Program and Services
Number 4.21b
Effective Date November 15, 2007
Revision Date September 4, 2007
Revision No.
Page No. 1 of 2
Approval:
1.0.
PURPOSE:
To provide a uniform procedure for use, transfer and storage of student school records within adult correctional facilities. Maintenance of consistent student records and transfer of those records is necessary for the efficient operation of adult schools within Institutional Education Programs.
2.0
APPLICABILITY:
Procedure applies to all Institutional Education Programs located within adult state correctional facilities.
3.0
POLICY STATEMENT:
Inmate students very often participate in or complete various programs at different facilities. Their educational histories may span a period of many years. Therefore, it is essential that records and documentation are maintained in a formal, sequential way. The transfer of these records enables the student and the school to address needs in a more efficient manner. Maintenance of cumulative records, following parole/discharge, can provide the student with valuable information needed for employment, training opportunities or higher education. Research and evaluation of student records can also provide a vehicle for appropriate future program planning and improvement.
4.0
DEFINITIONS:
4.1 “GED” means General Educational Development
4.2 “DOC” means Division of Corrections.
5.0
PROCEDURES:
5.1 The principal/lead teacher at each facility is responsible for the implementation
of this policy.
5.2 The principal/lead teacher shall ensure that each Institutional Education Program
within an adult state correctional facility maintains educational records for all
inmates in the population and transfers those records in accordance with these
procedures.

Section Program and Services
Number 4.21b
Effective Date November 15, 2007
Revision Date September 4, 2007
Revision No.
Page No. 2 of 2
5.3 An educational record for each inmate in the population will be maintained in the
school office, utilizing a standard form. (Attachment 1: Adult Education Transcript).
All program completions, certificates, diplomas, awards, honors, or any other noteable
activities are to be entered into the cumulative record. The Adult Education Transcript
card provides a vehicle for the maintenance of all TABE, G.E.D., and Official Practice
Test (OPT) scores, as well.
5.4 Confidentiality of inmate school records shall be maintained. “Release of Information”
forms shall be signed by the inmate student prior to the dissemination or procurement
of educational records to or from anyone outside of the West Virginia Department
of Education.
5.5 For inmates entering through a DOC reception center, the Adult Education Transcript
will be established at reception.
5.6 When an inmate is transferred from one facility to another, the original student record shall
be transferred to the education department at the receiving facility within ten (10)
working days. The original Adult Education Transcript card will always be transferred.
Other information will be transferred as available.
5.7 Every institutional school shall verify all G.E.D. or high school diplomas, if this has not
been previously done, or the verification (transcript, copy of diploma, letter from other
educational entity, or notation by principal/lead teacher) is not present in the master
education file.
5.8 Education records on inmates who are paroled or discharged will be kept in an
inactive file for five (5) years and then destroyed.
6.0
AUTHORITY
6.1 State Board of Education Policy 1471: Education in the State’s Correctional Institutions.
6.2 State Board of Education Policy 4350: Procedures for the Collection, Maintenance and
Disclosure of Student Data.