Code No. 506.1
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:
An education 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,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. Parents, other than parents of an eligible student, may be denied access to a student's records if the school district has a court order stating such or when the district has been advised under the appropriate laws that the parents may not access the student records. Parents, an eligible student or an authorized representative of the parents 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 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 or eligible student from accessing the records. A fee may not be charged to search or retrieve information from education records.
Upon the request of parents or an eligible student, the school district will provide an explanation and interpretation of the education student records and a list of the types and locations of education records collected, maintained or used by the school district.
If the parents or an eligible student believes 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 records.
Education records may be disclosed in limited circumstances without parental 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 or the eligible student. This disclosure may be:
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 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 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, 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, 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.
When personally identifiable information, other than permanent education records, is no longer needed 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 school district. If the parents 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 or eligible student the records may be needed by the parents 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 consent or court order. Information contained in a student's permanent record maybe disclosed by the school 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 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.
The school 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 that they have the right to:
The notice is given in a parents' 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 of such activity.
The notice will include a statement that the parents 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.
Legal Reference:
20 U.S.C. § 1232g; 1415.
34 C.F.R. §§ 99; 300.610 et seq.
Iowa Code §§ 22; 279.9B; 280.24; 280.25; 622.10.
281 I.A.C. 12.3(4); 41.
1980 Op. Att'y Gen. 720, 825.
Approved 9-13-93 Reviewed 8-15-2022 Revised 5-15-2017
Code No. 506.1E1
REQUEST OF NONPARENT FOR EXAMINATION OR COPIES OF EDUCATION RECORDS
The undersigned hereby requests permission to examine the [insert school district name] 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.
( )
(e)
(f)
A person connected with the student's application for, or receipt of, financial aid. (SPECIFY DETAILS: _____________________________________).
Otherwise authorized by law. (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 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:
Code No. 506.1E2
REQUEST OF NON-PARENT FOR EXAMINATION AND/OR COPIES OF STUDENT RECORDS
The undersigned hereby requests permission to examine the Riverside Community
School District's official student records of:
____________________________________________________________________________
(Full Legal Name of Student) (Date of Birth)
The undersigned requests copies of the following official student records of the above student:
The undersigned certifies that they are (check one):
An official of another school system in which the student intends to enroll.
An authorized representative of the Comptroller General of the United States.
An authorized representative of the Secretary of the U.S. Department of Education
An administrative head of an education agency as defined in Section 408 of the Education Amendments of 1974
An official of the Iowa Department of Education.
A person connected with the student's application for, or receipt of, financial aid (SPECIFY DETAILS ABOVE.
The undersigned agrees that no other person will have access to any records or information obtained through this request without the written permission of the parents of the student, or the student if the student is of majority age.
_________________________________________
(Signature)
________________________________________
(Title)
APPROVED: Date:___________________________
Signature:____________________________________
Title: _______________________________________
Address:______________________________________City:__________________________
State:________________________________________ZIP:___________________________
Phone Number:_________________________________
Dated: _________________ _
Code No. 5O6.1E3
PARENTAL AUTHORIZATION FOR RELEASE OF STUDENT RECORDS
The undersigned hereby authorizes the Riverside Community School District to release copies of the following official student records:
concerning
_____________________________________________________________________________
(Full Legal Name of Student) (Date of Birth)
___________________________________________________________from 19 to 19___
(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:
( ) to the undersigned
( ) to the student
( ) other (please specify) ________________________________________
________________________________________________
(Signature)
Date: _________________________________
Address: ______________________________
City: ________________________________
State: _________________ZIP ___________
Phone Number: ________________________
Code No. 5O6.1E4
REQUEST FOR HEARING ON CORRECTION OF STUDENT RECORDS
To: ______________________________________Address: __________________________
Board Secretary (Custodian)
I believe certain official student records of my child,______________________
_______________________________, (Full Legal Name of Student), Riverside Community School District, are inaccurate, misleading or in violation of privacy or other 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.
___________________________________
(Signature)
Date: ____________________________
Address:___________________________
City: _____________________________
State: ____________ZIP ____________
Phone Number: _____________________
Code No. 5O6.1E5
PARENTAL REQUEST FOR EXAMINATION OF STUDENT 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 will be made for the copies.
_______________________________________
(Signature)
_______________________________________
(Title)
APPROVED: Date: _______________________________
Signature: ________________________________
Title: ____________________________________
Dated: ____________________________________
Address: __________________________________
City: ____________________________________
State: __________________ ZIP ____________
Phone Number: ____________________________
Code No. 5O6.1E6
NOTIFICATION OF TRANSFER OF STUDENT RECORDS
To: ______________________________________ Date: ___________________________
Parent/or Guardian
Street Address: __________________________________________________________
City/State: _________________________________ ZIP: _______________________
Please be notified that copies of the Riverside Community School District's official student 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)
Code No. 5O6.1E7
PARENTAL AUTHORIZATION FOR RELEASING STUDENT RECORDS
The undersigned hereby authorizes Riverside Community School District, located at Carson, Iowa, to release copies of the following official education records:
_____________________________________________________________________
of ______________________________________________________________________
( Full Legal Name of Student) (Date of Birth) (Grade)
to:_______________________________________________________________
(Name of School)
________________________________________________________________
(Address)
The reason for this request is: ______________________________________________________________________
______________________________________________________________________
My relationship to the student is: _____________________________________________
_______________________________________
(Signature)
_______________________________________
Date:
Address: ___________________________________
City: ______________________________________
State: __________________ ZIP ______________
Phone Number: ______________________________
Code No. 506.1E8
ANNUAL NOTICE
The Family Educational Rights and Privacy Act (FERPA) afford parents and students over 18 years of age (“eligible students”) certain rights with respect to the student’s educational 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 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.
· Parents or eligible students may ask the school district to amend a record that they believe is inaccurate or misleading. They should write the school principal, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading.
· If the district decides not to amend the record as requested by the parent or eligible student, the district will notify the parent or eligible student of the decision and advise them to 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 person or company with whom the district has contracted to perform a special task (such as an attorney, auditor, AEA employees, 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.
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.
Any student over the age of eighteen or parent not wanting this information released to the public must make object in writing by September 1 to the principal. The objection needs to be renewed annually.
The following is a list of information that can be released:
Name, Address, Telephone Listing, Date and place of birth, Grade level, Enrollment status, Major field of study, Participation in officially recognized activities and sports, Weight and height of members of athletic teams, Dates of attendance, Degrees and awards received, the most recent previous school or institution attended by the student.
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
Approved 12-17-12 Reviewed Revised 5-15-17
Code No. 5O6.1Rl
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
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
Approved 9-13-93 Reviewed 11-19-2012 Revised 5-15-2017
Code No. 506.2
STUDENT DIRECTORY INFORMATION
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 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.
Legal Reference:
20 U.S.C. § 1232g
34 C.F.R. 99
Iowa Code § 22; 622.10
281 I.A.C. 12.3(4); 41
1980 Op. Att'y Gen. 720.
Approved 9-13-93 Reviewed 8-15-2022 Revised 5-15-2017
Code No. 5O6.2El
PARENTAL AUTHORIZATION FOR RELEASING STUDENT DIRECTORY INFORMATION
The Riverside 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. A copy of the school district's policy is available for review in the office of the principal of all of our schools.
This law requires the 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 and telephone number; date and place of birth; major field of study, participation in officially recognized activities and sports; weight and height of members of athletic teams; dates of attendance, degrees and awards received; and the most recent previous educational institution attended by the student and other similar information. You have the right to refuse the designation of any or all of the categories of personally identifiable information as directory information with respect to your student provided that you notify the school district in writing not later than September 15, 20___ of this 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 for the educational purposes described here, you do not need to take any action.
-----------------------------------------------------------------------------
RETURN THIS FORM
Riverside 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 _________, 20___. Additional forms are available at your child's school.
Code No. 506.2Rl
USE OF DIRECTORY INFORMATION
The Family Educational Rights and Privacy Act (FERPA), a Federal law, requires that [insert school district name], with certain exceptions, obtain your written consent prior to the disclosure of personally identifiable information from your child’s education records. However, [insert school district name] 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 [insert school district name] to include this type of information from your child’s education records in certain school publications. Examples include:
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.
If you do not want the [insert school district name] to disclose directory information from your child’s education records without your prior written consent, you must notify the District in writing by [insert date]. [insert school district name] has designated the following information as directory information:
These laws are: Section 9528 of the Elementary and Secondary Education Act (20 U.S.C. § 7908) and 10 U.S.C. § 503(c).
Approved 9-13-93 Reviewed Revised 5-15-2017
Code No. 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 shall be 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.
Approved 9-13-93 Reviewed 2-25-13 Revised 5-21-2018
Code No. 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 teacher-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 shall be charged.
It shall be the responsibility of the superintendent, in conjunction with the teacher-librarian, to develop administrative regulations regarding this policy.
Legal Reference:
20 U.S.C. § l232g (2012)
34 C.F.R. Pt. 99 (2012)
Iowa Code §§ 22; 622.10 (2013)
281 I.A.C. 12.3(4), (12)
1980 Op. Att'y Gen. 720,825.
Approved 9-13-93 Reviewed 2-25-13 Revised 5-21-2018