Records and Transcripts

What the record holds

• The permanent transcript record: the student's name and date of birth, enrollment dates, courses, final grades, any credits, and the Qur'an summary.
• The working record: schoolwork and feedback, attendance in minutes, Qur'an progress detail, report cards, advisor notes, and accommodation plans.
• Kept apart: safeguarding records, which never form part of the education record shared with families or other schools.

Sending records to the next school

We send a student's records to their next school within 10 school days of a request, whatever balance is owed. We never hold a child's records to collect a debt. We send records only to recipients the family authorizes, and there is no charge for sending them to the next school.

Transcripts and letters

• Families can view grades and report cards in the Family Portal at any time.
• An official transcript is sent on request, signed by our registrar, to the recipient you name.
• An enrollment verification letter, stating the program, grade, dates, and status, is available on request for a district, an insurer, a benefits office, or travel.
• Requests go through the Family Portal or to office@southernislamicinstitute.org.

Your rights over the record

We follow the core protections of the federal Family Educational Rights and Privacy Act, although as a school without federal funding we are not bound by it by law.

• Inspect and review. Ask to see your child's education records; we respond within 30 days.
• Correction. Ask us to correct a record you believe is inaccurate or misleading. If we decline, we tell you why in writing, and you may give us a written statement of disagreement. Our registrar keeps it with your child's record and sends a copy with that part of the record whenever it is shared.
• Who has seen it. Your Family Portal shows who opened your child's record, with the child-protection exceptions set out in our Privacy Policy.
• Notice of these rights. This policy and our Privacy Policy are our notice of these rights. Our Terms of Enrollment, which you agree to when your child enrolls, link to both, and both are always on this site.

Who else may receive it

We disclose a student's records outside the school only with written consent, except:

• to the student's next school, at the family's request;
• to comply with a lawful subpoena or court order, after notifying the family first unless the order forbids it;
• to a child protection agency when we report a concern;
• in a genuine health or safety emergency.

Every disclosure is logged with the recipient and the reason. The family can see each one, except a report to a child protection agency, which is kept with our safeguarding records and never shown to families. Court orders restricting a parent's access to records are honored.

When a student turns 18

When a student turns 18, the rights in this policy belong to the student. While the student remains enrolled, parents keep their access to the student's academic records, and we tell the student this in writing on their 18th birthday.

How long records are kept

• The permanent record (the transcript, report cards, and yearly attendance totals) is kept for 60 years after the student leaves.
• Schoolwork, quiz answers, reflections, and lesson progress are kept for 1 year after the course ends.
• Daily attendance, absences, declarations, and the instructional log are kept for 5 years after the school year ends, so families have them for state homeschool or umbrella-school records.
• Qur'an progress detail is kept for 3 years after the student leaves; a summary is kept with the permanent record.
• Other periods are in our Data Retention Policy.

If SII closes

If SII ever closes, each child's records are sent to the family or the next school within 10 school days. The transcript records stay safe for 60 years, and we will publish who holds them and how former students can request a transcript.