5125
Policy
Students
Students
Records
Principals of
each school will be responsible for maintaining, securing and protecting the
confidentiality of all current students' records. The building principals shall annually notify
parents and students of their Family Education Rights and Privacy Act
rights.
For the
purposes of this policy the following definitions of terms are used:
Student - any
person who attends or has attended the
Eligible
Student - any student or former student who has reached age 18 or is attending
a post secondary school
Parent -
either a natural parent of a student, a guardian, or an individual acting as
parent or guardian in the absence of the student's parent or guardian.
Education
Records - any record in handwriting, print, tape, film or other medium
maintained by the
Except:
-a personal record kept by a school
staff member if it is kept in the personal possession of the individual who
made the record and information contained in the record has never been revealed
or made available to any other person except the maker's temporary substitute;
and:
- an
employment record which is used only in relation to a student's employment by
the Ashland-Greenwood Public School; and
- alumni records which contain
information about a student after he or she is no longer in attendance at
Ashland-Greenwood Schools and which does not relate tot the person as a student
at Ashland-Greenwood Schools.
Parents of
students or eligible students may inspect and review the student's education
records by submitting to the principal a written request which identifies the
record or records he/she wishes to inspect.
The Principal
will make the needed arrangements for access as promptly as possible and notify
the parent or eligible student of the time and place for inspection of the
records. Such access will be granted
within 45 or fewer days from the receipt of the written request for inspection.
If the parent
or eligible student wishes copies of the records requested for inspection, such
desire should be indicated within the written request.
When a
requested record contains information about students other than the parent's
child or eligible student, the parent or eligible student may not inspect and
review the portion of the record which pertains to other students.
Ashland-Greenwood
Public Schools will not refuse to provide copies of student records to parents
or eligible student provided that doing so is fully in compliance with all
relevant state and federal requirements.
TYPES, LOCATIONS AND CUSTODIANS OF
EDUCATION RECORDS
The following
table indicates what records are maintained by the Ashland-Greenwood Public
Schools, where those records are maintained, and who maintains those records
(or designates said custodian):
Cumulative
School Principal's
Office Principal
Record
(Active)
Cumulative
School Supt.'s
Office Superintendent
(Inactive)
Free and
Reduced Office
Manager's Office Office Manager
Lunch
Health
Records Principal's
Office Principal
School Nurse
Special
Education
Records Principal's
Office Principal
Discipline
Records Principal's
Office Principal
Special Test
Records Principal's
Office Principal
Current
Attendance Principal's
Office Principal
Records
Other Records Collected
on Principal
request by
Principal's
Office
DISCLOSURE OF EDUCATION RECORDS
The
Ashland-Greenwood Public Schools will disclose information from a student's
education records only with the written consent of the parent or eligible
student
EXCEPT:
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, medical consultant or therapist); or a parent or student serving on an
official committee, such as a disciplinary or grievance committee or assisting
another school official in performing his or her tasks.
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.
Upon
request, the District discloses education records without consent to officials
of another School District in which a student seeks or intends to enroll.
RECORD OF REQUESTS FOR DISCLOSURE
Ashland-Greenwood
Public Schools will maintain a record of all requests for and/or disclosure of
information from a student's educational records, excluding requests of school
officials and requests for directory information. The record will indicate the
name of the party making the request, any additional parties to whom it may be
disclosed, and the legitimate interest the party had in requesting or obtaining
the information. The record may be
reviewed by the parents or eligible student.
DIRECTORY INFORMATION
The
District may disclose directory information. The types of personally
identifiable information that the District has designated as directory
information are as follows:
1.
Student’s Name, address, telephone listing,
and the name, address, telephone listings (if not unlisted), e-mail address and
work or other contact information of the student’s parent/guardian or other
adult acting in loco parent or with authority to act as parent or guardian in
educational matters for the student;
2.
School and dates of attendance;
3.
Student’s current grade;
4.
Student’s enrollment status (e.g. full-time
or part-time);
5.
Student’s date of birth and place of birth;
6.
Student’s extra-curricular participation;
7.
Student’s achievement awards or honors;
8.
Student’s weight and height if a member of an
athletic team;
9.
Student’s photograph; and
10. School
or school district the student attended before he or she enrolled in
Ashland-Greenwood Public Schools.
Notwithstanding the
foregoing, the District does not designate as directory information personally
identifiable information from students’ education records where the District
determines that the disclosure to the potential recipient poses a risk to
student safety or well-being, including but not limited to circumstances where
the potential recipient is a registered sex offender and the personally
identifiable information would permit the potential recipient to communicate
with or otherwise contact the student.
A
parent or eligible student has the right to refuse to let the District
designate information about the student as directory information. The period of
time within which a parent or eligible student has to notify the District in
writing that he or she does not want information about the student designated
as directory information is as follows: two weeks from the time this
information is first received. Please contact the Superintendent’s office
indicate your refusal to have your child’s information designated as directory
information.
The
District may disclose information about former students without meeting the
conditions in this section.
CORRECTION OF EDUCATION RECORDS
Parents
or eligible students may ask the School 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. 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.
The
District’s policy is for education records to be kept confidential except as
permitted by the FERPA law, and the District does not approve any practice
which involves an unauthorized disclosure of education records. In some courses
student work may be displayed or made available to others. Also, some teachers
may have persons other than the teacher or school staff, such
as volunteers or fellow students, assist with the task of grading
student work and returning graded work to students. The District does not
either approve or disapprove such teaching practices, and designates such
student work as directory information and/or as non-education records. Each
parent and eligible student shall be presumed to have accepted this designation
in the absence of the parent or eligible student giving notification to the
District in writing in the manner set forth above pertaining to the designation
of directory information. Consent will be presumed to have been given in the
absence of such a notification from the parent or eligible student.
FORMAL COMPLAINTS
Parents
and eligible students have 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 Avenue, S.W.
Washington, D.C. 20202-4605
Adopted: October 4, 1983
Revised: November 16, 1992
Revised: June
18th, 2012