| Winton Woods City School District |
| Bylaws & Policies |
8330 - STUDENT RECORDS
The educational interests of the student require the collection, retention, and use of information about individual students. At the same time, the students’ right of privacy and other rights mandate careful custodianship and limitations on access to student records.
The Board of Education is responsible for the records of all students who attend or have attended schools in this District. Only records mandated by the State or Federal government and necessary and relevant to the function of the School District or specifically permitted by this Board may be compiled by District employees.
Permitted narrative information in student records shall be objectively-based on the personal observation or knowledge of the originator.
Student records shall be available only to students and their parents, adult students, and designated school officials and personnel who have a legitimate educational interest in the information or as otherwise permitted by law.
Both parents shall have equal access to student records unless stipulated otherwise by court order or law. In the case of adult students (eighteen (18) and older), parents may be allowed access to the records without the student's consent, providing the student is considered a dependent under section 152 of the Internal Revenue Code and has not graduated from the District.
A school official is a person employed by the Board as an administrator, supervisor, teacher/instructor (including substitutes), 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 Board has contracted to perform a special task (such as an attorney, auditor, medical consultant, or therapist); or a parent or student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his/her tasks (including volunteers).
"Legitimate educational interest" is
defined as a "direct or delegated responsibility for helping the student achieve one (1) or more of the educational goals of the District" including, but not limited to those officials with legitimate educational interests.The Board authorizes the administration to:
| A. | forward student records, including disciplinary records with respect to any current suspension and expulsion, upon request to a private or public school or school district in which a student of this District is enrolled, seeks or intends to enroll, or is instructed to enroll, on a full-time or part-time basis, upon condition that a reasonable attempt is made to notify the student's parents of the transfer, of their right to receive a copy of the record if desired, and of their right to have a hearing to challenge the content of the record; | |
| B. | provide "personally-identifiable" information to appropriate parties in connection with an emergency if such knowledge is necessary to protect the health and safety of the student or other individuals; | |
| C. | request each person or party requesting access to a student's record to abide by Federal regulations and State laws concerning the disclosure of information. |
The District will comply with a legitimate request for access to a student's records within a reasonable period of time but not more than forty-five (45) days after receiving the request. Upon the request of the viewer, a record shall be reproduced, unless said record is copyrighted, or otherwise restricted, and the viewer may be charged a fee equivalent to the cost of handling and reproduction.
The District shall maintain a record of each request for access and each disclosure of personally identifiable information. Such disclosure records will indicate the student, person viewing the record, their legitimate interest in the information, information disclosed, and the date of disclosure.
Only "directory information" regarding a student shall be released to any person or party, other than the student or his/her parent, without the written consent of the parent; or, if the student is eighteen (18) years of age or older, without the written consent of the student, except of those persons or parties stipulated by the District's policy and administrative guidelines and/or those in the law.
DIRECTORY INFORMATION
Each year the District will provide public notice to students and their parents of its intent to make available, upon request, certain information known as "directory information". The Board designates as student "directory information": a student's name; address; date and place of birth; photograph; major field of study; participation in officially-recognized activities and sports; height and weight, if a member of an athletic team; dates of attendance; date of graduation; awards received; honor rolls; and scholarships.
Directory information shall not be provided to any organization for profit-making purposes.
Parents and adult students may refuse to allow the District to disclose any or all of such "directory information" upon written notification to the District within twenty (20) days after receipt of the District's public notice.
In accordance with State law, the District shall release the names and addresses of students in grades ten through twelve (10-12) to a recruiting officer for any branch of the United States Armed Forces who requests such information. Such data shall not be released if the adult student or student's parents submit a written request not to release such information. The recruiting officer is to sign a form indicating that "any information received by the recruiting officer shall be used solely for the purpose of informing students about military service and shall not be released to any person other than individuals within the recruiting services of the Armed Forces". The Superintendent is authorized to charge mailing fees for providing this information to a recruiting officer.
Whenever parental consent is required for the inspection and/or release of a student's health or educational records or for the release of directory information, either parent may provide such consent unless agreed to otherwise in writing by both parents or specifically stated by court order. If the student is under the guardianship of an institution, the Superintendent shall appoint a person who has no conflicting interest to provide such written consent.
The District may disclose "directory information" on former students without student or parental consent.
The Superintendent is directed to prepare administrative guidelines so that students and parents are adequately informed each year regarding their rights to:
| A. | inspect and review the student's education records; | |
| B. | request amendments if the parent believes the record is inaccurate, misleading, or otherwise in violation of the student's rights; | |
| C. | consent to disclosures of personally-identifiable information contained in the student's education records, except to those disclosures allowed by the law; | |
| D. | challenge District noncompliance with a parent's request to amend the records through a hearing; | |
| E. | file a complaint with the Department of Education; | |
| F. | obtain a copy of the District's policy and administrative guidelines on student records. |
The Superintendent shall also develop procedural guidelines for:
| A. | the proper storage and retention of records including a list of the type and location of record; | |
| B. | informing District employees of the Federal and State laws concerning student records. |
The District is authorized to use the microfilm process or electromagnetic processes of reproduction for the recording, filing, maintaining, and preserving of records.
No liability shall attach to any member, officer, or employee of this District specifically as a consequence of permitting access or furnishing student records in accordance with this policy and regulations.
R.C. 9.01, 149.41, 149.43, 1347 et seq., 3113.33, 3319.321
34 C.F.R. Part 99
20 U.S.C., Section 1232 f through 1232i (FERPA)
26 USC 152
20 U.S.C. 1400 et seq., Individuals with Disabilities Act
November, 1995
Revised 1/27/97
Revised 7/26/04
Revised 5/22/06
Revised 2/26/07