504 STUDENT RECORDS

504.1 STUDENT RECORDS ACCESS AND USE

The Board recognizes the importance of maintaining student records and preserving their confidentiality.  Student records containing personally identifiable information shall be kept confidential at collection, storage, disclosure and destruction stages.  The Board Secretary is the custodian of student records.  Student records may be maintained in the central administration office or administrative office of the student’s attendance center.
 
Parents and eligible students shall have access to the student’s records during the regular business hours of the District.  An eligible student is a student who has reached eighteen years of age or is attending an institution of postsecondary education at the post high school level.  Parents of an eligible student shall be provided access to the student records only with the written permission of the eligible student unless the eligible student is defined as a dependent by the Internal Revenue Code.  In that case, the parents may be provided access without the written permission of the student.  A representative of the parents or eligible student, who has received written permission from the parents or eligible student, may inspect and review a special education student’s records.  Parents, other than parents of an eligible student, may be denied access to a student’s records if the school district has a court order stating such or when the district has been advised under the appropriate laws that the parents may not access the student records.
 
A student record may contain information on more than one student.  Parents shall have the right to access the information relating to their student or to be informed of the information.  Eligible students shall also have the right to access the information relating to themselves or be informed of the information.
 
Parents and eligible students shall have a right to access the student’s records upon request without unnecessary delay and in no instance more than forty-five calendar days after the request is made.  Parents, an eligible student or an authorized representative of the parents shall have the right to access the student’s records prior to an Individualized Education Program (IEP) meeting or hearing.
 
Copies of student records will be provided if failure to do so would effectively prevent the parents or student from exercising the right to access the student records.  Fees for copies of the records shall be waived if it would prevent the parents or student from accessing the records.  A fee may not be charged to search or retrieve information from student records.
 
Upon the request of parents or an eligible student, the District shall provide an explanation and interpretation of the student records and a list of the types and locations of education records collected, maintained or used by the District.
 
If the parents or an eligible student believes the information in the student records is inaccurate, misleading or violates the privacy or other rights of the student, the parents or an eligible student may request that the District amend the student records.  The District will decide whether to amend the student records within a reasonable time after receipt of the request.  If the District determines an amendment shall be made to the student record, the District shall make the amendment and inform the parents or the eligible student of the decision in writing.   
      
If the District determines that amendment of the student’s record is not appropriate, it shall inform the parents or the eligible student of their right to a hearing before the hearing officer provided by the District.  If the parents’ and the eligible student’s request to amend the student record is further denied following the hearing, the parents or the eligible student shall be informed that they have a right to place an explanatory letter in the student record commenting on the District’s decision or setting forth the reasoning for disagreeing with the District.  Additions to the student’s records shall become a part of the student record and be maintained like other student records.  If the District discloses the student records, the explanation by the parents shall also be disclosed.
 
Student records may be disclosed in limited circumstances without parental or eligible student’s written permission.  This disclosure is made on the condition that the student record will not be disclosed to a third party without the written permission of the parents or the eligible student.  This disclosure may be made to the following individuals or under the following circumstances:
 
  1. to school officials within the District and AEA personnel whom the Superintendent has determined to have a legitimate educational interest, including, but not limited to, Board Members, employees, school attorney, auditor, health professionals, and individuals serving on official school committees;
  1. to officials of another District in which the student wishes to enroll, provided the other School District notifies the parents the student records are being sent and the parents have an opportunity to receive a copy of the records and challenge the contents of the records unless the annual notification includes a provision that records will automatically be transferred to new school districts;
  1. o the U.S. Comptroller General, the U.S. Secretary of Education or state and local educational authorities;
  1. in connection with financial aid for which the student has applied or which the student has received if the information is necessary to receive the financial aid;
  2. to organizations conducting educational studies and the study does not release personally identifiable information;
  3. to accrediting organizations;
  1. to parents of a dependent student as defined in the Internal Revenue Code;
  1. to comply with a court order or judicially issued subpoena;
  1. to comply with an interagency agreement between the School District and juvenile justice agencies;
  1. in connection with a health or safety emergency; or,
  1. as directory information.
 
The Superintendent shall keep a list of the individuals and their positions who are authorized to view a special education student’s records without the permission of the parents or the eligible student.  Individuals not listed are not allowed access without parental or an eligible student’s written permission.  This list must be current and available for public inspection and updated as changes occur.
 
The Superintendent shall also keep a list of individuals, agencies and organizations which have requested or obtained access to a student’s records, the date access was given and their legitimate educational interest or purpose for which they were authorized to view the records.  The Superintendent, however, does not need to keep a list of the parents, authorized educational employees, officers and agencies of the District who have accessed the student’s records.  This list for a student record may be accessed by the parents, the eligible student and the custodian of student records.
 
Permanent student records, including a student’s name, address, phone number, grades, attendance record, classes attended, grade level completed and year completed may be maintained without time limitation.  Permanent student records will be kept in a fire-safe vault.
 
When personally identifiable information, other than permanent student records, no longer needs to be maintained by the  District to provide educational services to a special education student, the parents or eligible student shall be notified.  This notice is normally given after a student graduates or otherwise leaves the District.  If the parents or eligible student request that the personally identifiable information be destroyed, the District will destroy the records.  Prior to the destruction of the records, the District must inform the parents or eligible student the records may be needed by the parents or eligible student for social security benefits or other purposes.  In the absence of parents or an eligible student’s request to destroy the records, the District must maintain the records for at least three years after an individual is determined to be no longer eligible for special education.
 
The District will cooperate with the juvenile justice system in sharing information contained in permanent student records regarding students who have become involved with the juvenile justice system.  The District will enter into an interagency agreement with the juvenile justice agencies (agencies) involved.
 
The purpose of the agreement shall be to allow for the sharing of information prior to a student’s adjudication in order to promote and collaborate between the District and the agencies to improve school safety, reduce alcohol and illegal drug use, reduce truancy, reduce in-school and out-of-school suspensions, and to support alternatives to in-school and out-of-school suspensions and expulsions which provide structured and well supervised educational programs supplemented by coordinated and appropriate services designed to correct behaviors that lead to truancy, suspension, and expulsions and to support students in successfully completing their education.    
                                                                                                                  
The District may share any information with the agencies contained in a student’s permanent record which is directly related to the juvenile justice system’s ability to effectively serve the student.  Prior to adjudication information contained in the permanent record may be disclosed by the District to the parties without parental consent or court order.  Information contained in a student’s permanent record may be disclosed by the District to the agencies after adjudication only with parental consent or a court order.  Information shared pursuant to the agreement shall be used solely for determining the programs and services appropriate to the needs of the student or student’s family or coordinating the delivery of programs and services to the student or student’s family.  Information shared under the agreement is not admissible in any court proceedings which take place prior to a disposition hearing, unless written consent is obtained from a student’s parent, guardian, or legal or actual custodian.
 
Confidential information shared between the District and the agencies shall remain confidential and shall not be shared with any other person, unless otherwise provided by law.  Information shared under the agreement is not admissible in any court proceedings which take place prior to a disposition hearing, unless written consent is obtained from a student’s parent, guardian, or legal or actual custodian.  The District may discontinue information sharing with an agency if the District determines that the agency has violated the intent or letter of the agreement.
 
Agencies will contact the Principal of the attendance center where the student is currently or was enrolled.  The Principal will then forward copies of the records within 10 business days of the request.
 
The District will provide training or instruction to employees about parents’ and eligible students’ rights under this policy.  Employees shall also be informed about the procedures for carrying out this policy.
 
It shall be the responsibility of the Superintendent to annually notify parents and eligible students of their right to inspect and review the student’s records.  The notice shall be given in a parent’s or eligible student’s native language.
 
The notice shall include a statement that the parents have a right to file a complaint alleging the  District failed to comply with this policy.  Complaints shall be forwarded to Family Policy Compliance Office, U.S. Department of Education, 600 Independence Avenue, Washington, DC. 20202-4605.
 
 
*Revised:  03/13/95
*Revised:  04/08/02
*Reviewed:  01/15/07
*Revised:  12/13/10
*Reviewed:  04/08/13
*Reviewed: 10/9/17
*Revised: 10/10/22

504.1F RELEASE OF STUDENT RECORDS FORM

504.1F RELEASE OF STUDENT RECORDS FORM

 

Release of Records:

 

DATE: _____________________

 

TO:      _____________________     Name and address of previous school,

           _____________________    Medical Facility or Social Services

           _____________________

           _____________________

      

REQUEST FOR TRANSCRIPT OF CREDITS/STUDENT INFORMATION RELEASE:

In accordance with the Family Educational Rights and Privacy Act 1994, I hereby authorize the release of all records and pertinent information regarding the below named student to:

                                 

GUIDANCE DEPARTMENT

                                 GLENWOOD COMMUNITY HIGH SCHOOL

                                 504 E. Sharp Street

                                 GLENWOOD, IOWA  51534

 

STUDENT’S NAME: ___________________________________________________

GRADE IN SCHOOL: ___________________________________________________

BIRTH DATE: _________________________________________________________

                                  ______________________________DATE:__________

                                 SIGNATURE OF PARENT OR GUARDIAN/or

                                 SIGNATURE OF STUDENT IF OVER AGE 18

 

PLEASE INCLUDE:

____ TRANSCRIPTS/REPORT CARDS           ____PSYCHOLOCIAL RECORDS       

____ IMMUNIZATION RECORDS                    ____ CURRENT COURSES AND GRADES     

____SOCIOLOGICAL RECORDS                    ____ SPECIAL EDUCATION RECORDS    

____KEY TO GRADING SYSTEM USED        ____TEST DATA/STANDARDIZED TESTING

____ HEALTH/MEDICAL RECORDS              ____ COPY OF BIRTH CERTIFICATE

____ ATTENDANCE RECORDS                    ____ DISCIPLINE RECORDS

 

*Adopted: 12/11/17

*Reviewed: 10/10/22

 

504.1R STUDENT RECORDS ACCESS AND USE REGULATIONS

Student records are all official records, files, and data directly related to students, including all material incorporated into each student's cumulative record folder and intended for school use or to be available to parties outside the school or school system specifically including, but not necessarily limited to: dates of attendance; academic work completed; level of achievement (grades, standardized test scores); attendance data; scores on standardized intelligence, aptitude, and psychological tests; interest inventory results; health data; family background information; teacher or counselor ratings and observations; and verified reports of serious or recurrent behavior patterns.
 
The intent of this regulation is to establish procedures for granting requests from parents for access to their child's records, use of the data, and procedures for its transmittal within forty-five (45) calendar days.
 
A.         Access to Records
  1. The parent or legal guardian of a student will have access to these records upon written request to the Board Secretary and/or building administrator.  The parent or legal guardian will have the opportunity to receive an interpretation of the records, have the right to question the data, and, if a difference of opinion is noted, shall be permitted to file a letter in the cumulative folder stating the dissenting person's position.  If further challenge is made to the record, the normal appeal procedures established by school policy will be followed.
  1. A student, eighteen (18) years or older, has the right to determine who, outside the school system, has access to the records.  Parents of students who are eighteen (18) years or older, but still dependents for income tax purposes, may access the student's records without prior permission of the student.
  1. School officials having access to student records are defined as having a legitimate educational interest.  A school official is a person employed by the district as an administrator, supervisor, instructor or support staff member (including health or medical staff and law enforcement unit personnel); a person serving on the School Board; a person or company with whom the district has contracted to perform a special task (such as an attorney, auditor, AEA employee, medical consultant, or therapist); or a parent or student serving on an official committee, such as disciplinary or grievance committee or student assistance team or assisting another school official in performing his or her tasks.
 
B.        Release of Information to External Parties
  1. To release student records to other school(s) in which the student intends to enroll, the parent, legal guardian or eligible student must be notified of the transfer and the kinds of information being released unless the district annually notifies parents that the records will be sent automatically.
  1. Student records may be released to official education and other government agencies only if allowed by state or federal law.
  1. To release student records to other persons or agencies, written consent and/or authorization shall be given by the parent, legal guardian or a student of majority age. This consent and/or authorization form will state which records are released, to whom they are released, and the reason for the release.  A copy of the specific records being released will be made available to the person signing the release form if requested.
  1. Before furnishing student records in compliance with judicial orders or pursuant to any lawfully issued subpoena, the district will make a reasonable attempt to notify the parents, legal guardian or eligible student are notified in advance.
  1. Student records may be shared with juvenile justice agencies with which the district has an interagency agreement.  This information is shared without prior parental consent.  The agreement is a public document available for inspection.
 
C.        Hearing Procedures
  1. Upon parental request, the district will hold a hearing regarding the content of a student's records which the parent believes to be inaccurate, misleading or in violation of the privacy rights of students.
  1. The hearing will be held within a reasonable time after receipt of the parent or eligible student's request.  The parent or eligible student will receive reasonable advance notice of date, time, and place of the hearing.
  1. The hearing officer may be an employee of the district so long as the employee does not have a direct interest in the outcome of the hearing.
  1. The parents or eligible student will be given a full and fair opportunity to present evidence relevant to the issues.  The parent or eligible student may be represented by an individual of their choice at their own expense.
  1. The hearing officer will render a written decision within a reasonable period after the hearing.  The decision will be based upon evidence presented at the hearing and must include a summary of the evidence and the reasons for the decision.
  1. The parents may appeal the hearing officer’s decision to the Superintendent within five (5) calendar days if the Superintendent does not have a direct interest in the outcome of the hearing.
  1. The parents may appeal the Superintendent's decision, or the hearing officer’s decision if the Superintendent was unable to hear the appeal, to the Board within five (5) calendar days.  It is within the discretion of the Board to hear the appeal.
 
*Adopted:  12/13/10
*Reviewed:  04/08/13
*Reviewed: 10/9/17
*Reviewed: 10/10/22

504.1RFS STUDENT RECORDS REQUEST FORM FOR STUDENTS OR PARENTS

 

 
504.1RFS STUDENT RECORDS REQUEST FORM FOR STUDENTS OR PARENTS
 
The undersigned hereby requests permission to examine and/or receive copies of the District’s official student records of:
 
_______________________________________        ___________________
Legal Name of Student                                                 Date of Birth
 
The undersigned requests to examine and/or receive copies of the following official students records of the above student:
 
________________________________________
 
________________________________________
 
The undersigned (check one):
 
(  ) Does want copies of the above-stated student records. I understand that the District may charge me a reasonable fee for copies.
 
(  ) Does not want copies of the above stated student records.
 
The undersigned certifies that they are the parent and/or legal guardian of the above student or that they are the above student.
 
________________________________        ________________________________     
Signature                                                         Printed Name
 
______________                                            ________________________________
Date                                                                 Address
 
Approved: ________________                      ________________________________
                                                                       City, State and Zip
________________________________    
Signature                                                          ________________________________
                                                                          Phone Number
________________________________
Title
 
________________________________
Date
 
*Adopted:  12/13/10
*Reviewed:  04/08/13
*Reviewed: 10/9/17
*Revised: 10/10/22
Uploaded Files: 
PDF icon 504.1RFS.pdf

504.1C STUDENT RECORDS REQUEST FORM FOR NON-STUDENTS OR NON-PARENTS

The undersigned hereby requests permission to examine and/or receive copies of the District's official student records of:

 

 

 

 

 

 

(Legal Name of Student)

 

 

(Date of Birth)

 

 

 

 

 

 

 

 

 

 

The undersigned requests to examine and/or receive copies of the following official student records

of the above student:

__________________________________________________________________________

___________________________________________________________________________

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

The undersigned certifies that they are (check one):

 

 

(a)

An official of another school system in which the student intends to enroll.

(  )

 

(b)

An authorized representative of the Comptroller General of the United States.

(  )

 

(c)

An authorized representative of the Secretary of the U.S. Department of Education or U.S. Attorney General.

 

(  )

 

 

 

(d)

An administrative head of an education agency as defined in Section 408 of the Education Amendments of 1974.

 

(  )

 

(e)

An official of the Iowa Department of Education.

(  )

 

(f)

A person connected with the student's application for, or receipt of, financial aid. (specify details:____________________________________________)

 

(  )

 

 

 

 

 

The undersigned (check one):

 

(  )  does want copies of the above-stated student records.  I understand that the District may    charge me a reasonable fee for copies.

            (  )  does not want copies of the above-stated student records.

 

The undersigned agrees that the information obtained will only be re-disclosed consistent with state or federal law without the written permission of the parents of the student or the student if the student is of majority age.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

(Signature)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

(Title)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

(Agency)

 

 

 

 

 

 

 
                             

APPROVED:                                                                Date:                                                               

Signature:                                                                    Title:                                                               

Printed Name:                                                             Department/School:                                       

Contact Information:                                                                                                               

 

*Adopted:  12/13/10

 

*Reviewed:  04/08/13

*Reviewed 11/13/17

*Revised: 10/10/22

Uploaded Files: 
PDF icon 504.1C Student Records Request Form for Non-Students or Non-Parents (1).docx.pdf

504.1A RELEASE OF STUDENT RECORDS AUTHORIZATION

504.1A RELEASE OF STUDENT RECORDS AUTHORIZATION
 
The undersigned hereby authorizes the District and any of its agents to release official student records of:
 
_____________________________                ________________
Legal Name of Student                                     Date of Birth
 
_____________________________                _________________
Name of Last School Attended                          Dates of Attendance
 
The undersigned specifically authorizes the release of the following official student records of the above student: (If no records are specified, the undersigned authorized the release of all student records of the above student.)
 
_____________________________________________________________________
 
_____________________________________________________________________
 
The reason for the authorization: ___________________________________________
 
_____________________________________________________________________
 
Copies of the records shall be furnished to the following (check all that apply):
 
(  ) the undersigned
 
(  ) the student
 
(  ) other (please specify: ________________________________________________)
 
The undersigned has the following relationship to the student: ____________________
 
_______________________________        _______________________________
Signature                                                       Address
 
_______________________________        _______________________________
Printed Name                                                City, State, Zip Code
            
                                                                     _______________________________
                                                                     Phone Number
*Adopted:  12/13/10
*Reviewed:  04/08/13
*Reviewed: 10/9/17
*Revised: 10/10/22
Uploaded Files: 
PDF icon 504.1A.docx.pdf

504.1NF TRANSFER OF STUDENT RECORDS NOTIFICATION FORM

504.1NF TRANSFER OF STUDENT RECORDS NOTIFICATION FORM
 
To: _______________________________                    Date: ___________________
     Parent/Legal Guardian
     ________________________________
     Address
     ________________________________
     City, State, Zip Code
 
Please be notified that we have received a written statement that a student, _______________________ (full legal name of student), who previously attended District, intends to enroll in  ______________________ Community School District.
 
Please be further notified that the official student records of a student, ________________________ (full legal name of student), which were previously held by District, have been transferred to ________________ Community School District.
 
The records may now be accessed by contacting the records custodian at  ________________ Community School District.
 
If you desire a copy of such records furnished, please check here _____, and return this form to the undersigned at the District.  A reasonable charge will be made for the copies.
 
If you believe such records transferred are inaccurate, misleading or otherwise in violation of the privacy or other rights of the student, you have the right to a hearing to challenge the contents of such records.
 
_______________________________
Signature
_______________________________
Printed Name
_______________________________
Title
_______________________________
Agency
 
*Adopted:  12/13/10
*Reviewed:  04/08/13
*Reviewed: 10/9/17
*Revised: 10/10/22
Uploaded Files: 
PDF icon 504.1NF.docx.pdf

504.1RF HEARING REGARDING CORRECTION OF STUDENT RECORDS REQUEST FORM

504.1RF HEARING REGARDING CORRECTION OF STUDENT RECORDS REQUEST FORM
 
To: _____________________________                    Date: _____________________
 Board Secretary, Custodian of Records
 Glenwood Community School District
 
I, the undersigned, believe certain student records of a student, __________________________ (full legal name of student), a student at  District to be inaccurate, misleading or in violation of the student’s rights under state and federal law.
 
The student records which I believe are inaccurate, misleading or in violation of the student’s rights under state and federal law are:
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
 
The reason(s) I believe these student records to be inaccurate, misleading or in violation of the student’s rights under state and federal law are:
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
 
I have the following relationship to the student: ________________________________
 
I understand that I will be notified in writing of the time and place of the hearing; that I will be notified in writing of the decision; and I have the right to appeal the decision by so notifying the hearing officer in writing within ten days after my receipt of the decision or a right to place a statement in my child's record stating I disagree with the decision and why.
 
_______________________________            _______________________________
(Signature)                                                          (Address)
_______________________________            _______________________________
(Printed Name)                                                   (City, State, Zip Code)
                                                                           _______________________________
                                                                           (Phone Number)
 
*Adopted:  12/13/10
*Reviewed:  04/08/13
*Reviewed: 10/9/17
*Reviewed: 10/10/22
 
Uploaded Files: 
PDF icon 504.1RF_1.docx.pdf

504.1N STUDENT RECORDS

The Family Educational Rights and Privacy Act (FERPA) affords parents and students over eighteen (18) years of age ("eligible students") certain rights with respect to the student's education records, including the following rights:
  1. The right to inspect and review the student's education records within forty-five (45) days of the day the district receives a request for access.
    1. Parents or eligible students should submit to the school Principal (or appropriate school official) a written request that identifies the record(s) they wish to inspect.  The Principal will make arrangements for access and notify the parent or eligible student of the time and place where the records may be inspected.
  1. The right to request the amendment of the student's education records that the parent or eligible student believes are inaccurate or misleading or in violation of the student's privacy rights.
    1. Parents or eligible students may ask the District to amend a record that they believe is inaccurate or misleading.  They should write the school Principal, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading.
    2. If the district decides not to amend the record as requested by the parent or eligible student, the district will notify the parent or eligible student of the decision and advise them of their right to a hearing regarding the request for amendment.  Additional information regarding the hearing procedures will be provided to the parent or eligible student when notified of the right to a hearing.
  1. The right to consent to disclosures of personally identifiable information contained in the student's education records, except to the extent that FERPA authorizes disclosure without consent.
    1. One exception which permits disclosure without consent is disclosure to school officials with legitimate educational interests.  A school official is a person employed by the district as an administrator, supervisor, instructor or support staff member (including health or medical staff and law enforcement unit personnel); a person serving on the School Board; a person or company with whom the district has contracted to perform a special task (such as an attorney, auditor, AEA employee, medical consultant or therapist); or a parent or student serving on an official committee, such as a disciplinary or grievance committee or student assistance team or assisting another school official in performing his or her tasks.
    2. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.
    3. Upon request, the district discloses education records without consent to officials of another District in which a student seeks or intends to enroll.  (Note: FERPA requires a District to make a reasonable attempt to notify the parent or eligible student of the records request unless it states in its annual notification that it intends to forward records on request).
  1. The right to inform the District that the parent does not want directory information to be released.  Directory information can be released without prior parental consent.  Any student over the age of eighteen or parent not wanting this information released to the public must make objection in writing by September 15th, to the Principal.  The objection needs to be renewed annually.
    1. “Directory information” includes: name, major field of study, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, degrees and awards received, the most recent previous school or institution attended by the student, photograph and likeness and other similar information.
    2. Even though student addresses and telephone numbers are not considered directory information, military recruiters and postsecondary educational institutions may legally access this information without prior parental consent.  Parents not wanting military recruiters or post-secondary institutions to access the information must ask the District to withhold the information.  Also, districts that provide postsecondary institutions and potential employers access to students must provide the same right of access to military recruiters.
  1. The right to file a complaint with the U.S. Department of Education concerning alleged failures by the district to comply with the requirements of FERPA.  The name and address of the office that administers FERPA is:
Family Policy Compliance Office, U.S. Department of Education,
400 Maryland Ave., SW, Washington, DC, 20202-4605.
 
The district may share any information with the parties contained in the student’s permanent record which is directly related to the juvenile justice system’s ability to effectively serve the student.  Prior to adjudication, information contained in the permanent record may be disclosed by the School District to the parties without parental consent or a court order.  Information contained in a student’s permanent record may be disclosed by the District to the parties after adjudication only with parental consent or a court order.  Information shared pursuant to the agreement shall be used solely for determining the programs and services appropriate to the needs of the student or student’s family or coordinating the delivery of programs and services to the student or student’s family.  Information shared under the agreement is not admissible in any court proceedings which take place prior to a disposition hearing, unless written consent is obtained from a student’s parent, guardian or legal or actual custodian.  Information obtained from others shall not be used for the basis of disciplinary action of the student.  This agreement only governs a District’s ability to share information and the purposes for which that information can be used.
 
The purpose for the sharing of information prior to a student’s adjudication is to improve school safety, reduce alcohol and illegal drug use, reduce truancy, reduce in-school and out-of-school suspensions, and to support alternatives to in-school and out-of-school suspensions and expulsions which provide structured and well supervised educational programs supplemented by coordinated  and appropriate services designated to correct behaviors that lead to truancy, suspension, and expulsions and to support students in successfully completing their education.
 
The party requesting the information will contact the Principal of the building in which the student is currently enrolled or was enrolled.  The Principal will forward the records within ten (10) business days of the request.
 
Confidential information shared between the parties and the district shall remain confidential and shall not be shared with any other person, unless otherwise provided by law.  Information shared under the agreement is not admissible in any court proceedings which take place prior to a disposition hearing, unless written consent is obtained from a student’s parent, guardian or legal or actual custodian nor can it be used as the basis for disciplinary action of the student.
 
 
*Adopted:  12/13/10
*Reviewed:  04/08/13
*Reviewed: 10/9/17
*Revised: 10/10/22

504.2 STUDENT DIRECTORY INFORMATION

Student directory information is designed to be used internally within the District. For the purpose of this policy and other policies relating to student directory information, student is defined as an enrolled individual in kindergarten through twelfth grade, including children in School District sponsored child care programs, if any. Directory information is defined in the annual notice.  It may include the student's name, address, telephone number, date and place of birth, email address, grade level, enrollment status, major field of study, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, degrees and awards received, the most recent previous educational agency or institution attended by the student, student ID number that is displayed on a student identification card (provided it cannot be solely used to access the student's education records), photograph and other likeness, and other similar information.
 
The District may designate that certain directory information is available to specific parties and/or for a specific purpose.
 
Prior to developing a student directory or to giving general information to the public, parents of students, including those open enrolled out of the district and parents of children home-schooled in the district, will be given notice annually of the intent to develop a directory or to give out general information and have the opportunity to deny the inclusion of their child’s information in the directory or in the general information distributed about the students.
 
It shall be the responsibility of the Superintendent to provide notice and to determine the method of notice that will inform parents.
 
*Revised:  02/07/94
*Revised:  09/09/98
*Reviewed:  04/08/02
*Reviewed:  01/15/07
*Revised:  12/13/10
*Reviewed:  04/08/13
*Revised: 06/08/15
*Reviewed: 10/9/17
*Revised: 10/10/22

504.2F DENIAL OF AUTHORIZATION TO RELEASE STUDENT DIRECTORY INFORMATION

The District has adopted a policy designed to assure parents and students the full implementation, protection and enjoyment of their rights under the Family Educational Rights and Privacy Act of 1974.  A copy of the School District's policy is available for review in the office of the Principal of all of our schools.
 
This law requires the District to designate as "directory information" any personally identifiable information taken from a student's educational records prior to making such information available to the public.
 
The District has designated the following information as directory information:  student's name, address and telephone number; date and place of birth; e-mail address; grade level; enrollment status; major field of study; participation in officially recognized activities and sports; weight and height of members of athletic teams; dates of attendance; degrees and awards received; and the most recent previous educational institution attended by the student; the student ID number that is displayed on a student identification card (provided it cannot be solely used to access the student’s educational records), user ID or other unique personal identifier that is displayed on a student identification card (provided it cannot be solely used to access the student’s educational records);  photograph and other likeness and other similar information.  You have the right to refuse the designation of any or all of the categories of personally identifiable information as directory information with respect to your student provided that you notify the District in writing not later than the first Friday of September of the current school year.  If you desire to make such a refusal, please complete and return the slip attached to this notice. If you have no objection to the use of student information, you do not need to take any action.
 
RETURN THIS FORM
District Parental Directions to Withhold Student/Directory Information for Education Purposes, for 20   - 20   school year.
 
Student Name:                                                                  
Date of Birth:                                                           
School:
Grade:
Signature of Parent/Guardian:
Date:
 
This form must be returned to your child’s school no later than the first Friday in September of the current school year. Additional forms are available at your child’s school.
 
*Adopted: 06/08/15
*Reviewed: 10/9/17
*Revised: 10/10/22
Uploaded Files: 
PDF icon 504.2F_1_1.docx.pdf

504.2N STUDENT DIRECTORY INFORMATION NOTICE

 

The student handbook or similar publication given to each student which contains general information about the school shall contain the following statement, which shall be published at least annually in a prominent place or in a newspaper of general circulation in the District:
 
The following information may be released to the public in regard to any individual student of the District as needed.  Any student over the age of eighteen or parent not wanting this information released to the public must make objection in writing by the first Friday of September of the current school year to the building Principal.  The objection needs to be renewed annually.
 
Name, address, telephone listing, date and place of birth, email address, grade level, enrollment status, major field of study, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, degrees and awards received, the most recent previous school or institution attended by the student, student ID number that is displayed on a student identification card (provided it cannot be solely used to access the student's educational records), user ID or other unique personal identifier that is displayed on a student identification card (provided it cannot be solely used to access the student's educational records), photograph and likeness and other similar information. The following information may be published on the Internet: student photographs (first name, last initial only) and other likenesses, artwork or writing.
 
Dated ______________________________, 20___.
 
 
*Adopted:  12/13/10
*Reviewed:  04/08/13
*Revised: 06/08/15
*Reviewed: 10/9/17
*Revised: 10/10/22