Access to School Records

  • Parents have the right to review and obtain copies of their student's school records and limit third parties' access to the records. It is advisable for parents to inspect the student's education records periodically.

    Student records consist of all "records, files, documents, and other materials which contain information directly relating to a student and which are maintained by an educational agency" including, but not limited to discipline folders, psychological reports, health files, grade reports, or other records contained or found in a cumulative folder.

    Rights of Access with Consent
    A parent, guardian, or individual acting a a parent of a student in the absence of a parent or guardian, has rights of access and consent under FERPA. Either parent has a right of access to a child's records unless a court order, state law, or "legally binding document relating to such matters as divorce, separation, or custody," provides otherwise.

    Third Party with Consent
    An educational institution cannot disclose personally identifiable information to a third person (e.g. attorney, friend, lay advocate, relative, social worker, etc.) unless it has first received written consent from the parent. The written consent must be signed and dated and must specify the following:

    The records to be disclosed; 
    The purpose of the disclosure; 
    The party to whom the disclosure is to be made.

    Rights of Access without Consent
    School officials need not obtain prior parental consent before releasing records to the following:

    Other school officials, including teachers in same school district who have "legitimate educational interests;"

    Officials in a school district to which the child intends to or seeks to enroll;

    Various state and national education agencies for federal program monitoring purposes;

    Student financial aid officials, only to the extent necessary to determine eligibility for such aid, the amount of the aid, the conditions for the aid, or to enforce their terms and conditions of the aid;

    Anyone to whom the school is required to report information pursuant to a state law in effect before November 19, 1974;

    Research organizations including federal, state, and local agencies, provided the study is done in a manner which guarantees the confidentiality of the information gathered;

    Accrediting organizations;

    Officials in a health or safety emergency where such information is necessary to protect the health or safety of students or others;

    Other persons in compliance with a lawful court order or subpoena provided the educational institution makes a reasonable effort to notify the parent before complying.

    Parents or guardians may view their child's records by contacting the principal's office and scheduling an appointment with the principal who will review and interpret all requested records with the parents. Requests will be granted within 45 days.

    Parents or guardians may request copies of records by completing an Access of School Record Form which must be approved by the Superintendent of Schools. The District may charge a fee of twenty-five ($ .25) cents per page.

    Challenging Information in School Records
    A parent may request that a school amend or delete any information believed to be inaccurate or misleading, or which violates the privacy or other rights of the student. A school district's decision whether or not to amend the record must be made within a reasonable period of time.

    If the school district refuses to amend or delete information in a school record, it must inform the parent that he or she has the right to comment on the contested information in the record and/or state why he or she disagrees with the school district's decision.