The board recognizes the importance of maintaining student records and preserving their confidentiality. Student records containing personally identifiable information are kept confidential at collection, storage, disclosure and destruction stages. The board secretary is the custodian of student records. Student records may be maintained in the central administration office or administrative office of the student's attendance center.
For purposes of this policy and other policies relating to student records, student is defined as an enrolled individual in a pre-kindergarten through twelfth grade, including children in school district-sponsored child care programs.
Parents and eligible students will have access to the student's records during the regular business hours of the school district. An eligible student is a student who has reached eighteen years of age or is attending an institution of postsecondary education at the post high school level. Parents of an eligible student are provided access to the student records only with the written permission of the eligible student unless the eligible student is defined as a dependent by the Internal Revenue Code. In that case, the parents may be provided access without the written permission of the student. A representative of the parents or eligible student, who has received written permission from the parents or eligible student, may inspect and review a special education student's records. Parents, other than parents of an eligible student, may be denied access to a student's records if the 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 may inspect an instrument used for the purpose of collection of student personal information prior to the instrument’s use.
A student record may contain information on more than one student. Parents will have the right to access the information relating to their student or to be informed of the information. Eligible students will also have the right to access the information relating to themselves, or be informed of the information.
Parents and eligible students will have a right to access the student's records upon request without unnecessary delay and in no instance more than forty-five calendar days after the request is made. Parents, an eligible student or an authorized representative of the parents will have the right to access the student's records prior to an Individualized Education Program (IEP) meeting or hearing.
Copies of student records will be provided if failure to do so would effectively prevent the parents or student from exercising the right to access the student records. Fees for copies of the records are waived if it would prevent the parents or student from accessing the records. A fee may not be charged to search or retrieve information from student records.
Upon the request of parents or an eligible student, the school district will provide an explanation and interpretation of the student records and a list of the types and locations of education records collected, maintained or used by the school district.
If the parents or an eligible student believes the information in the student records is inaccurate, misleading or violates the privacy or other rights of the student, the parents or an eligible student may request that the school district amend the student records. The school district will decide whether to amend the student records within a reasonable time after receipt of the request. If the school district determines an amendment is made to the student record, the school district will make the amendment and inform the parents or the eligible student of the decision in writing.
If the school district determines that amendment of the student's record is not appropriate, it will inform the parents or the eligible student of their right to a hearing before the hearing officer provided by the school district.
If the parents' and the eligible student's request to amend the student record is further denied following the hearing, the parents or the eligible student are informed that they have a right to place an explanatory letter in the student record commenting on the school district's decision or setting forth the reasoning for disagreeing with the school district. Additions to the student's records will become a part of the student record and be maintained like other student records. If the school district discloses the student records, the explanation by the parents will also be disclosed.
Student records may be disclosed in limited circumstances without parental or eligible student's written permission. This disclosure is made on the condition that the student record will not be disclosed to a third party without the written permission of the parents or the eligible student.
This disclosure may be made to the following individuals or under the following circumstances:
The superintendent will keep a list of the individuals and their positions who are authorized to view a special education student's records without the permission of the parents or the eligible student. Individuals not listed are not allowed access without parental or an eligible student's written permission. This list must be current and available for public inspection and updated as changes occur.
The superintendent will also keep a list of individuals, agencies and organizations which have requested or obtained access to a student's records, the date access was given and their legitimate educational interest or purpose for which they were authorized to view the records. The superintendent, however, does not need to keep a list of the parents, authorized educational employees, officers and agencies of the school district who have accessed the student’s records.
This list for a student record may be accessed by the parents, the eligible student and the custodian of student records.
Permanent student records, including a student's name, address, phone number, grades, attendance record, classes attended, grade level completed and year completed may be maintained without time limitation.
When personally identifiable information, other than permanent student records, no longer needs to be maintained by the school district to provide educational services to a special education student, the parents or eligible student are notified. This notice is normally given after a student graduates or otherwise leaves the school district. If the parents or eligible student request that the personally identifiable information be destroyed, the school district will destroy the 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. In the absence of parent’s or an eligible student’s request to destroy the records, the District must maintain the records for at least three years after an individual is determined to be no longer eligible for special education.
The 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 may be 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.
Information shared under the agreement is not admissible in any court proceedings, which take place prior to a disposition hearing, unless written consent is obtained from a student's parent, guardian, or legal or actual custodian. The 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 10 business days 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 of their right to inspect and review the student's records. The notice is given in a parents' or eligible student's native language. Should the 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. 20202-4605.
Legal Reference: No Child Left Behind, Title IX, Sec. 9528, P.L. 107-110 (2002).
USA Patriot Act, Sec. 507, 107-56. (2001).
20 U.S.C. § 1232g, 1415 (1994).
34 C.F.R. Pt. 99, 300.560 - .574 (1996).
Iowa Code §§ 22; 279.9B, 280.24,.25, 622.10 (2001).
281 I.A.C. 12.3(6), 41.20
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: 8/ 17/ 1995
Reviewed: 1/9/2003; 2/14/2008; 1/12/12; 3/14/2018; 2/8/23
Revised: 1/9/2003; 2/12/2009; 9/18/2013
REQUEST OF NONPARENT FOR EXAMINATION OR COPIES OF STUDENT RECORDS
The undersigned hereby request permission to examine the Wapello Community School District's official student records of:
(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):
(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 United States Department of Education or United States Attorney General. ( )
(D) An administrative head of an education agency as defined in Section 408 of the Education Amendments of 1974. ( )
(E) An official of the Iowa Department of Education. ( )
(F) A person connected with the student's application for, or receipt of, financial aid (SPECIFY DETAILS 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)
Date: _____________ Address:________________________
City: _________________________ State: _____ Zip: _____
Phone Number: ______________________________
APPROVED:
Signature Title
Dated
PARENTAL AUTHORIZATION FOR RELEASE OF STUDENT RECORDS
The undersigned hereby authorizes Wapello Community 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)
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:
REQUEST FOR HEARING ON CORRECTION OF STUDENT RECORDS
To:
Board Secretary (Custodian)
Address:____________________________________________________________
I believe certain official student records of my child,____________________________________
are inaccurate, misleading, or in violation of the 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 10 days after my receipt of the decision.
Date:
Signature
Address: _______________________________________________
City: ____________________________________ State: _____ Zip:
Phone Number:
PARENTAL REQUEST FOR EXAMINATION OF STUDENT RECORDS
To: ________________________
Board Secretary (Custodian)
Address:
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.
Parent's Signature Date
Address: ________________________________________________
City: ___________________________________ State: _____ ZIP:
Phone Number:
APPROVED:
Signature: _____________________________________
Title: ____________________________________ Date:
Address:
Telephone Number:
NOTIFICATION OF TRANSFER OF STUDENT RECORDS
To:_______________________________________ Date: __________________
Parent or Guardian
Street Address: ________________________________________________
City/State: ______________________________ ZIP: ________________
Please be notified that copies of the Wapello 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.
_____ Please check here if you desire a copy of such records furnished and return this form to the undersigned. A reasonable charge will be made for the copies.
If you believe such records transferred are in accurate, misleading, or otherwise in violation of the privacy or other rights the student, you have the right to a hearing to challenge the contents of such records.
Superintendent of Schools
Date:__________________________
Dear :
This letter is to notify you that the Wapello 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 number).
Sincerely,
Principal or Superintendent
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 education 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 Wapello Community School District and (agencies listed).
Statutory Authority:
This agreement implements Iowa code 280.25 and is consistent with 34 C.F.R. 99.38 (1999).
Parameters of Information Exchange:
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. Information shared by 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 to 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 9/1/2001.
Termination:
The school district may discontinue information sharing with any 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:
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:
Family Policy Compliance Office US Department Of Education 400 Maryland Ave. SW
Washington, DC 20202-4605
Approved: 2/12/1998
Reviewed: 1/9/2003; 02/14/2008; 1/12/12
Revised: 1/9/2003
Student records are all official records, files, and data directly related to students, including all material incorporated into each student's cumulative record folder and intended for school use or to be available to parties outside the school or school system specifically including, but not necessarily limited to: date 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 observation; and verified reports of serious or recurrent behavior patterns.
The intent of this regulation is to establish procedures for granting requests from parents for access to their child's records, use of the data, and procedures for its transmittal within forty-five days.
A. Access to Records
a. The parent or legal guardian of a student will have access to these records upon written request to the board secretary.
The parent or legal guardian will, upon written request to the board secretary, have the opportunity to receive an interpretation of the records, have the right to question the data, and, if a difference of opinion is noted, shall be permitted to file a letter in the cumulative folder stating the dissenting person's position. If further challenges are made to the record, the normal appeal procedures established by school policy will be followed.
A student, 18 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 dependent for income tax purposes may access the student's records without prior permission of the student.
b. 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 task.
B. Release of Information Outside the School
a. To release student records to other school(s) in which the student intends to enroll, the parents, legal guardian, or eligible student must be notified of the kinds of information being released unless the school district annually notifies parents at the records will be sent automatically.
b. Student records may be released to official education and other government agencies only if the names and all identifying markings are removed to prevent the identification of individuals allowed by state or federal law.
c. To release student records to other persons or agencies, written consent shall be given by the parent, legal guardian, or a student of majority age. This consent form will state which records shall be released, to whom they shall be released, and the reason for the release. A copy of the specific records being released will be made available to the person signing the release form if requested.
d. Before furnishing, student records in compliance with judicial orders or pursuant to any lawfully issued subpoena, the school district will make a reasonable attempt to notify, if the parents, legal guardian, or eligible student are not notified in advance.
e. Student records may be shared with juvenile justice agencies with which the school district has an interagency agreement. This information is shared without prior parental consent. The agreement is a public document available for inspection.
Hearing Procedures
Approved: 8/17/1995
Reviewed: 4/11/2001; 02/14/2008; 1/12/12
Revised: 4/11/2001
Student directory information is designed to be used internally within the school district.
Directory information shall be defined in the annual notice. It may include the student's name, address, 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, the most recent previous educational agency or institution attended by the student, photograph and other likeness, and other similar information.
Prior to developing a student directory or to giving general information to the public, parents 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 the child's information in the directory or in the general information about the students.
It shall be 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 (1988).
34 C.F.R. Pt. 99, 560 - 574 (1990).
Iowa Code § 22; 622.10 (1993).
281 I.A.C. 12.3(6), 41.20.
1980 Op. Att'y Gen. 720.
Cross Reference: 501.8--Student Attendance Records
506--Student Records
901.1--Public Examination of School District Records
Approved: 8/17/1995
Reviewed: 4/11/2001; 02/14/2008; 1/12/12; 3/15/18; 2/8/23
Revised: 4/11 /2001
The Wapello 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 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; e-mail address; grade level; enrollment status; major field of study; participation in officially recognized activities and sports; weight and height of members of athletic teams; dates of attendance; degrees and awards received; and the most recent previous educational institution attended by the student, photograph and other likeness, 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 the first day of school 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, you do not need to take any action.
RETURN THIS FORM
Wapello Community School District Parental Directions to Withhold Student/Directory Information for Educational Purposes for 20___ - 20___ school year.
Student Name:___________________________________ Date of Birth:___________
School:_____________________________________________________________________ Grade: _____
(Signature of Parent/Legal Guardian/Custodian of Child) Date
This for must be returned to your child's school no later than_________________________ , 20____.
Additional forms are available at your child's school.
The student handbook or similar publication given to each student which contains general information about the school shall contain the following statement which shall be published at least annually in a prominent place or in a newspaper of general circulation in the school district:
The following information may be released to the public in regard to any individual student of the school district as needed. Any student over the age of 18 or parent not wanting this information released to the public must make objection in writing by the first day of school to the principal. The objection needs to be renewed annually.
NAME, ADDRESS, TELEPHONE LISTING, 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, THE MOST RECENT PREVIOUS SCHOOL OR INSTITUTION ATTENDED BY THE STUDENT, AND OTHER SIMILAR INFORMATION.
Dated:
Approved: 8/17/1995
Reviewed: 4/11/2001; 02/14/2008; 1/12/12
Revised: 4/11 /2001
The Wapello Board of Directors 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 (1993).
1980 Op. Att'y Gen. 114.
Cross Reference: 506--Student Records
Approved: 8/17/1995
Reviewed: 1/11/2001; 02/14/2008; 1/12/12; 2/9/23
Revised:
Student library circulation records are designed to be used internally to assist in the orderly administration of the school district libraries. 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 maybe charged.
It is the responsibility of the superintendent, in conjunction with the teacher or teacher-librarian, to develop administrative regulations regarding this policy.
Legal Reference: 20 U.S.C. § 1232g (2004).
34 C.F.R. Pt. 99 (2004).
Iowa Code §§ 22; 622.10 (2007).
281 I.A.C. 12.3(6), (12)
1980 Op. Att'y Gen. 720, 825.
Cross Reference: 506--Student Records
Approved: 10/9/07
Reviewed: 02/09/11; 3/08/16; 2/9/23
Revised: