506 - STUDENT RECORDS

506.1 - STUDENT RECORDS ACCESS

 

Code No.  506.1

Page 1 of 4

 

EDUCATION RECORDS ACCESS

 

The board recognizes the importance of maintaining education records and preserving their confidentiality as provided by law.  Education records are kept confidential at collection, storage, disclosure and destruction stages.  The board secretary is the custodian of education records.  Education records may be maintained in the central administration office or administrative office of the student's attendance center. 

 

Definitions

For the purposes of this policy, the defined words have the following meaning:

  • “Education Record” means those records that contain information directly related to a student and which are maintained by an education agency or institution or by a party acting for the agency or institution.
  • “Eligible Student” means a student who has reached eighteen years or attends a postsecondary institution. Parents/guardians of an eligible student are provided access to education 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/guardians may be provided access without the written permission of the student. 

 

An education record may contain information on more than one student.  Parents/guardians 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/guardian, eligible students, and other individuals authorized in accordance with law will have a right to access the student's education records upon request without unnecessary delay and in no instance more than forty-five calendar days after the request is made.  Parent/guardians, other than parents/guardians 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/guardians may not access the student records.  Parents/guardians, an eligible student or an authorized representative of the parents/guardians will have the right to access the student's education records prior to an Individualized Education Program (IEP) meeting or hearing.

 

Copies of education records will be provided if failure to do so would effectively prevent the parents/guardians or student from exercising the right to access the education records.  Fees for copies of the records are waived if it would prevent the parents/guardians or student from accessing the records.  A fee may not be charged to search or retrieve information from education records. 

 

Upon the request of parents/guardians or an eligible student, the school district will provide an explanation and interpretation of the education records and a list of the types and locations of education records collected, maintained or used by the school district.

 

If the parents/guardians or an eligible student believes the information in the education records is inaccurate, misleading or violates the privacy of the student, the parents/guardians or an eligible student may request that the school district amend the education records. 

 

 

 

 

 

 

 

 

 

Code No.  506.1

Page 2 of 4

 

EDUCATION RECORDS ACCESS

 

 

Education records may be disclosed in limited circumstances without parental/guardian or eligible student's written permission.  This disclosure is made on the condition that the education record will not be disclosed to a third party without the written permission of the parents/guardians or the eligible student.  This disclosure may be:

 

  • To school officials within the school 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/guardians the education records are being sent and the parents/guardians 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 U.S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education or state and local educational authorities;
  • In connection with a student’s application for, or receipt of, financial aid;
  • To organizations conducting studies for, or on behalf of, educational agencies or institutions for the purpose of developing, validating, or administering predictive tests, administering student aid programs, and improving instruction, if such studies are conducted in such a manner as will not permit the personal identification of students and their parents/guardians by persons other than representatives of such organizations and such information will be destroyed when no longer needed for the purpose for which it was conducted;
  • To accrediting organizations;
  • To parents/guardians 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 school district and juvenile justice agencies]
  • In connection with a health or safety emergency;
  • As directory information; or
  • In additional instances as provided by law.

 

The superintendent will keep a list of the individuals and their positions who are authorized to view a special education student's education records without the permission of the parents/guardians or the eligible student.  Individuals not listed are not allowed access without parental/guardian 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 education 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/guardians, authorized educational employees, officers and agencies of the school district who have accessed the student’s education records.  This list for an education record may be accessed by the parents/guardians, the eligible student and the custodian of education records. 

 

Permanent education 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 education records will be kept in a fire-safe vault or they may be maintained electronically with a secure backup file.

 

 

Code No. 506.1

Page 3 of 4

 

EDUCATION RECORDS ACCESS

 

When personally identifiable information, other than permanent education records, is no longer needed to provide educational services to a special education student, the parents/guardians or eligible student are notified.  This notice is normally given after a student graduates or otherwise leaves the school district.  If the parents/guardians or eligible student request that the personally identifiable information be destroyed, the school district will destroy the records, except for permanent records.  Prior to the destruction of the records, the school district must inform the parents/guardians or eligible student the records may be needed by the parents/guardians or eligible student for social security benefits or other purposes.  For purposes of policy, “no longer needed to provide educational services” means that a record is no longer relevant to the provision of instruction, support, or related services and it is no longer needed for accountability and audit purposes. At a minimum, a record needed for accountability and audit purposes must be retained for five years after completion of the activity for which funds were used.

 

[The school 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 school district will enter into an interagency agreement with the juvenile justice agencies (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 school 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 school 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 school district to the parties without parental/guardian consent or court order.  Information contained in a student's permanent record may be disclosed by the school district to the agencies after adjudication only with parental/guardian 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 school district and the agencies will remain confidential and will not be shared with any other person, unless otherwise provided by law.  The school district may discontinue information sharing with an agency if the school 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 a reasonable time following receipt of the request.

 

 

Code No. 506.1

Page 4 of 4

 

EDUCATION RECORDS ACCESS

 

The school district will provide training or instruction to employees about parents/guardians' 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/guardians and eligible students that they have the right to:

  1. Inspect and review the student's education records;
  2. Seek amendment of the student’s education records that the parent/guardian or eligible student believes to be inaccurate, misleading, or otherwise in violation of the student’s privacy rights;
  3. Consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that the law authorizes disclosure without consent; and
  4. File a complaint with the U.S. Department of Education concerning alleged failures by the district to comply with the law.

 

The notice is given in a parents/guardians' or eligible student's native language.  Should the school district collect personal information from students for the purposes of marketing or selling that information, the school district will annually notify parents/guardians of such activity.

 

The notice will include a statement that the parents/guardians have a right to file a complaint alleging the school 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. 20202-8520.

 

 

NOTE:  This is a mandatory policy.

 

NOTE: For districts that include the option language regarding the interagency agreement, please ensure that the policy is included in the student handbook in accordance with law.

 

 

 

 

Legal Reference:           20 U.S.C. § 1232g, 1415.

                                    34 C.F.R. Pt. 99, 300, .610 et seq.

                                    Iowa Code §§ 22; 279.9B, 280.24, .25, 622.10.

                                    281 I.A.C. 12.3(4); 41

                                    1980 Op. Att'y Gen. 720, 825.

 

           

Cross Reference:           501       Student Attendance

                                    505       Student Scholastic Achievement

                                    506       Student Records

                                    507       Student Health and Well-Being

                                    603.3    Special Education

                                    708       Care, Maintenance and Disposal of School District Records

                                    901       Public Examination of School District Records

 

 

Approved   Feb. 14, 2007 ; April 9, 2008                   

Reviewed   June 14, 2017                

Revised    June 14, 2017       

 

 

 

 

Board Policy East Buchanan Community Schools

506.1E1 - REQUEST OF NONPARENT FOR EXAMINATION OR COPIES OF STUDENT RECORDS

 

Code No.  506.1E1

 

 

REQUEST OF NONPARENT FOR EXAMINATION OR COPIES OF EDUCATION RECORDS

 

 

The undersigned hereby requests permission to examine the                                        Community School District's official education records of:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

(Legal Name of Student)

 

 

(Date of Birth)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

The undersigned requests copies of the following official education 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)

A state or local official to whom such is specifically allowed to be reported or disclosed.

 

(  )

 

 

 

 

 

(f)

A person connected with the student's application for, or receipt of, financial aid (SPECIFY DETAILS ABOVE.)

 

(  )

 

 

[(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 redisclosed 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:

 

 

 

 

 

 

 

Address:

 

 

 

Signature:

 

 

City:

 

 

 

Title:

 

 

State:

 

ZIP:

 

 

Dated:

 

 

Phone Number:

 

 

                                       

 

Board Policy East Buchanan Community Schools

506.1E10 - ANNUAL NOTICE - SPANISH

La FERPA (Family Educational Rights and Privacy Act), la ley que trata sobre el derecho a la privacidad y los derechos educativos de la familia, le depara a los padres y a los estudiantes mayores de dieciocho años (estudiantes emancipados) ciertos derechos con respecto a los expedientes académicos del estudiante.  Estos derechos están a continuación:

(1)    El derecho a inspeccionar y a revisar los expedientes académicos del estudiante dentro de un plazo de 45 días a partir de la fecha en que el distrito reciba una solicitud para obtener acceso a los expedientes.

Los padres o los estudiantes emancipados deben someter una solicitud por escrito al director de la escuela (o al oficial escolar apropriado) identificando el expendiente o los expedientes que ellos desean inspeccionar.  El director hará arreglos para el acceso a los mismos y le notificará al padre o a la madre o al estudiante emancipado de la hora y el lugar en donde se pueden inspeccionar los expedientes.

 

(2)    El derecho a solicitar una enmienda de los expedientes académicos del estudiante, los cuales piensan los padres o el estudiante emancipado que están incorrectos, que son engañosos o que quebrantan los derechos del estudiante a su privacidad.

Si los padres o los estudiantes emancipados creen que un expediente está incorrecto o es engañoso, pueden pedirle al distrito escolar que enmiende el expediente.  Ellos deben escribirle al director de la escuela, identificando claramente la parte del expediente que ellos desean cambiar y especificando por qué el expediente está incorrecto o es engañoso.

Si el distrito escolar decide no enmendar el expediente, según la solicitación de los padres o de los estudiantes emancipados; el distrito notificará a los padres o al estudiante emancipado de esta decisión y les informará de su derecho a tener una audiencia con relación a la solicitud de enmienda.  Cuando se le notifique del derecho a tener una audiencia, el padre, la madre o el estudiante emancipado también recibirá información adicional sobre los procedimientos de la audiencia.

(3)    El derecho al consentimiento de la divulgación de información contenida en el expediente académico del estudiante y que lo identifica personalmente, a la excepción de lo que autoriza FERPA divulgar sin consentimiento.

 

Una excepción que permite la divulgación de información sin consentimiento es la divulgación de información a los oficiales escolores que tienen intereses educativos legítimos.  Un oficial escolor es una persona que es empleado del distrito ya sea como administrador, supervisor, instructor, personal auxiliar (incluyendo el personal médico o de servicios de salud y el personal policial), una persona miembro de la junta escolar, una persona o compañía con quien el distrito ha contratado para realizar una tarea especial (tal como un abogado, interventor de cuentas, empleados del AEA (Agencias de Educación Regionales), asesor médico o terapeuta), o como un padre o estudiante que participa en un comité oficial, tal como un comité disciplinario o de quejas, o un equipo auxiliar de estudiantes, o como una persona que ayuda a otro oficial escolar a realizar sus tareas.

Código 506.1E10
Un oficial escolar tiene un interés escolar legítimo si el oficial necesita revisar un expediente académico a fin de cumplir con su obligación profesional.

[Previa solicitud, el distrito divulgará sin consentimiento los expedientes académicos a los oficiales de otro distrito escolar en el cual el estudiante tiene la intención de matricularse.  (Nota:  A menos que en su notificación anual haya una declaración indicando que tienen la intención de enviar los expendientes al solicitante cuando éste los solicite.  FERPA exige que un distrito escolar haga un intento razonable para notificar al padre o al estudiante emancipado de que han recibido una solicitud para la obtención de los expendientes académicos).

(4)    El derecho de informarle al distrito escolar de que el padre o la madre no quieren que se comunique al público la información contenida en el directorio, tal como se define abajo.  Cualquier estudiante mayor de dieciocho años de edad o padre o madre que no quiera que se comunique al público esta información puede hacer una objeción de los escribiéndole al director a más tardar el  (date)  de    (month)    de   (year)  .  La objeción tiene que ser renovada anualmente.

Nombre, dirección, número de teléfono, fecha y lugar de nacimiento, materia de estudio principal, participación en deportes y en actividates reconocidas oficialmente, peso y estatura de los miembros de los equipas atléticos, fechas de asistencia a la escuela, diplomas y premios recividos, la escuela o institución docente más reciente a la que asistió el estudiante, fotografía o imagen u otra información parecida.

(5)    El derecho a presentar una queja al U.S. Department of Education (Ministerio de Educación de los Estados Unidos) con respecto a las faltas supuestas del distrito en cumplir con los requisitos de FERPA.  A continuación encontrará el nombre y la dirección de la oficina que maneja FERPA:

Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Ave., S.W., Washington, D.C.,  20202-4605.

[El Distrito Escolar puede intercambiar con cualquiera de las Partes cualquier información contenida en el expediente académico permanente del estudiante.  Esta información debe estar relacionada directamente con la capacidad del sistema de justicia de menores para servir efectivamente al estudiante.  Antes de la adjudicación, la información contenida en el expediente permanente puede ser divulgado por parte del Distrito Escolar a las Partes sin consentimiento de los padres y sin una orden judicial.  Después de la adjudicación, la información contenida en el expediente permanente del estudiante solamente podrá ser divulgada con consentimiento de los padres o por medio de una orden judicial.  La información que se intercambie conforme con un acuerdo, será utilizado únicamente para determinar los programas y los servicios apropriados para las necesidades del estudiante o de la familia del estudiante.  También se podrá utilizar para coordinar la entrega de los programas y los servicios al estudiante o a la familia del estudiante.  A menos que se obtenga un consentimiento por escrito de parte de los padres de un estudiante, del guardián o del custodio legal o real del estudiante, la información que se intercambie en virtud de un acuerdo, no será admisible en ningún procedimiento judicial que tenga lugar antes de una audiencia de disposición.  Este acuerdo solamente rige la capacidad de un distrito escolar para intercambiar información y rige los propósitos para los cuales se puede utilizar esa información.

Código 506.1E10

El propósito para el cual se intercambia la información antes de la adjudicación del estudiante es para mejorar la seguridad del colegio, reducir el uso ilícito de drogas y de alcohol, reducir las inasistencias a clase, reducir las suspensiones en el colegio y fuera del colegio, y para apoyar las alternativas a las suspensiones y expulsiones en el colegio y fuera del colegio.  Estas alternativas proporcionan progrmas educativos estructurados y bien supervisados, suplidos por servisions adecuados y coordinados que están diseñados para corregir comportamientos que causan inasistencias a clase, suspensiones y expulsiones.  Estos programas apoyan a los estudiantes en completar exitosamente su educación.

El individio que solicite la información debe ponerse en contacto con el director del edificio en el cual el estudiante está actualmente matriculado o en el que estuvo matriculado.  El director entonces enviará los expedientes dentro de los diez dias laborables que le siguen a la fecha en que se recibió la solicitud.

La información confidencial que se intercambie entre las Partes y el distrito escolar permanecerá en confianza y no se intercambiará con ninguna otra persona salvo que esté dispuesto por ley.  A menos que se obtenga el consentimiento por escrito de parte del padre o la madre del estudiante del guardián o del custodio real o legal del estudiante, ninguna información intercambiada según el acuerdo será admisible en ningún procedimiento judicial que tenga lugar antes de la audiencia.]

 

506.1E2 - AUTHORIZATION FOR RELEASE OF STUDENT RECORDS

Code No.  506.1E2

 

 

AUTHORIZATION FOR RELEASE OF EDUCATION RECORDS

 

 

The undersigned hereby authorizes

 

 

 

 

 

 

 

 

 

School District to release copies of the following official student records:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

concerning

 

 

 

 

(Full Legal Name of Student)

 

(Date of Birth)

 

 

 

 

 

 

 

 

 

 

from 20          to 20        

(Name of Last School Attended)

 

(Year(s) of Attend.)

 

 

 

 

 

 

 

 

The reason for this request is:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

My relationship to the child is:

 

 

 

 

 

 

 

 

 

Copies of the records to be released are to be furnished to:

 

 

 

 

 

 

 

 

 

 

 

 

(  )  the undersigned

 

 

 

 

 

(  )  the student

 

 

 

 

 

(  )  other (please specify)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

(Signature)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Date:

 

 

 

 

 

 

 

Address:

 

 

 

 

 

 

 

City:

 

 

 

 

 

 

 

State:

 

ZIP

 

 

 

 

 

 

Phone Number:

 

 

                                           

 

Board Policy East Buchanan Community Schools

506.1E3 - REQUEST FOR HEARING ON CORRECTION OF STUDENT RECORDS

 

Code No.  506.1E3

 

 

REQUEST FOR HEARING ON CORRECTION OF EDUCATION RECORDS

 

 

To:

 

Address:

 

 

 

Board Secretary (Custodian)

 

 

 

 

 

 

I believe certain official student records of my child,                                               , (full legal name of student),                                      (school name), are inaccurate, misleading or in violation of privacy rights of my child.

 

 

 

 

The official education records which I believe are inaccurate, misleading or in violation of the privacy or other rights of my child are:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

The reason I believe such records are inaccurate, misleading or in violation of the privacy or other rights of my child is:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

My relationship to the child is:

 

 

 

 

 

 

 

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)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Date:

 

 

 

 

 

 

 

 

Address:

 

 

 

 

 

 

 

 

City:

 

 

 

 

 

 

 

 

State:

 

ZIP

 

 

 

 

 

 

 

Phone Number:

 

 

 

                                         

 

506.1E4 - REQUEST FOR EXAMINATION OF STUDENT RECORDS

Code No.  506.1E4

 

 

REQUEST FOR EXAMINATION OF EDUCATION RECORDS

To:

 

 

 

 

Address:

 

 

Board Secretary (Custodian)

 

 

 

 

 

 

 

 

 

The undersigned desires to examine the following official education records.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

of

 

,

 

 

 

(Full Legal Name of Student)

 

(Date of Birth)

(Grade)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

(Name of School)

 

 

 

 

 

 

 

 

 

My relationship to the student is:

 

 

 

 

 

 

 

 

(check one)

 

 

 

 

 

I do

 

 

 

 

 

 

I do not

 

 

 

 

 

 

 

 

 

 

desire a copy of such records.  I understand that a reasonable charge may be made for the copies.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

(Parent's Signature)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

APPROVED:

 

Date:

 

 

 

 

 

 

 

Address:

 

 

Signature:

 

 

City:

 

 

Title:

 

 

 

State:

 

ZIP

 

Dated:

 

 

 

Phone Number:

 

 

                                           

 

Board Policy East Buchanan Community Schools

506.1E5 - NOTIFICATION OF TRANSFER OF STUDENT RECORDS

Code No.  506.1E5

 

 

NOTIFICATION OF TRANSFER OF EDUCATION RECORDS

 

 

To:

 

 

 

Date:

 

 

Parent/or Guardian

 

 

 

 

 

 

 

 

 

 

 

Street Address:

 

 

 

 

 

City/State

 

 

ZIP:

 

                   

 

Please be notified that copies of the                                           Community School District's official education records concerning                                        , (full legal name of student) have been transferred to:

 

 

 

 

School District Name

 

 

Address

 

upon the written statement that the student intends to enroll in said school system.

 

If you desire a copy of such records furnished, please check here            and return this form to the undersigned.  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.

 

 

 

 

 

 

 

(Name)

 

 

 

 

 

 

 

 

(Title)

 

 

506.1E6 - LETTER TO PARENT REGARDING RECEIPT OF A SUBPOENA

Date

 

Dear     (Parent)    :

 

This letter is to notify you that the  East Buchanan Community School District has received a      (subpoena or court order)     requesting copies of your child's permanent records.  The specific records requested are                                                     .

 

The school district has until   (date on subpoena or court order)   to deliver the documents to   (requesting party on subpoena or court order).  If you have any questions, please do not hesitate to contact me at   (phone #)    .

 

Sincerely,

(Principal or Superintendent)

 

Board Policy East Buchanan Community Schools

506.1E7 - JUVENILE JUSTICE AGENCY INFORMATION SHARING AGREEMENT

 

Code No. 506.1E7

Page 1 of 2

 

 

JUVENILE JUSTICE AGENCY INFORMATION SHARING AGREEMENT

 

 

Statement of Purpose:  The purpose of this Agreement is to allow for the sharing of information among the School District and the Agencies prior to a student's adjudication in order to promote and collaborate 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.

 

Identification of Agencies:  This agreement is between the                                          Community School District (hereinafter "School District") and   (agencies listed) (hereinafter "Agencies")   .

 

Statutory Authority:  This agreement implements Iowa Code § 280.25 and is consistent with 34 C.F.R. 99.38 (2002).

 

Parameters of Information Exchange:

        1.       The School 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.

 

        2.       Prior to adjudication information contained in the permanent record may be disclosed by the school district to the Agencies without parental consent or court order.

 

        3.       Information contained in a student's permanent record may be disclosed by the School District to the Agencies after adjudication only with parental consent or a court order.

 

        4.       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.

 

5.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.

 

6.        Information obtained by the school from other juvenile justice agencies may not be used as the basis for disciplinary action of the student.

 

        7.       This agreement only governs a school district's ability to share information and the purposes for which that information can be used.  Other agencies are bound by their own respective confidentiality policies.

 

Records' Transmission:  The individual requesting the information should contact the principal of the building in which the student is currently enrolled or was enrolled.  The principal will forward the records within 10 business days of the request.

 

Confidentiality:  Confidential information shared between the Agencies and the school district will remain confidential and will not be shared with any other person, unless otherwise provided by law. 

 

 

Code No. 506.1E8

Page 2 of 2

 

 

JUVENILE JUSTICE AGENCY INFORMATION SHARING AGREEMENT

 

 

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.  Agencies or

individuals violating the terms of this agreement subject their entity represented and themselves personally to legal action pursuant to federal and state law.

 

Amendments:  This agreement constitutes the entire agreement among the agencies with respect to information sharing.  Agencies may be added to this agreement at the discretion of the school district.

 

Term:  This agreement is effective from   (September 1st  or other date)  .

 

Termination:  The School District may discontinue information sharing with an Agency if the School District determines that the Agency has violated the intent or letter of this Agreement.

 

APPROVED:

 

Signature:

 

Address:

 

 

Title:

 

City:

 

 

Agency:

 

State:

 

ZIP

 

Dated:

 

Phone Number:

 

 

 

 

 

 

 

Signature:

 

Address:

 

 

Title:

 

City:

 

 

Agency:

 

State:

 

ZIP

 

Dated:

 

Phone Number:

 

 

 

 

 

 

 

Signature:

 

Address:

 

 

Title:

 

City:

 

 

Agency:

 

State:

 

ZIP

 

Dated:

 

Phone Number:

 

 

 

 

 

 

 

Signature:

 

Address:

 

 

Title:

 

City:

 

 

Agency:

 

State:

 

ZIP

 

Dated:

 

Phone Number:

 

 

                         

 

This agreement is optional and can only be used if the board has adopted a policy approving of its use.

 

 

 

 

 

Board Policy East Buchanan Community Schools

506.1E8 - ANNUAL NOTICE

 

Code No. 506.1E8

Page 1 of 2

 

ANNUAL NOTICE

 

 

The Family Educational Rights and Privacy Act (FERPA) affords parents and students over 18 years of age ("eligible students") certain rights with respect to the student's education records.  They are:

(1)     The right to inspect and review the student's education records within 45 days of the day the district receives a request for access.

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 (or appropriate school official) 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 under FERPA.

Parents or eligible students who wish to ask school district to amend a record should write the school principal, clearly identify the part of the record they want changed, and specify why it should be changed.

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.

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 school official also may include a volunteer or contractor outside of the school who performs an institutional service of function for which the school would otherwise use its own employees and who is under the direct control of the school with respect to the use and maintenance of PII from education records, such as an attorney, auditor, medical consultant, or therapist, a 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.

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 or is already enrolled if the disclosure is for purposes of the student’s enrollment of transfer.  (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.)]

 

Code No. 506.1E8

Page 2 of 2

ANNUAL NOTICE

 

(4)     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.

 

 

NOTE:  If the board decides to eliminate name, address or telephone listing from their directory information, military recruiters and postsecondary institutions still have the right, under federal law, to access the three items. If the board eliminates name, address or telephone listing, the district needs to give parents a second notice allowing them to withhold this information from military recruiters or postsecondary institutions.

East Buchanan Community School District

506.1R1 - USE OF STUDENT RECORDS REGULATION

 

Code No.  506.1R1

Page 1 of 2

 

 

USE OF EDUCATION RECORDS REGULATION

 

 

Parents and eligible students will have a right to access a student's education records upon request without unnecessary delay and in no instance more than forty-five calendar days after the request is made. The intent of this regulation is to establish procedures for granting requests from eligible students and parents to access a student’s education records. 

Education records mean those records that contain information directly related to a student and which are maintained by an education agency or institution or by a party acting for the agency or institution. These may include, but are 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.

A.Access to Records

  1. Parents, eligible students, and other individuals authorized in accordance with law will have access to the student's education records during the regular business hours of the school district. Parents and eligible students will have a right to access the student's education records upon request without unnecessary delay and in no instance more than forty-five calendar days after the request is made. An eligible student or parent, upon written request to the board secretary, shall receive an explanation and interpretation of the education records. A student, eighteen years or older, has the right to determine who, outside the school system, has access to the records.  Parents of students who are 18 years or older but still dependents for income tax purposes may access the student's records without prior permission of the student.
  2. School officials having access to student records are defined as having a legitimate educational interest. A school official is a person employed by the school 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 school 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 Outside the School – Information from education records may be disclosed to outside parties as outlined in board policy and otherwise provided by law.

C.  Procedures for Requesting a Record Amendment

  1. If the eligible student, parent, or legal guardian believe the information in the education records is inaccurate, misleading, or violates the privacy of the student, the parents or an eligible student may request that the school district amend the education student records. 
  2. The school district will decide whether to amend the education student records within a reasonable time after receipt of the request.
  3. If the school district determines an amendment is made to the education student record, the school district will make the amendment and inform the parents or the eligible student of the decision in writing.
  4. If the school district determines that amendment of the student's education 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 school district. The hearing officer may be an employee of the school district, so long as the employee does not have a direct interest in the outcome of the hearing.

 

 

Code No. 506.1R1

Page 2 of 2

 

  1. Upon parental request, the school district will hold a hearing regarding the content of a student’s education 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 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.
  4. 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.
  5. The parents may appeal the hearing officer’s decision to the superintendent within 10 days if the superintendent does not have a direct interest in the outcome of the hearing.
  6. 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 10 days.  It is within the discretion of the board to hear the appeal.
  7. If the parents' and the eligible student's request to amend the education 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 education student record commenting on the school district's decision or setting forth the reasoning for disagreeing with the school district. Additions to the student's education records will become a part of the education student record and be maintained like other education student records. If the school district discloses the education student records, the explanation by the parents will also be disclosed or the eligible student of the decision in writing.

 

 

 

 

 

Board Policy East Buchanan Community Schools

506.2 - STUDENT DIRECTORY INFORMATION

 

 

Code No.  506.2

Page 1 of 2

 

STUDENT DIRECTORY INFORMATION

 

 

Student directory information is designed to be used internally within the school district.  Directory information is information contained in the education records of a student that would not generally be considered harmful or an invasion of privacy if disclosed. The district may disclose "directory information" to third parties without consent if it has given public notice of the types of information which it has designated as "directory information," the parent's or eligible student's right to restrict the disclosure of such information, and the period of time within which a parent or eligible student has to notify the school in writing that he or she does not want any or all of those types of information designated as "directory information."  The district has designated the following as “directory information”:

 

  • Student’s name
  • Address
  • Telephone listing
  • Electronic mail address
  • Photograph
  • Date and place of birth
  • Major field of study
  • Dates of attendance
  • Grade level
  • Participation in officially recognized activities and sports
  • Weight and height of members of athletic teams
  • Degrees, honors, and awards received
  • The most recent educational agency or institution attended
  • Student ID number, user ID, or other unique personal identifier used to communicate in electronic systems that cannot be used to access education records without a PIN, password, etc.  (A student’s SSN, in whole or in part, cannot be used for this purpose.)  

 

Student is defined as an enrolled individual, PK-12 including children in school district sponsored child-care programs

 

Prior to developing a student directory or to giving general information to the public, parents (including parents of students open enrolled out of the school district and parents of children home schooled in the school 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 about the students.

 

It is the responsibility of the superintendent to provide notice and to determine the method of notice that will inform parents.

 

 

NOTE:  This is a mandatory policy.  A school district may limit what it considers to be directory information.  If the school district limits the information, it must also make those changes in the school district's annual notice. 

 

 

 

 

Code No.  506.2

Page 2 of 2

 

STUDENT DIRECTORY INFORMATION

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Legal Reference:        20 U.S.C. § 1232g.

                                  34 C.F.R. Pt. 99.

                                  Iowa Code § 22; 622.10.

                                  281 I.A.C. 12.3(4); 41.

                                  1980 Op. Att'y Gen. 720.

 

 

Cross Reference:        504       Student Activities

                                  506       Student Records

                                  901       Public Examination of School District Records

                                  902.4    Live Broadcast or videotaping

 

 

 

 

 

 

Approved  February 14, 2007               

Reviewed   June 14, 2017          

Revised                   

 

 

 

Board Policy East Buchanan Community Schools

506.2E1 - AUTHORIZATION FOR RELEASING STUDENT DIRECTORY INFORMATION

 

Code No.  506.2E1

Page 1 of 2

 

 

AUTHORIZATION FOR RELEASING STUDENT DIRECTORY INFORMATION

 

 

The East Buchanan Community School 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 (FERPA).  A copy of the school district's policy is available for review www.eastbuchananschools.com .

 

This law requires the school 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 school district has designated the following information as directory information:

  • Student’s name
  • Address
  • Telephone listing
  • Electronic mail address
  • Photograph
  • Date and place of birth
  • Major field of study
  • Dates of attendance
  • Grade level
  • Participation in officially recognized activities and sports
  • Weight and height of members of athletic teams
  • Degrees, honors, and awards received
  • The most recent educational agency or institution attended
  • Student ID number, user ID, or other unique personal identifier used to communicate in electronic systems that cannot be used to access education records without a PIN, password, etc.  (A student’s SSN, in whole or in part, cannot be used for this purpose.)  

 

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 school district in writing not later than  October 2nd  of each 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.

 

 

Code No.  506.2E1

Page 2 of 2

 

 

AUTHORIZATION FOR RELEASING STUDENT DIRECTORY INFORMATION

 

 

 

 

 

 

RETURN THIS FORM

 

 

 

 

East Buchanan

Community School 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/Legal Guardian/Custodian of Child)

 

(Date)

 

 

 

 

 

 

 

 

This form must be returned to your child's school no later than  October 1 of each school year.

Additional forms are available at your child's school.

                 

 

 

 

Board Policy East Buchanan Community Schools

506.2R1 - USE OF DIRECTORY INFORMATION

 

Code No.  506.2R1

 

 

USE OF DIRECTORY INFORMATION

 

The Family Educational Rights and Privacy Act (FERPA), a Federal law, requires that East Buchanan Community Schools, with certain exceptions, obtain your written consent prior to the disclosure of personally identifiable information from your child’s education records.  However, East Buchanan Community Schools may disclose appropriately designated “directory information” without written consent, unless you have advised the District to the contrary in accordance with District procedures.  The primary purpose of directory information is to allow the East Buchanan Community Schools to include this type of information from your child’s education records in certain school publications.  Examples include:

 

  • A playbill, showing your student’s role in a drama production;
  • The annual yearbook;
  • Honor roll or other recognition lists;
  • Graduation programs; and,
  • Sports activity sheets, such as for wrestling, showing weight and height of team members.

 

Directory information, which is information that is generally not considered harmful or an invasion of privacy if released, can also be disclosed to outside organizations without a parent’s prior written consent.  Outside organizations include, but are not limited to, companies that manufacture class rings or publish yearbooks.  In addition, two federal laws require local educational agencies (LEAs) receiving assistance under the Elementary and Secondary Education Act of 1965 (ESEA) to provide military recruiters, upon request, with the following information – names, addresses and telephone listings – unless parents have advised the LEA that they do not want their student’s information disclosed without their prior written consent. [1] 

 

If you do not want the East Buchanan Community Schools to disclose directory information from your child’s education records without your prior written consent, you must notify the District in writing by October 1st.  East Buchanan Community Schools has designated the following information as directory information: 

  • Student’s name
  • Address
  • Telephone listing
  • Electronic mail address
  • Photograph
  • Date and place of birth
  • Major field of study
  • Dates of attendance
  • Grade level
  • Participation in officially recognized activities and sports
  • Weight and height of members of athletic teams
  • Degrees, honors, and awards received
  • The most recent educational agency or institution attended
  • Student ID number, user ID, or other unique personal identifier used to communicate in electronic systems that cannot be used to access education records without a PIN, password, etc.  (A student’s SSN, in whole or in part, cannot be used for this purpose.)  
 

[1]  These laws are: Section 9528 of the Elementary and Secondary Education Act (20 U.S.C. § 7908) and 10 U.S.C. § 503(c).

 

 

Board Policy East Buchanan Community Schools

506.3 - STUDENT PHOTOGRAPHS

The board will permit student "portrait" photographs to be taken on school premises by a commercial photographer as a service to the students and their families.

Parents will be notified prior to the taking of pictures by a commercial photographer for student "portraits."  In no case will students be required to have their picture taken or be pressured to purchase pictures.

Students or commercial photographers may take pictures of students upon consent for such things as the yearbook or student newspaper.

It is the responsibility of the superintendent, in conjunction with the principal, to develop administrative rules regarding student photographs.

 

Legal Reference:    Iowa Code § 279.8 (2013).

    1980 Op. Att'y Gen. 114.

Cross Reference:    506    Student Records

Approved   February 14, 2007      Reviewed    Nov. 11, 2015                   Revised                   

Board Policy East Buchanan Community Schools

506.4 - STUDENT LIBRARY CIRCULATION RECORDS

Student library circulation records are designed to be used internally to assist in the orderly administration of the school district libraries and media center.  As a general rule, student library circulation records are considered confidential records and will not be released without parental consent.  Individuals who may access such records include a student's parents, the student, authorized licensed employees, authorized government officials from the U.S. Comptroller General, the Secretary of Education, the Commissioner and Director of the National Institute of Education, and the Assistant Secretary for Education and State Education Department.  Appropriate authorities in a health or safety emergency may access the student's library circulation records without the approval or the notification of the student's parents.  Parents may not access records, without the student's permission, of a student who has reached the age of majority or who is attending a post-secondary educational institution unless the student is considered a dependent for tax purposes.

It is the school librarian's responsibility, as the person maintaining the student library circulation records, to approve requests for access to student library circulation records.  Students' library circulation records may be accessed during the regular business hours of the school district.  If copies of documents are requested, a fee for such copying is charged.

It is the responsibility of the superintendent, in conjunction with the school librarian, to develop administrative regulations regarding this policy.

NOTE:  This is a mandatory policy and a reflection of federal and Iowa law.

 

Legal Reference:    20 U.S.C. § 1232g (2012).

    34 C.F.R. Pt. 99 (2012).

    Iowa Code §§ 22; (2013).

    281 I.A.C. 12.3(4), (12)

    1980 Op. Att'y Gen. 720, 825.

Cross Reference:    506    Student Records

Approved   February 14, 2007      Reviewed    November 11, 2015                    Revised                   

Board Policy East Buchanan Community Schools