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KLG-R, Relations with State and Federal Agencies Records Procedures

KLG-R, Relations with State and Federal Agencies Records Procedures

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Beginning July 1, 2025, the District must not collect the following personally identifying information for (1) employees, (2) students or their parents, guardians, or relatives, or (3) members of the general public, except as required by federal or state law, as necessary to perform duties, or to verify a person’s eligibility for a government-funded program if verification is a necessary condition of government funding or participation:

  1. Place of birth;
  2. Immigration or citizenship status; or
  3. Information from passports, permanent resident cards, alien registration cards, or employment authorization documents.

Records and Access Procedures

The District’s procedure for providing personally identifying information about students and their parents, guardians, or relatives is set forth in District Policy JRA/JRC.

The District’s procedure for providing personally identifying information about employees is set forth in District Policy GBJ.

The District’s procedure for providing personally identifying information about the general public is set forth in District Policy KDB.

The procedure for access to District facilities is set forth in District Policy ECA/ECAB and District Policy KI.

The District procedure for providing personally identifying information in response to federal immigration authorities who have a subpoena, order, or warrant issued by a federal judge or magistrate is as follows:

  1. Notify the following designated employee or, if they are not available, their alternate:
    Designated Employee: Director of Safety and Security
    Alternate: Safety and Security Manager

  2. If the immigration official is on District property, instruct the immigration official to remain in a designated area until the designated employee arrives;

  3. The designated employee will collect and review the following information from the immigration official, who will be instructed to remain in the designated area pending the designated employee’s review of the information and determination of next steps:

    1. The official’s first and last name and badge number;

    2. The official’s employer;

    3. The name and phone number of the official’s supervisor;

    4. The purpose of their visit;

    5. Any documentation related to the visit, including any valid warrants, orders, or subpoenas:

  4. The designated employee or building staff may place a building into a safety action utilizing the Standard Response Protocol when an unidentified person/s is on campus without appropriate identification or valid warrants, orders, or subpoenas.

  5. The designated official will forward this information to the Superintendent’s Office.

  6. The designated official will inform the person who is the subject of the records of the request for access or information, as appropriate.

If the immigration official enters District property beyond the designated area prior to the completion of the above-mentioned steps, staff should not attempt to impede the official. Instead, staff should document the official’s noncompliance with this regulation and report those actions to the designated employee.

Adopted September 17, 2025