Paraphrased from FERPA
The Pulaski County School District follows the Kentucky Department for Libraries and Archives Retention Schedule, School Model, Schools (Preschool through 12) for maintaining student records.
Each school’s guidance office—elementary, middle, and high—is the custodian of students’ scholastic and related records. Student grades/transcripts are kept permanently. Although the transcripts are kept electronically, each high school keeps a “hard” copy of each student’s transcript.
Each school’s attendance clerk/secretary is responsible for the attendance records of each student. The attendance records are computerized and under the supervision of the student services department, directory of pupil personnel, and attendance secretary at the district’s central office. These records are kept permanently.
Laws (state and federal) regulate that the maintenance of student records be confidential.
Notification of FERPA (Family Educational Rights and Privacy Act) is distributed to parents and students annually. See Students 09.14 AP.111 in Policies and Procedures manual of the Pulaski County School Board of Education.
1. FERPA gives parents of minor children and adult students (over 18 years of age) the right to inspect and review the student’s education records. The system is to respond to the request within 45 days of the day that the system receives the request. A copy of “Request to Inspect Student Educational Records” is available upon request at the student’s school. At the time the records are inspected, the requestee must complete a “Log of Inspection of Records.”
2. If parents or eligible students feel that a record is not accurate, is misleading, or is in violation of privacy or other rights, FERPA gives them the right to request an amendment of the student’s education records. The form “Request to Inspect Student Educational Records” also has a section for this request.
3. FERPA gives the parents or eligible students the right to consent to disclosure of information that is contained in student’s school records except to the extent that FERPA authorizes disclosure without consent.
- FERPA permits disclosure without consent to school officials who have legitimate educational or safety interests in records: an administrator, supervisor, instructor, or support staff member, which includes health or medical staff and law enforcement unit personnel; a person who serves on the school board; a person or company that the school district has a contract with to perform specific tasks, such as an attorney, auditor, medical therapist or consultant; or a parent or student serving on a committee that is official such as a grievance committee or disciplinary committee; or assisting another school official in performing his or her tasks.
- A school official, according to FERPA has a legitimate educational interest if he or she needs to review an education record to fulfill his or her professional responsibility.
- FERPA allows upon request the school or district to transfer or disclose without consent a student’s records to another school or district or other entities authorized by law.
4. Parent(s) or guardian(s) of a minor student and an adult student has the right to file a complaint for a district-alleged noncompliance with the requirements of FERPA. The “Notification of FERPA Rights” is in the Pulaski County School District’s Student Code of Conduct and Attendance Policy. A”Notice of Student Directory Information Release” is in the district’s “Student’s Code of Conduct and Attendance Policy.” If parents do not wish to have directory information released, including:
- student name and address;
- student’s date and place of birth;
- participation in officially recognized activities and sports;
- student’s weight and height if a member of an athletic team;
- student’s dates of attendance;
- student awards and recognition; and
- most recent education institution attended
they must sign and return the form to the student’s school.