No user is permitted to give anyone else access to his/her account.  No user is permitted to share his/her logon information or password.

7. Source documents used as the basis for data entry will be retained, and reconciliation procedures will be followed to check the accuracy of entries.

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