Cumulative School Health Records

School Board Policy 5100.1, Student Records: Confidentiality and Family Educational Rights, defines that student records are official and confidential documents protected by Florida Statute 1002.22 and the Family Educational Rights and Privacy Act (FERPA) and include records that schools or education agencies maintain about students, with some exceptions (see School Board Policy 5100.1). Health records created and/or maintained by school district staff are considered student records.

Portions of the student’s health records may be stored in separate offices or clinics for the ease of those staff requiring access. Despite their location, any of the following documents are considered part of the student’s Cumulative School Health Records:

  • Immunization status and certification (Florida Department of Health Form 680)
  • Health history and other health information that the parent/student provides such as chronic diseases/conditions, medications, allergies, etc.
  • Physical examination for school entry (Florida Department of Health Form 3040)
  • Routine health screenings, referrals and related outcomes
  • Injuries and illness requiring care
  • Nursing assessments
  • Nursing care plans
  • Counseling or health matters
  • Consultation with school personnel, parents, students, service providers, about a student’s health problems

The Florida Department of Health provides a four-page form titled, the Health Cumulative Record Form 3041. This can be used as a folder to contain the cumulative health documentation noted above. These forms are free and can be obtained by the school bookkeeper from the BCPS Warehouse (Materials and Logistics).