Health Records, Privacy, and Consents


DJUSD Authorization for Release of Health and Education Information Fill out this form to allow District staff, such as the school nurse, to communicate directly with your child's health care provider.
FERPA vs. HIPAA
The privacy of health records is protected by federal laws commonly called FERPA and HIPAA. FERPA is a Federal law that protects the privacy of students' education records. It applies to educational institutions that receive funds under any program administered by the US Department of Education. HIPAA is a federal law related to the maintenance of health records in health-related institutions. It includes a privacy rule that protects the disclosure of health information without patient authorization. Refer to this document written jointly by CDE and HHS dated November 2008 for further clarification on FERPA and HIPAA and how it relates to school health records:Joint Guidance on the Application of FERPA And HIPAA To Student Health Records
Health Records
The Health Folder contains school health records for each student. It is initiated when the child enrolls in school with the following documents (See Enrollment):
  • Elementary Student Health and Family History Questionnaire (pink form)
  • Immunization Record/Proof of vaccines received or Medical Exemption – Shots for School Information
  • California School Immunization Record (blue form)
  • Oral Health form – TK/Kinder or 1st grade only
  • Report of Health Examination for School Entry CHDP form or Waiver of Health Examination- Kinder or First only
  • Birth certificate

The health record follows the student through twelfth grade. Some health data is recorded electronically (beginning 6/2009). Data maintained in the electronic health record or hard copy health folder may include:
  • Medical/health problems
  • Immunization records
  • Vision screening results – mandated for TK/kinder, 2nd, 5th, and 8th grade
  • Hearing screening results – mandated for kinder, 2nd, 5th, 8th, and 10th grade
  • Health information from physicians or other health providers (if applicable)
  • Health related visits - parent or student contacts and interventions may be recorded electronically to be part of the academic record accessible by nursing staff, counselors and administrators.