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State of Utah Requires Legal Name for School Records

posted Nov 19, 2008, 8:04 AM by lesplin@tech.washk12.org
This reminder is from John Brandt IT Director, Utah State Office of Education
You may not be aware that a State Board rule requires that each transcript include the SSID properly labeled.  If you are not doing this, you are in violation of Utah State Board of Education rule:
. Student Identification and Tracking.
A(1) Pursuant to Section 53A-1-603.5, LEAs shall use the SSID system maintained by the USOE to assign every public school student a unique student identifier; and
shall display the SSID on student transcripts exchanged with LEAs and Utah public institutions of higher education
B(1) LEAs shall require all students to provide their legal first, middle, and last names at the time of registration to ensure that the correct SSID follows students who transfer among LEAs.
(2)(a) Names shall be transcribed from the student's birth certificate or other reliable proof of the student's identity and age, consistent with Section 53A-11-503;
(b) The direct transcription of student names from birth certificates or other reliable proof of student identity and age shall be the student's legal name for purposes of maintaining school records; and
(c) Schools or school districts may modify the order of student names, provide for nicknames, or allow for different surnames, consistent with court documents or parent preferences, so long as legal names are maintained on student records and used in transmitting student information to the USOE.
C. The USOE and LEAs shall track students and maintain data using students' legal names.
D. If there is a compelling need to protect a student by using an alias, the LEA should exercise discretion in recording the name of the student.
E. The SSID shall be an arbitrary number and may not contain any personally identifying information about the student.