FERPA- Daily Logs

[SchoolRNOH]

I was wondering if anyone had any advice for this little dilemma that I'm having- I initiated a new daily log form at one of my schools. The "log" is no longer kept as a running daily log of all the students that come to see the clinic (I'm only here two days a week, on those days they students visit the main office). I have purchased forms that I fill out with all the same information as a daily log, one copy goes in the students file the other is sent home so parents are aware that the student visited the nurse. Yesterday the health department stopped in (of course on the day I'm at another school) and asked the secretary if they kept a daily log. She produced a copy of the old log which keeps a daily running list of all the students which I know is a violation of FERPA and she is now refusing to use the new forms because she claims they are not a daily log. Does anyone know where I can find specific information on how this log that she is insisting on using is a violation?! The health department does not regulate FERPA so they weren't concern with a running daily log. Little back note this secretary is a nun at a private school and very set in her ways! She has given me a hard time since I started- HELP!

[schooldistrictnurse]

"Apr 5, '09 by bergren

It is legal to use "memory joggers", papers with mutliple names that are eventually destroyed when a notation is made in a student's permanent record. A temporary health room log or worksheet would meet FERPAs definition of that. But you would need to make that transfer to the permanent record within a reasonable period of time in order for it to be considered the "orginal"record under best evidence laws. Worksheets or memory joggers should be destroyed immediately after transcribing into the permanent record. Plus, if in a situation where there is a lawsuit or a supeona of the records, if the attorney finds out you have a log in addition to the permanent record, you would be required to provide it.

You want to avoid a system that automatically requires double documentation. School nurses already spend a greater percentage of time documenting than acute nurses. You do not want to exacerbate that by documenting twice. The card system avoids that if electronic records are not an otion."

This quote from a previous thread is how I justify our "daily log," which is temporary and eventually transcribed to the electronic system. I know this isn't the best and will look for other replies to find a better system. Thanks for bringing up the question!

[NutmeggeRN, BSN]

The health department does not regulate FERPA but the State Department of Education does....see if they can help you. Not sure if being private makes a difference?