The board recognizes the importance of maintaining student records and preserving their confidentiality. For purposes of this policy and other policies relating to student records, student is defined as an enrolled individual in pre-kindergarten through twelfth grade, including children in District-sponsored child-care programs.
Student records containing personally identifiable information are kept confidential at collection, storage, disclosure, and destruction stages. The board’s 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 will 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 post-secondary education at the post high school level. Parents of an eligible student are 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 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. Parents may inspect an instrument used for the purpose of collection of student personal information prior to the instrument’s use.
A student record may contain information on more than one student. Parents will have the right to access the information relating to their student or to be informed of the information. Eligible students will also have the right to access the information relating to themselves or be informed of the information.
Parents and eligible students will have a right to access the student's records upon request without unnecessary delay and in no instance more than forty-five (45) calendar days after the request is made. Parents, an eligible student or an authorized representative of the parents will 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 are 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 will 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 is made to the student record, the district will 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 will 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 are informed that they have a right to place an explanatory letter in the student record commenting on the district's decision and setting forth the reasoning for disagreeing with the district. Additions to the student's records will 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 will also be disclosed.
Student records may be disclosed in limited circumstances without parental or eligible student's written permission. When a disclosure is made without parental or eligible student’s written permission, it is disclosed 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:
• to District 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;
• to officials of another school 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;
• to the United States Comptroller General, the United States Attorney General, the United States Secretary of Education or state and local educational authorities;
• 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;
• to organizations and/or their authorized representatives conducting audits, evaluations, and/or studies to evaluate the effectiveness of education programs, provided the district has a written agreement with the organization conducting the audit, evaluation, and/or study;
• to accrediting organizations;
• to parents of a dependent student as defined in the Internal Revenue Code;
• to comply with a court order or judicially issued subpoena consistent with an interagency agreement between the district and juvenile justice agencies;
• in connection with a health or safety emergency; or,
• as directory information.
The superintendent will keep a list of the individuals and their positions who are authorized to view a 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 will 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, or electronically kept for the documents that can be.
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 are 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 involved.
The purpose of the agreement is 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 is 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 will remain confidential and will 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 ten (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 will also be informed about the procedures for carrying out this policy.
It is 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 is given in a parents' or eligible student's native language. Should the district collect personal information from students for the purposes of marketing or selling that information, the district will annually notify parents of such activity.
The notice will include a statement that the parents have a right to file a complaint alleging the district failed to comply with this policy. Complaints are forwarded to Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue, Washington, DC. 20202-5920.
Approved: 1994-95
Reviewed: FY 2015-2016, March 14, 2016, May 24,2021
Revised: February 24, 2017
The undersigned hereby requests permission to examine and/or receive copies of the Columbus Community School 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 the parent and/or legal guardian or of the above student or that they are 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.
(Signature)
(Printed Name)
APPROVED: Date:_______________________
Address:_____________________
Signature:____________________ City:________________________
Title:_________________________ State:__________ ZIP:_________
Dates:________________________ Phone Number:_______________
Approved: 10/16/14
Reviewed: FY 2015-2016, March 14, 2016, May 24,2021
Revised: 02/24/17
The undersigned hereby requests permission to examine and/or receive copies of the Columbus Community School 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:____________________________________________)
( )
(g)
A representative of a juvenile justice agency with which the school district has an interagency agreement.
( )
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.
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.
(Signature)
(Title)
(Agency)
APPROVED:
Date:
Signature:
Title:
Approved: 1994-95
Reviewed: FY 2015-2016, March 14, 2016, May 24,2021
Revised: 02/24/17
The undersigned hereby authorizes the Columbus Community School 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 ____________________0
The undersigned has the following relationship to the student:
_____________________________________________________________
_________________________ _________________________
(Signature) (Address)
_________________________ _________________________
(Printed Name) (City, State, Zip Code)
_________________________
(Phone Number)
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 _______________________ Community School 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 ________________________ Community School 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 ________________________ Community School 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)
To: ____________________________________________ Date: ________________________
Board Secretary, Custodian of Records
Columbus Community School District
I, the undersigned, believe certain student records of a student, ___________________________ (full legal name of student), a student at Columbus Community School 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)
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.
a. 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.
2. 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.
a. 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.
b. 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.
3. 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.
a. 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 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.
b. 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.
c. Upon request, the district discloses education records without consent to officials of another school district in which a student seeks or intends to enroll. (Note: FERPA requires a school 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).
4. 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 object in writing by October 1, to the principal. The objection needs to be renewed annually.
a. “Directory information” includes name, address, 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, 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 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.
b. Even though student addresses and telephone numbers are not considered directory information in every instance, military recruiters and post-secondary 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 post-secondary institutions and potential employers access to students must provide the same right of access to military recruiters.
5. The right to file a complaint with the United States 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, United States Department of Education, 400 Maryland Ave., SW, Washington, DC, 20202-5920.
The district may share any information with the parties contained in the student’s permanent record which is directly related to the juvenile justice systems’ 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 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.
Approved: 10/16/14
Reviewed: FY 2015-2016, March 14, 2016, May 24,2021
Revised: 02/24/17
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.
2. 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.
3. 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 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 District 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 parents, 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.
2. Student records may be released to official education and other government agencies only if allowed by state or federal law.
3. To release student records to other persons or agencies, written consent and/or authorization is 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.
4. 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 in advance.
5. 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.
2. 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.
3. 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.
4. 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 at their choice at their own expense.
5. 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.
6. 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.
7. 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.
Approved: 1994-95
Reviewed: FY 2015-2016, March 14, 2016, May 24,2021
Revised: 02/24/17