Exeter School Board adopts updated records and data policies, withdraws older schedules
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Summary
The board adopted updated policies on records retention/destruction, data governance/security and student records (FERPA), and approved an amended personnel-records policy while withdrawing two older schedule policies.
The Exeter School Board reviewed and adopted a set of updated policies addressing records retention, data governance and student records at its meeting and approved one targeted amendment to a personnel-records policy.
The board approved revisions to EHB (data records retention and destruction), EHAB (data governance and security), and JRA (student records and access under FERPA). The updates clarify retention and destruction procedures, add a definition for a cybersecurity incident and incorporate parental-notification and written-consent language tied to student access to certain technology platforms.
On personnel records, the board approved GBJ with one small wording amendment to broaden language that previously referenced "teachers." As amended, the second paragraph will read to cover employees generally (certified and non-certified). "It looks like you should... employee certified staff and non certified," a member said during discussion; the board adopted the suggested wording and approved the policy by voice vote.
The board also voted to withdraw the older schedule documents that had been attached to the prior policies (listed in the packet as EHB-R and GBJ-R) because the retention-schedule items were folded into the new policy language.
Why it matters: The changes align district policy with current federal and state record-access requirements and with recent guidance about data governance and electronic records. Board members flagged electronic media and parental permissions for student photographs and noted that student-photo use is covered under FERPA-related family-consent forms that are collected annually.
Outcome: The board approved the policy updates and the two withdrawals by unanimous voice vote and directed administration to publish the new policy language and remove the superseded schedule documents from the policy manual.
Ending: Administration will post the revised policies and proceed with the record-retention schedule as integrated into EHB; the board requested that administrators confirm any follow-up procedural steps needed to ensure compliance with the revised retention schedule.
