About Records

DPS correspondence and financial records are also stored in the Records Center for the period required by the NC Division of Archives and History. Personnel records for former employees are also microfilmed and may be retrieved by calling DPS Human Resources.

Due to volume, the Records Center requires three to five business days to fulfill all requests.

Records for Current Students

1. Records for a student who completed elementary or middle school will be transferred to the assigned middle or high school during the summer.  For students who have transferred OUT of Durham Public Schools, records will only remain at those assigned schools for the first 20 days after the start of school.  After the 20 day mark, all NO SHOW Records are returned to the previous school of record.  Call the Records Center at 919-560-3707 if you have trouble locating these records. 
2. Records for elementary and middle school students who withdraw from the Durham Public Schools during the school year are held at the last school of record.  Continue to address requests for those records to the former school and they’ll fax your request to the Records Center if the record has already been transferred.

Recent Grads

Call the school and ask to speak to the Records Specialist.  Find out what the fee for a certified copy of a record is so you can mail your request for records or make an appointment to pick up your record.  

Records for Students who Withdrew or Graduated More Than 3 Years Ago

If you need a record for a student who withdrew or graduated before 7/1/2008, please contact the Records Center.

However, if you received special services while you were enrolled in Durham Public Schools, your confidential file will be transferred to the Records Center by June 30 of the same year in which you earn your Certificate or Diploma. 

The confidential file is not permanent.   In fact, they are retained for FIVE years from point of withdrawal or graduation.  And, you may need information from this file if you apply for disability services, for instance, so please retain copies of important documents that your teacher will provide or call the Records Center before FIVE years is up!

Send  a completed DPS Records Request form to the Records Center by fax: (919) 560-2557.    This form may also be copied and completed in an e-mail to the Records Center.   Be sure to include your phone number!  If a fee is required, we’ll call you.

Remember to bring your NC State ID or Driver’s License if you plan to pick up your record (or your child’s record)

Please note:  The Records Center does not duplicate diplomas.

Requesting Student Records

Students who are 18 or older, their parents, and other K-12 schools where students have enrolled may request a student’s record.  Fees may be charged for copies of records, including certified copies of transcripts.  See Policy 4204.2 Fees for Copies of Records and Policy 2105.1 Public Documents.  No fees will be charged for copies of records to be mailed directly to students’ new K-12 schools.

For Driver Education Records, contact David Roberson, 919.560-3702

School records pave the way! 

1. The first and most important record in the student’s cumulative education record is the Student Data Sheet that parents complete when students enroll in Durham Public Schools.   Your current phone numbers are critical to help us reach you in an emergency.   We want to stay in touch with you about your child’s school experience, too. Fax or send an updated Student Data Sheet to your school if phone numbers, addresses, or emergency contacts have changed.  Please complete the entire form with signature and date included.
2. Review your high school transcript BEFORE you graduate (and soon thereafter) to be sure that it shows ALL of the courses and credits that you earned.  Be sure that the ACTUAL DATE of graduation appears.   It should include your test scores and COMPLETE immunization record too.   (That will be especially important if you’re heading to college or to work in a health services environment!) 

Quick Links

• Family Educational Rights and Privacy Act (FERPA):
  www.ed.gov/policy/gen/guid/fpco/ferpa/index.html
• Collection at the Durham County Public Library:
  www.durhamcountylibrary.org
• Records Retention and Disposition Schedule for Local Education Agencies:
  www.ah.dcr.state.nc.us/records/local/schoolschedulefinal.pdf