Student Record Notification

en español

The Caldwell School District will maintain a file for each student that shall contain information, including but not limited to the following:

1. Birth Certificate;

2. Proof of residency;

3. Unique student identifier;

4. Basic identifying information;

5. Academic transcripts;

6. Immunization records;

7. Attendance records;

8. Intelligence and aptitude scores;

9. Psychological reports;

10. Achievement test results;

11. Participation in extracurricular activities;

12. Honors and awards;

13. Log pertaining to release of student’s record; and

14. Disciplinary information.

Family Educational Rights and Privacy Act (FERPA)

The Family Educational Rights and Privacy Act (FERPA) affords parents/guardians and students

over eighteen (18) years of age (“eligible students”) certain rights with respect to the student’s

education records. They are:

1. The right to inspect and copy the student’s education records within a reasonable

time of the day the District receives a request for access.

Students less than eighteen (18) years of age have the right to inspect and copy their

permanent record. Parents/guardians or 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(s)/ guardian(s) or

eligible student of the time and place where the records may be inspected.

The District may charge a nominal fee for copying, but no one will be denied their right to copies of their records for inability to pay this cost.

The rights contained in this section are denied to any person against whom an order of protection has been entered concerning a student.

When the student reaches eighteen (18) years of age, or is attending an institution of post-

secondary education, all rights and privileges accorded to the parent become exclusively those of the student.

2. The right to request an amendment of the student’s education records that the

parent(s)/guardian(s) or eligible student believes is inaccurate, misleading, irrelevant, or

improper.

Parents/guardians or eligible students may ask the District to amend a record that they believe is inaccurate, misleading, irrelevant, or improper. They should write the school principal or records custodian, clearly identifying the part of the record they want changed, and specify the reason.

If the District decides not to amend the record as requested by the parent(s)/guardian(s) or eligible student, the District will notify the parent(s)/guardian(s) or eligible student of the decision and advise him or her of their right to a hearing regarding the request for amendment. Such notice shall be in writing and provided within a reasonable period of time after the hearing. Additional information regarding the hearing procedures will be provided to the parent(s)/guardian(s) or eligible student when notified of the right to a hearing.

3. The right to permit disclosure of personally identifiable information contained in the

student’s education records, except to the extent that FERPA or State law authorizes

disclosure without consent.

Disclosure is permitted without consent to school officials with legitimate educational or administrative 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, medical consultant, or therapist); or a parent(s)/guardian(s) or student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks.

A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility. Upon request, the District discloses education records without consent to officials of another school district in which a student has enrolled or intends to enroll, as well as to any person as specifically required by State or federal law. Before information is released to individuals described in this paragraph, the parent(s)/guardian(s) will receive written notice of the nature and substance of the information and an opportunity to inspect, copy, and challenge such records. The right to challenge school student records does not apply to: the academic grades of their child or references to expulsions or out-of-school suspensions, if the challenge is made at the time the student’s school student records are forwarded to another school to which the student is transferring.

Disclosure is also permitted without consent to: any person for research, statistical reporting, or planning, provided that no student or parent(s)/guardian(s) can be identified; any person named in a court order; and appropriate persons if the knowledge of such information is necessary to protect the health or safety of the student or other persons.

4. The right to a copy of any school student record proposed to be destroyed or deleted.

5. The right to prohibit the release of directory information concerning the parent’s/guardian’s child.

Throughout the school year, the District may release directory information regarding students, limited to:

A. Name;

B. Address;

C. Grade level;

D. Birth date and place;

E. Academic awards, degrees, and honors;

F. Information in relation to school-sponsored activities, organizations, and athletics;

G. Major Field of study; and

H. Period of attendance in school.

Any parent(s)/guardian(s) or eligible student may prohibit the release of any or all of the above information by delivering a written objection to the building principal within thirty (30) days of the date of this notice. No directory information will be released within this time period, unless the parent(s)/guardian(s) or eligible student is specifically informed otherwise.

6. The right to request that information not be released to military recruiters and/or institutions of higher education.

Pursuant to federal law, the District is required to release the names, addresses, and telephone

numbers of all high school students to military recruiters and institutions of higher education upon request.

Parent(s)/guardian(s) or eligible students may request that the District not release this information, and the District will comply with the request.

7. The right to file a complaint with the U.S. Department of Education concerning alleged failures by the District to comply with the requirements of FERPA.

The name and address of the office that administers FERPA is:

Family Policy Compliance Office

U.S. Department of Education

400 Maryland Avenue, SW

Washington, DC 20202-4605