QUICK REFERENCE CHART FOR VISITS AND REQUESTS TO INTERVIEW STUDENTS OR REQUESTS FOR RECORDS | Administrative Procedures

5540 - QUICK REFERENCE CHART FOR VISITS AND REQUESTS TO INTERVIEW STUDENTS OR REQUESTS FOR RECORDS

These administrative procedures are to be used in conjunction with Board Policy 5540, The School and Investigations Involving Students.

Agency	Actions to Take	Records Request	Interviewing Students	Interviewing School Staff	Contacting Parent/Legal Guardians

Guardian Ad Litem (GAL)	Check for official identification Must have a court order *(verify info.)** Inquire about the purpose of the visit in a private office/conference room Obtain business card	YES, if identity is confirmed and Court Order is verified	YES, if verified; schools officials may be present at the request of the student or the GAL	YES, if verified; a District Administrator may need to be present	YES - Contact parent/legal guardian when GAL concludes business or if GAL gives prior approval. Explain to the parent/legal guardian that the GAL assigned to their court case spoke with their child. Provide GAL’s contact information, if requested. (REMEMBER: interview substance/discussions are CONFIDENTIAL).

Department of Children and Families (DCF)	Check for official identification Verify Court Order (if applicable) Inquire about the purpose of the visit in a private office/conference room Obtain business card In the event DCF removes a child from campus, DCF is responsible for notifying the parent/legal guardian. Principal or designee shall notify the Superintendent or designee through the incident reporting process.	YES, if identity is confirmed and Court Order is verified	YES, if verified and in the presence of principal or designee, if consent is given by official or student Follow Board Policy 5540	YES, if verified; a District Administrator may need to be present	YES – ask if you should contact the parent/legal guardian before or after the interview. Provide parent/legal guardian with copy of business card or official’s contact information. NO – have investigator fill out the Notice to Not Contact Parent/Legal Guardian Regarding Official Investigation form and attach business card to form.

Law Enforcement Officers	Official identification (includes uniform officers) Verify Court Order (if applicable) Inquire about the purpose of the visit in a private office/conference room Obtain business card In the event a law enforcement agency removes a child from campus, the law enforcement agency is responsible for notifying the parent/legal guardian. Principal or designee shall notify the Superintendent or designee through the incident reporting process.	Must have a subpoena or court order	YES, in the presence of principal or designee, if consent is given by official or student Follow Board Policy 5540	YES, if verified; a District Administrator may need to be present	YES – ask if you should contact the parent/legal guardian before or after the interview. Provide parent/legal guardian with copy of business card or official’s contact information. NO – have investigator fill out the Notice to Not Contact Parent/Legal Guardian Regarding Official Investigation form and attach business card to form.

Other Government Officials	Refer to principal or designee	NO	NO	NO	Refer to principal or designee

Private Attorneys	Refer to principal or designee	NO	NO	NO	YES

Private Investigators	Refer to principal or designee	NO	NO	NO	YES

Non-Parent/Legal Guardians	Refer to principal or designee	NO	NO	NO	YES

REMEMBER:

The principal/designee is in control of the school and is the only representative authorized to speak or act on behalf of the school.
If a student is to be taken into custody, coordinate in such a manner to minimize disruption or concerns.
If you ever have any questions about the authenticity of a document, please contact Student Services at 321-633-1000 ext. 11270 or the Office of Legal Services at 321-633-1000 ext. 11438.
The “designee” includes the school’s School Resource Officer (SRO).

*To verify the validity of a Court Order, look for judge’s signature, clerk’s certification, student’s information, GAL’s or other official’s name and contact information, and/or specific language that provides the access that has been requested by the official (i.e., authority to access records, authority to visit student, etc.).