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Annual Notice to Parents/Eligible Students Regarding Student Educational Records Under Family
Educational Rights and Privacy Act
The Family Educational Rights and Privacy Act (FERPA) afford parents and eligible students when they reach 18 years of age certain rights with respect to the
student's educational records. These rights are:
(1)
The right to inspect and review the student's education records
within 45 days of the day the School receives a request for access.
Parents or eligible students should submit to Newport News Public
Schools (NNPS) a written request that identifies the record(s) they
wish to inspect. NNPS will make arrangements for access and notify
the parent or eligible student of the time and place where the records
may be inspected.
(2)
The right to request NNPS to amend the student's educational record
that the parent or eligible student believes is inaccurate. Parents or
eligible students should write the school principal; clearly identify
the part of the record they want changed, and specify why it is
inaccurate.
If the School decides not to amend the record as requested by the
parent or eligible student, the School will notify the parent or eligible
student of the decision and advise them of their right to a hearing
regarding the request for amendment. Additional information
regarding the hearing procedures will be provided to the parent or
eligible student when notified of the right to a hearing.
(3)
The right to consent to disclosures of personally identifiable
information contained in the student's educational record, except
where FERPA authorizes disclosure without consent.
One exception, which permits disclosure without consent, is
disclosure to school officials with legitimate educational interests.
A school official is a person employed by the District as an
administrator, supervisor, instructor, or support staff member
(including health or medical staff and law enforcement unit
personnel); a person serving on the School Board; a person or
company with whom the District has contracted to perform a special
task (such as an attorney, auditor, medical consultant, or therapist);
or a parent or student serving on an official committee, such as a
disciplinary or grievance committee, or assisting another school
official in order to fulfill his or her professional responsibility.
Upon request, the District discloses education records without
consent to officials of another school division in which a student
seeks or intends to enroll. An accurate and complete educational
record is maintained on each student enrolled in the public schools of
Newport News. This student educational record contains information
such as home address, birth date, scholastic work completed, level
of achievement, standardized test scores, attendance and health
information. Additional information is maintained in the student
educational record for students who require differentiated programs
and/or special services.
Student educational records are located in the school in which the
student is enrolled. Additional copies of some records are located
in the Central Records Department at the Central Administration
Building on Warwick Boulevard.
CR - 05/12
The Superintendent of Schools or designee, whose office is located at
12465 Warwick Boulevard, is responsible for the maintenance of all
student records. Except in emergency situations, compliance with law
enforcement judicial orders and subpoenas or for educational purposes
consistent with the regulations of the state school board, disclosure of
information from a student's educational record is made only with the
consent of the parent or eligible student (when he/she reaches 18 years
of age).
In accordance with the Family Educational Rights and Privacy Act
(FERPA), both parents, custodial and non-custodial, have equal access
to student information unless the school has evidence of a court order
revoking these rights. When students reach the age of 18 years or when
they become students at post secondary education institutions, they
become "eligible students" and rights under FERPA transfer to them;
however, parents retain access to student records of children who are their
dependents for tax purposes.
Student educational records are retained in paper or electronic format
at the last school enrolled or the Central Records Department at the
Central Administration Building for all students, even those who require
differentiated programs and/or special services for 5 years after a
student graduates, completes a Board of Education-adopted program,
or leaves school (withdraws). Permanent record retention is maintained
in accordance with the State Board of Education's regulations and
guidelines, the Code of Virginia and the Records Management Division of
the Library of Virginia, which manages the retention and destruction of
all public agency records. NNPS will shred all material that is no longer
educationally useful at the end of the 5-year period. If parents wish to
review and/or have a copy of this data, they must contact the individual
school or Central Records Department before the end of the retention
period. Personally identifiable information in a student's educational
record may be classified as Directory Information. Such information
on students is not released or made public but may be disclosed in
accordance with the Family Educational Rights and Privacy Act (FERPA),
included in the attached Directory Information Notice.
A fee, established by the school division not to exceed the cost of
reproduction, will be charged for copying information in the student
educational record. No fee is charged for search and retrieval, for copies
of the Individualized Educational Plan (IEP) or health and immunization
records. Official copies of student educational records will be sent to the
receiving schools of transfer students at no charge. Unofficial copies of
student educational records will be given at $0.10 per page. The first three
copies of the transcript requested by a high school student (for college,
employer, etc.) will be free. All other copies of the transcript will be made
at a charge of $2.00 per transcript. This includes official and unofficial
copies.
(4)
The right to file a complaint with the U.S. Department of Education
concerning alleged failures by the Division to comply with the
requirements of FERPA is:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, D.C. 20202-4605
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