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DoDEA School Health Services Manual 2942.0 Volume 1 Revised: 2016 DRAFT
reasons that DoDEA collected the information are compatible with the
reasons that the requestor asserts are his/her need to know. Nurses should
consult with their principal for authority to make such disclosures.
E.
Disclosures within the larger DoD community can be made when there is an
official need to know and DoDEA collected the information for a compatible
reason. Nurses should not make such disclosures without consulting their
principal, who may wish to consult with the DoDEA Privacy Office or the
DoDEA Office of the General Counsel.
F.
Disclosures outside DoD should be made only after consultation with the
school principal who should consult with the DoDEA Privacy Office or the
DoDEA Office of the General Counsel.
G.
Teachers and staff have the ability to access medical alert information via
their log-in to the approved DoDEA SIS.
H.
EAPs and Section 504 Accommodation Plans are considered to be student
health information, and are entitled to the same special protection available
to all other student health information. Staff members who receive a plan
will be directed by the principal through the school nurse not to share
information with others. These plans are distributed to school staff on a
“need-to-know” basis.
C-3-6
Guidelines for Storage and Disposition of Student Health Information
Health records of currently enrolled students are stored either in the individual
student’s health record (paper) or in the DoDEA-approved SIS (electronic). Paper
records are stored in a lockable storage area in the school nurse’s office, away from
other PA protected student education records. Electronically stored records are located
on DoDEA central server and are password-protected so that access is generally limited
to the school nurse.
Upon graduation, withdrawal, transfer or death, the student’s paper and
electronic health file should be purged in accordance with the requirements of DoD AI-
15. To the extent that certain portions of the student health record are retainable for
longer periods than other data, that data is stored with other data maintained in the
student’s cumulative file (i.e., his or her formal educational file record) until that is
either destroyed or portions transferred to the student transcript files.
A.
For graduating seniors and students who withdraw or transfer to a non-
DoDEA school, the school nurse shall prepare a summary report of student
immunizations. The report may also include a list of medical alerts, health
conditions or medications taken during school hours, if applicable. The
summary report is to be placed in the school prepared packet for
sponsor/parent/guardian to hand carry to the receiving school or mailed to
the receiving school upon request.
The report should never include