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:

“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 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 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 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.

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 Record

Initially Approved 02-14-2000
Last Reviewed 01-27-2021
Last Revision 01-27-2021

dawn@iowaschoo… Fri, 09/11/2020 - 10:23

506.1E1 - Request of Nonparent for Examination or Copies of Education Records

The undersigned hereby requests permission to examine the Clarinda Community School District 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 reported or disclosed.    ( )
(e) A person connected with the student's application for, or receipt of, ( )
financial aid. (SPECIFY DETAILS: _____________________________________).

(f) 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)

APPRPOVED: Date: ______________________________________

Address: ____________________________________

Signature: ___________________________________________ City: _______________________________________

Title: _______________________________________________ State: ________________ ZIP _________________

Dated: ______________________________________________ Phone Number: ______________________________

dawn@iowaschoo… Fri, 09/11/2020 - 10:51

506.1E2 - Authorization or Release of Student Records

The undersigned hereby authorizes ________________________________________________________________

School District to release copies of the following official education records:

_____________________________________________________________________________________________

concerning ____________________________________________ _____________________________________
(Full Legal Name of Student) (Date of Birth)

___________________________________________________________ from 20 ____ to 20 ____
(Name of Last School Attended) (Years of Attendance)

The reason or 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: ____________________________________

dawn@iowaschoo… Fri, 09/11/2020 - 11:49

506.1E3 - Request for Hearing on Correction of Education Records

To: __________________________________________________________ Address: _________________________________________
Board Secretary (Custodian)

I believe certain official education records of my child, , (full legal name of student), (school name), are inaccurate, misleading or in violation of the privacy 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 or a right to place a statement in my child's record stating I disagree with the decision and why.

_______________________________________________________
(Signature)

Date: _________________________________________________

Address: _______________________________________________

City: ___________________________________________________

State: _______________________________ ZIP ______________

Phone Number: _________________________________________

dawn@iowaschoo… Fri, 09/11/2020 - 11:56

506.1E4 - Request for Examination of Education 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 student is: ___________________________________________________________________________________

(check one)

______ I do

______ I do not

desire a copy of such records. I understand that a reasonable charge may be made for the copies.

____________________________________________________
(Parent's Signature)

APPROVED: Date: _______________________________________________

Address: ____________________________________________

Signature: __________________________________________ City: ________________________________________________

Title: ______________________________________________ State: _________________ ZIP _________________________

Dated: _____________________________________________ Phone Number: _______________________________________

dawn@iowaschoo… Fri, 09/11/2020 - 10:41

506.1E5 - Notification of Transfer of Education Records

To: ________________________________________________________ Date: ______________________________
Parent/Guardian

Street Address: ____________________________________________________________________________________

City/State: ______________________________________________________________ ZIP _____________________

Please be notified that copies of the Clarinda Community School District’s official education 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)

dawn@iowaschoo… Fri, 09/11/2020 - 10:37

506.1E6 - Letter to Parent Regarding Receipt of a Subpoena

Date

Dear (Parent) :

This letter is to notify you that the Clarinda Community School District has received a (subpoena or court order) _ requesting copies of your child's education 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 #) .

Sincerely,

(Principal or Superintendent)

dawn@iowaschoo… Fri, 09/11/2020 - 11:55

506.1E7 - Juvenile Justice Agency Information Sharing Agreement

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 adjudication 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 Clarinda Community School District (hereinafter "School District") and [insert agency] (hereinafter "Agencies").

Statutory Authority: This agreement implements Iowa Code § 280.25 and is consistent with 34 C.F.R. 99.38.

Parameters of Information Exchange:

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 Agencies 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.
Information obtained by the school from other juvenile justice agencies may not be used as the basis for disciplinary action of the student.
This agreement only governs a school district's ability to share information and the purposes for which that information can be used. Other agencies are bound by their own respective confidentiality policies.

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 a reasonable time following receipt ~~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 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. Agencies or individuals violating the terms of this agreement subject 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 [insert date].

Termination: 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 this Agreement.

APPROVED:

Signature: ____________________________________ Address: ______________________________________

Title: _________________________________________ City: _________________________________________

Agency: _______________________________________ State: ___________ ZIP ________________________

Dated: ________________________________________ Phone Number: ________________________________