Student Records Defined
The student record consists of the permanent high school transcript and the temporary record. The temporary record consists of all the information in the student’s file which is not contained in the transcript. This information is important to the educational process and may include: standardized test results, extracurricular activities, and evaluations by teachers, counselors, and other school staff. The Department of Education considers school health records and special education records to be temporary.
The permanent high school transcript is kept in the school department district records for 60 years and contains data that is limited to: name, address, phone number, parent/guardian, course titles, grades, course credits, grade level completed, and the year completed
The student age 14 or older or parent of a student under the age of 18 shall have access to the student records. Access shall be provided within 10 days of the initial request, except in the case of the non-custodial parent. Non-custodial parents are eligible for access unless; the parent has been denied legal custody, denied visitation, access has been restricted by temporary or permanent protective order, and/or there is an order of probate which restricts access. The non-custodial parent must submit a written request. Once the request is received the office will contact the custodial parent by certified mail, in the primary language that it will provide records to the non-custodial parent in 21 days, unless the custodial parent provides documentation that the non-custodial parent is not eligible to obtain access. At the age of 18 the student has the ability to restrict parent access to records. This must be done in writing. The parent of a student may inspect the student record regardless of student age. A log shall be kept as part of the student's record which documents who has obtained access. This procedure is in accordance with the Massachusetts Student Records Regulation, 603 CMR, 23.07, Access to Student Records.
Obtaining Transcripts for Waltham High School Students and Graduates
To obtain a copy of your transcript, you may request it in person, by writing, or faxing the Student Support Services Department 781-314-5507. You must sign for your record by filling out a Transcript Request Form. The links are below. The cost is two dollars for current students and five dollars for graduates. Payment can be made in cash or by check payable to Waltham High School. You may call ahead to expedite the process at 781-314-5501 or 5502. Please note that a diploma is an original document and cannot be duplicated. Only the transcript is available through the Student Support Services Department.
Obtaining Health Records
To obtain a copy of your immunization record, you may request it in person, by writing, or faxing the Health Services Department 781-314-5582. You must sign for your record by filling out a Health Information/Immunization Request Form. The link is below. You may call ahead to expedite the process at 781-314-5463.
Obtaining Special Education Records
To obtain a copy of your special education record, you may request it in person, by writing, or faxing the Special Education Department at 781-314-5500. You must sign for your record by filling out a Special Education Record Request Form. The link is below. You may call ahead to expedite the process at 781-314-5530.
Destruction of Temporary Records
The temporary educational/academic record is maintained by Student Support Services until the student graduates or withdraws from the school system. Seniors receive and sign for this record just prior to graduation. Unclaimed temporary records must be destroyed within seven years after the student graduates or leaves the school system. This procedure is in accordance with the Massachusetts Student Records Regulation, 603 CMR, 23.06, Destruction of Student Records.
Health and immunization records are considered temporary educational records in the school setting and are maintained by the health Services Department. Health and immunization records must be destroyed seven years after the student has left the school system.
Special Education records are considered temporary educational records and are maintained by the Special Education Office. Special Education records must be destroyed seven years after the student has left the school system.