SSRA Compliance

School Student Records Act (SSRA) Compliance Statement

Effective Date: January 1, 2025

The Cook County Southland Juvenile Justice Council (SJJC) is committed to upholding the privacy and confidentiality of student records in compliance with the Illinois School Student Records Act (SSRA). This statement outlines how we protect and manage student information in accordance with state law.

What Is the Illinois School Student Records Act (SSRA)?

The SSRA is a state law designed to protect the privacy and accuracy of school student records. It ensures that parents, guardians, and eligible students have access to their records while limiting unauthorized access or disclosure. The law applies to all public and private schools in Illinois that maintain student records.

What Are Student Records?

Under the SSRA, student records are categorized into permanent records and temporary records:

  1. Permanent Records:

    • Basic identifying information (name, address, birth date).
    • Academic transcript, including grades and graduation date.
    • Attendance records and health records.
    • Scores on standardized state assessments.

  2. Temporary Records:

    • Disciplinary information.
    • Special education records.
    • Teacher notes and other relevant materials.
    • Records of participation in school-sponsored activities.

Your Rights Under the SSRA

The SSRA provides parents, guardians, and eligible students with the following rights:

  1. Access to Records:
    You have the right to inspect and review your child’s or your own records within 10 business days of submitting a request.

  2. Request for Amendments:
    If you believe that information in the records is inaccurate, misleading, or violates privacy rights, you may request a correction.

  3. Consent for Disclosure:
    Records cannot be shared without written consent, except in specific cases permitted by law (e.g., for educational purposes, compliance with legal orders).

  4. Notification of Rights:
    Schools are required to inform you annually of your rights under the SSRA.

  5. Right to File a Complaint:
    You may file a complaint with the Illinois State Board of Education if you believe your SSRA rights have been violated.

Disclosure of Records

SJJC adheres to the SSRA’s guidelines for sharing student records:

  1. When Consent Is Required:
    Written consent is required before releasing student records to third parties unless an exception applies.

  2. Authorized Disclosures Without Consent:

    • To school officials with legitimate educational interests.
    • To another school or institution where the student intends to enroll.
    • In compliance with court orders, subpoenas, or state and federal laws.
    • In emergencies, to protect the health and safety of the student or others.

How We Protect Student Records

SJJC follows strict procedures to safeguard student records, ensuring they remain confidential and secure.

  1. Access Controls:

    • Only authorized personnel with a legitimate educational need can access records.

  2. Data Security:

    • Records are stored in secure physical and electronic environments with encryption and other protective measures.

  3. Staff Training:

    • All staff handling student records receive training on the requirements of the SSRA and the importance of maintaining confidentiality.

Retention and Destruction of Records

In compliance with the SSRA, student records are retained for specific periods:

  1. Permanent Records: Maintained for at least 60 years after the student graduates or withdraws.
  2. Temporary Records: Retained for at least 5 years after the student graduates or withdraws, unless otherwise directed.

After the retention period, records are securely destroyed to protect student privacy.

Filing a Complaint

If you believe your rights under the SSRA have been violated, you may file a complaint with:

Illinois State Board of Education
100 N. First Street
Springfield, IL 62777
📞 Phone: 866-262-6663
🌐 Website: www.isbe.net

Changes to This Statement

SJJC reserves the right to update or modify this compliance statement as needed. Changes will be posted on this page with a revised effective date.

Contact Us

If you have any questions about your rights under the SSRA or our compliance procedures, please contact:

Cook County Southland Juvenile Justice Council (SJJC)
336 Forest Blvd, 2nd Flr, Park Forest, IL 60466
Email: [email protected]
Phone: 1.708.441.2515