Prepare the file for a student-record access request
Key facts
- Human involvement
- YellowClose supervision
- How AI is used
- From the request and the provider's record list, note who asked, whether identity has been checked, what personal information is asked for, where the provider holds or controls a record of it, and the date the request was received. Do not decide to grant or refuse access, and do not write the refusal notice.
- What the lawyer must review
- The lawyer decides whether the provider is an APP entity that holds the information, whether the requester is the individual or a person authorised to ask, and whether an agency ground or an organisation ground for refusal applies. An agency must respond within 30 calendar days after the day it receives the request, by giving access or refusing it. An organisation must respond within a reasonable period, which as a general guide should not exceed 30 calendar days. A refusal needs a written notice with reasons. Access is given in the manner requested if that is reasonable and practicable. A government school may be under a state information law rather than the APPs, and the lawyer confirms which regime applies before the APP periods are used.
- Written for / version
- US
Open a jurisdiction version of this task to see which instruments apply: US
Who does what
| Role | What they do |
|---|---|
| Assistance | From the request and the provider's record list, note who asked, whether identity has been checked, what personal information is asked for, where the provider holds or controls a record of it, and the date the request was received. Do not decide to grant or refuse access, and do not write the refusal notice. |
| Lawyer | Set the scope, supervise the work closely, verify every part relied on, resolve omissions and exceptions, and approve the exact output. |
Checklist
- Confirm the response period is counted from the day after receipt, and that the agency or organisation rule has been selected.
- Confirm identity was checked with the least personal information needed, and that another person's privacy has been considered before access.
- Confirm a refusal, if there is one, is a notice the lawyer writes, with reasons, and is not generated from the file note.
Sources
These are suggested working checks. Confirm the required checking with the responsible lawyer before work starts; the checking approach does not establish permission to use AI.
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