506 Student Records
506.01 Student Records Access
STUDENTS
506.01 - STUDENT 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 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 may be provided access without the written permission of the student.
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 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 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 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:
- 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 the education records are being sent and the parents 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 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 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 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 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. 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:
- Inspect and review the student's education records;
- Seek amendment of the student’s education records that the parent or eligible student believes to be inaccurate, misleading, or otherwise in violation of the student’s privacy rights;
- 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
- 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' 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 the Student Privacy Policy 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
I.C. Iowa Code
Description
Iowa Code § 22
Open Records
Iowa Code § 279.9B
Directors - Powers and Duties - Reports to Juvenile Authorities
Iowa Code § 280.24
Drug & Alcohol Possession Reporting
Iowa Code § 280.25
Information Sharing
Iowa Code § 622.10
Evidence - Communications in Professional Confidence
I.A.C. Iowa Administrative Code
Description
281 I.A.C. 12.3
Administration
281 I.A.C. 41
Special Education
U.S.C. - United States Code
Description
20 U.S.C. § 1232g
Education - FERPA
20 U.S.C. §1415
IDEA - Procedural Safeguards
C.F.R. - Code of Federal Regulations
Description
34 C.F.R. Pt. 300
Education - Disabilities/Children/Assistance to States
34 C.F.R. Pt. 300.610
Education - Confidentiality
34 C.F.R. Pt. 99
Education - Family Rights and Privacy
Cross References
Code
Description
102
Equal Educational Opportunity
102-R(1)
Equal Educational Opportunity - Grievance Procedure
102-EH(1)
Equal Educational Opportunity - Annual Notice of Nondiscrimination
102-EH(2)
Equal Educational Opportunity - Continuous Notice of Nondiscrimination
102-EH(3)
Equal Educational Opportunity - Notice of Section 504 Student and Parental Rights
102-E(4)
Equal Educational Opportunity - Discrimination Complaint Form
102-E(5)
Equal Educational Opportunity - Witness Disclosure Form
102-E(6)
Equal Educational Opportunity - Disposition of Complaint Form
603.03
Special Education
604.11
Appropriate Use of Online Learning Platforms
708
Care, Maintenance and Disposal of School District Records
712
Technology and Data Security
712-R(1)
Technology and Data Security - Security Requirements of Third-Party Vendors Regulation
804.06
Use of Recording Devices on School Property
804.06-R(1)
Use of Recording Devices on School Property - Use of District Owned Recording Devices Regulation
901
Public Examination of School District Records
Approved 10/17/96
Reviewed 9/21/15
Revised 05/23/01, 9/18/2023
506.01E1 Student Records Checklist
STUDENTS
506.01E1 - REQUEST OF NONPARENT FOR EXAMINATION OR COPIES OF EDUCATION RECORDS
506.01E2 Request of Nonparent for Examination or Copies of Student Records
STUDENTS
506.01E2 - REQUEST OF NONPARENT FOR EXAMINATION OR COPIES OF STUDENT RECORDS
506.01E3 Parental Authorization for Release of Student Records
STUDENTS
506.01E3 - PARENTAL AUTHORIZATION FOR RELEASE OF STUDENT RECORDS
506.01E4 Request for Hearing on Correction of Student Records
STUDENTS
506.1E4 - REQUEST FOR HEARING ON CORRECTION OF STUDENT RECORDS
506.01E5 Parental Request for Examination of Student Records
STUDENTS
506.1E5 - PARENTAL REQUEST FOR EXAMINATION OF STUDENT RECORDS
506.01E6 Notification of Transfer of Student Records
STUDENTS
506.1E6 - NOTIFICATION OF TRANSFER OF STUDENT RECORDS
506.01E7 Sample Letter to Parent Regarding Receipt of a Subpoena
STUDENTS
506.1E7 - SAMPLE LETTER TO PARENT REGARDING RECEIPT OF A SUBPOENA
506.01E8 Sample Juvenile Justice Agency Information Sharing Agreement
STUDENTS
506.1E8 - SAMPLE JUVENILE JUSTICE AGENCY INFORMATION SHARING AGREEMENT
506.01R1 Use of Student Records Regulation
STUDENTS
506.1R1 - USE OF STUDENT 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.
- Access to Records
- 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.
- 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.
- 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.
- Procedures for Requesting a Record Amendment
- 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.
- The school district will decide whether to amend the education student records within a reasonable time after receipt of the request.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- The parents may appeal the hearing officer’s decision to the superintendent within [insert number] days if the superintendent does not have a direct interest in the outcome of the hearing.
- 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 [insert number] days. It is within the discretion of the board to hear the appeal.
- 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.
I.C. Iowa Code
Description
Iowa Code § 22
Open Records
Iowa Code § 279.9B
Directors - Powers and Duties - Reports to Juvenile Authorities
Iowa Code § 280.24
Drug & Alcohol Possession Reporting
Iowa Code § 280.25
Information Sharing
Iowa Code § 622.10
Evidence - Communications in Professional Confidence
I.A.C. Iowa Administrative Code
Description
281 I.A.C. 12.3
Administration
281 I.A.C. 41
Special Education
U.S.C. - United States Code
Description
20 U.S.C. § 1232g
Education - FERPA
20 U.S.C. §1415
IDEA - Procedural Safeguards
C.F.R. - Code of Federal Regulations
Description
34 C.F.R. Pt. 300
Education - Disabilities/Children/Assistance to States
34 C.F.R. Pt. 300.610
Education - Confidentiality
34 C.F.R. Pt. 99
Education - Family Rights and Privacy
Cross References
Code
Description
102
Equal Educational Opportunity
102-R(1)
Equal Educational Opportunity - Grievance Procedure
102-EH(1)
Equal Educational Opportunity - Annual Notice of Nondiscrimination
102-EH(2)
Equal Educational Opportunity - Continuous Notice of Nondiscrimination
102-EH(3)
Equal Educational Opportunity - Notice of Section 504 Student and Parental Rights
102-E(4)
Equal Educational Opportunity - Discrimination Complaint Form
102-E(5)
Equal Educational Opportunity - Witness Disclosure Form
102-E(6)
Equal Educational Opportunity - Disposition of Complaint Form
603.03
Special Education
604.11
Appropriate Use of Online Learning Platforms
708
Care, Maintenance and Disposal of School District Records
712
Technology and Data Security
712-R(1)
Technology and Data Security - Security Requirements of Third-Party Vendors Regulation
804.06
Use of Recording Devices on School Property
804.06-R(1)
Use of Recording Devices on School Property - Use of District Owned Recording Devices Regulation
901
Public Examination of School District Records
Approved: 7/13/00
Reviewed: 9/21/15
Revised: 9/18/2023
506.1E10 Annual Notice-Spanish Version
STUDENTS
506.1E10 - SPANISH VERSION - ANNUAL NOTICE
Los Derechos Educativos de la Familia y Ley de Privacidad (FERPA) otorga a los padres y estudiantes mayores de 18 años de edad ("estudiantes elegibles") ciertos derechos con respecto a los expedientes académicos de los estudiantes. Ellos son:
(1) El derecho a inspeccionar y revisar los registros educativos del estudiante dentro de los 45 días de la fecha que el distrito reciba una solicitud de acceso.
Los padres o estudiantes elegibles deben presentar al director de la escuela (o al oficial escolar apropiado) una petición por escrito que identifique el expediente (s) que desean inspeccionar. El director hará los arreglos para el acceso y notificará al padre o estudiante elegible de la hora y lugar donde los registros pueden ser inspeccionados.
(2) El derecho a solicitar la enmienda de los registros educativos del estudiante que el padre o el estudiante elegible cree que son incorrectos o engañosos o en violación de los derechos de privacidad del estudiante.
Los padres o estudiantes elegibles pueden pedir que el distrito escolar enmender un registro que ellos creen es inexacto o engañoso. Ellos deben escribir al director de la escuela, identificando claramente la parte del expediente que quieren cambiar, y especificar por qué es inexacto o engañoso.
Si el distrito decide no enmendar el expediente según lo solicitado por el padre o el estudiante elegible, el distrito notificará al padre o al estudiante elegible de la decisión y les informará de su derecho a una audiencia sobre la solicitud de modificación. Información adicional sobre los procedimientos de audiencia será proporcionada al padre o al estudiante elegible cuando se les notifique del derecho a una audiencia.
(3) El derecho a consentir la divulgación de información personalmente identificable contenida en los expedientes académicos del estudiante, salvo en la medida en que FERPA autoriza la revelación sin consentimiento.
Una excepción que permite la divulgación sin consentimiento es la revelación a oficiales escolares con intereses educativos legítimos. Un oficial escolar es una persona empleada por el distrito como un administrador, supervisor, instructor, o miembro del personal de apoyo (incluyendo personal de salud o médico y personal de la policía), una persona que sirve en el consejo escolar, una persona o compañía con quien el distrito ha contratado para realizar una tarea especial (como un abogado, auditor, los empleados de la AEA, consultor médico, o terapeuta), o un padre o estudiante sirviendo en un comité oficial, como un comité disciplinario o de quejas o estudiante equipo de asistencia o asistiendo a otro funcionario escolar en el desempeño de sus tareas.
Un funcionario escolar tiene un interés educativo legítimo si el funcionario necesita revisar un expediente educativo para cumplir con su responsabilidad profesional.
Sobre petición, el distrito divulga los registros educativos sin consentimiento a oficiales de otro distrito escolar en el cual el estudiante busca o intenta inscribirse. (Nota:. FERPA requiere que el distrito escolar haga un intento razonable para notificar a los padres o al estudiante elegible de la solicitud de registro, a menos que declare en su notificación anual que tiene la intención de enviar los registros a petición)
(4) El derecho de informar al distrito escolar que los padres no quieren que la información del directorio, según se define a continuación, para ser puesto en libertad. Cualquier estudiante mayor de dieciocho años o los padres no quieren esta información sea divulgada al público debe hacer objeción por escrito de 1 de octubre, con el director. La objeción debe ser renovada anualmente.
a. La información del directorio incluye: nombre, dirección, número de teléfono, fecha y lugar de nacimiento, dirección de correo electrónico, grado, estado de inscripción, área principal de estudio, participación en actividades y deportes oficialmente reconocidos, peso y altura de miembros de equipos atléticos , fechas de asistencia, títulos y premios recibidos, la más reciente agencia o institución educativa que asiste por el estudiante, número de identificación del estudiante que aparece en la tarjeta de identificación del estudiante (siempre y cuando no se utilizan únicamente para acceder a los registros educativos del estudiante), el usuario ID u otro identificador único personal que se muestra en una tarjeta de identificación de estudiante (siempre y cuando no se utilizan únicamente para acceder a los registros educativos del estudiante), fotografía y otras imágenes, y otra información similar
b. Aunque las direcciones y números de teléfono de estudiantes no se considera información de directorio en todos los casos, los reclutadores militares y de post-secundaria instituciones educativas pueden legalmente acceder a esta información sin el consentimiento previo de los padres. Los padres que no quieren a los reclutadores militares o instituciones post-secundarias para acceder a la información debe pedir al Distrito de retener la información. Además, los distritos que ofrecen instituciones de enseñanza superior y los empleadores potenciales el acceso a los estudiantes deben proporcionar el mismo derecho de acceso a los reclutadores militares.
(5) El derecho a presentar una queja con el Departamento de Educación de EE.UU. sobre presuntas fallas del distrito para cumplir con los requisitos de FERPA. El nombre y la dirección de la oficina que administra FERPA es:
Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue., SW, Washington, DC, 20202-5920.
El Distrito puede compartir información con las Partes que contenidas en el expediente permanente del estudiante, la cual está directamente relacionada con la capacidad del sistemas de justicia juvenil para servir efectivamente al estudiante. Antes de la adjudicación, la información contenida en el expediente permanente puede ser revelada por el distrito escolar para las Partes, sin consentimiento de los padres o una orden judicial. La información contenida en el expediente permanente del estudiante puede ser revelada por el distrito escolar para las partes después de la adjudicación sólo con el consentimiento de los padres o una orden judicial. La información compartida en el acuerdo no es admisible en cualquier procedimiento judicial que se realizan antes de una audiencia de disposición, salvo consentimiento por escrito por parte del padre de un estudiante, tutor o custodio legal o real. La información obtenida de otras, no se utiliza para la base de la acción disciplinaria del estudiante. Este contrato sólo gobierna la capacidad de un distrito escolar a compartir la información y los propósitos para los cuales se puede que la información utilizada.
El propósito para el intercambio de información previa a la adjudicación de un estudiante es mejorar la seguridad escolar, reducir el alcohol y el uso ilegal de drogas, reducir el absentismo escolar, reducir en la escuela y suspensiones fuera de la escuela, y para apoyar las alternativas a en la escuela y fuera de la escuela suspensiones y expulsiones que ofrecen programas educativos estructurados y bien supervisado complementados con servicios coordinados y adecuados designados a las conductas correctas que conducen a las ausencias injustificadas, suspensión y expulsión y apoyar a los estudiantes en completar con éxito su educación.
La parte que solicita la información se comunicará con el director del edificio en que se encuentra el estudiante inscrito o matriculado fue. El director remitirá los expedientes dentro de los diez días hábiles (10) de la solicitud.
La información confidencial compartida entre las Partes y el Distrito tendrá carácter confidencial y no será compartida con ninguna otra persona, a menos que se disponga lo contrario por la ley. La información compartida en el acuerdo no es admisible en cualquier procedimiento judicial que se realizan antes de una audiencia de disposición, salvo consentimiento por escrito por parte del padre de un estudiante, tutor o custodio legal o real, ni puede ser utilizado como base para la acción disciplinaria de la estudiante.
Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Ave., S.W., Washington, D.C., 20202-4605.
506.2 Student Directory Information
STUDENTS
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”: Note: a district may, but does not have to, include all the information listed below, which is included in the United States Department of Education’s sample policy. This information should match the information contained in 506.01E8, 506.02R1, and 506.02E1.
- 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.
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.
I.C. Iowa Code
Description
Iowa Code § 22
Open Records
Iowa Code § 622.10
Evidence - Communications in Professional Confidence
I.A.C. Iowa Administrative Code
Description
281 I.A.C. 12.3
Administration
281 I.A.C. 41
Special Education
U.S.C. - United States Code
Description
20 U.S.C. § 1232g
Education - FERPA
C.F.R. - Code of Federal Regulations
Description
34 C.F.R. Pt. 99
Education - Family Rights and Privacy
Cross References
Code
Description
901
Public Examination of School District Records
902.04
Live Broadcast or Recording
Approved: 10/17/96
Reviewed: 9/21/15
Revised: 7/13/00, 9/18/2023
506.2E1 Parental Authorization for Releasing Student Directory Info
STUDENTS
506.2E1 - PARENTAL REFUSAL OF AUTHORIZATION TO RELEASE STUDENT DIRECTORY INFORMATION
The WACO 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 at each principal's office in the district.
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: Note: a district may, but does not have to, include all the information listed below, which is included in the United States Department of Education’s sample policy. This information should match the information contained in 506.01E8, 506.02R1, and 506.02E1.
- 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 , 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, you do not need to take any action.
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.
RETURN THIS FORM
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.
I.C. Iowa Code
Description
Iowa Code § 22
Open Records
Iowa Code § 622.10
Evidence - Communications in Professional Confidence
I.A.C. Iowa Administrative Code
Description
281 I.A.C. 12.3
Administration
281 I.A.C. 41
Special Education
U.S.C. - United States Code
Description
20 U.S.C. § 1232g
Education - FERPA
C.F.R. - Code of Federal Regulations
Description
34 C.F.R. Pt. 99
Education - Family Rights and Privacy
Cross References
Code
Description
901
Public Examination of School District Records
902.04
Live Broadcast or Recording
Revised: 9/18/2023
506.2R1 Use of Directory Information
STUDENTS
506.2R1 - USE OF DIRECTORY INFORMATION
The Family Educational Rights and Privacy Act (FERPA), a Federal law, requires that WACO Community Schools with certain exceptions, obtain your written consent prior to the disclosure of personally identifiable information from your child’s education records. However, WACO 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 WACO 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 WACO 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 September 15th of each school year. WACO Community Schools has designated the following information as directory information: Note: a district may, but does not have to, include all the information listed below, which is included in the United States Department of Education’s sample policy. This information should match the information contained in 506.01E8, 506.02, and 506.02E1.
- 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.)
1These laws are: Section 9528 of the Elementary and Secondary Education Act (20 U.S.C. § 7908) and 10 U.S.C. § 503(c).
I.C. Iowa Code
Description
Iowa Code § 22
Open Records
Iowa Code § 622.10
Evidence - Communications in Professional Confidence
I.A.C. Iowa Administrative Code
Description
281 I.A.C. 12.3
Administration
281 I.A.C. 41
Special Education
U.S.C. - United States Code
Description
20 U.S.C. § 1232g
Education - FERPA
C.F.R. - Code of Federal Regulations
Description
34 C.F.R. Pt. 99
Education - Family Rights and Privacy
Cross References
Code
Description
901
Public Examination of School District Records
902.04
Live Broadcast or Recording
Revised: 9/18/2023
506.3 Student Photographs
STUDENTS
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 (1995).
1980 Op. Att'y Gen. 114.
Cross Reference: 506 Student Records
Approved: 7/13/00
Reviewed: 9/21/15, 9/18/2023
Revised:
506.4 Student Library Circulation Records
STUDENTS
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 may be charged.
It is the responsibility of the superintendent, in conjunction with the teacher or teacher-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 (1988).
34 C.F.R. Pt. 99 (1993).
Iowa Code §§ 22; 622.10 (1995).
281 I.A.C. 12.3(6).
1980 Op. Att'y Gen. 720, 825.
Cross Reference: 506 Student Records
Approved: 7/13/00
Reviewed: 9/21/15, 9/18/2023
Revised: