Notice of Record Access
Parents, legal guardians, 18-year old students, and students enrolled in an institution of post secondary education are accorded the right to inspect and review any and all official data directly related to their child. Such information is to be found in what is known as the cumulative record, which is located in the school office. This record includes identifying data, academic work completed, level of achievement (grades, standardized achievement 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.
The right of access to the records is limited to parents, legal guardians, 18 year olds and students enrolled in an institution of secondary education, except when written permission is on file from one of these authorized persons to release this information to a third party. This limitation does not apply to school personnel having a professional need to examine or work with these records. Transcript data may be conveyed to another school district where a student is enrolled without parental permission, but a notice of transfer of records will be sent to the last known address of the parent, legal guardian or authorized student.
Parents, guardians, 18 year olds, and students enrolled in an institution of post secondary education may request an appointment to inspect records, during the regular school day, by contacting the school office. Records will be reviewed in the presence of the teacher or principal
The content of the record may be challenged as to clerical accuracy and propriety of inclusion of specific data in the record. This challenge will be answered and an effort made to resolve the question.
Copies of materials in the cumulative record are available to those individuals authorized to inspect the records. When possible, copies will be provided immediately upon request. However, the school reserves the right to have up to five (5) work days for the preparation of these copies when other job responsibilities do not allow for the immediate preparation of the copies.
Under the law, the school may provide for publication of directory information from the cumulative record, unless specifically denied the right to do so by the parent, guardian, 18-year-old, or student enrolled in an institution of post secondary education.
Included in the directory information category are the following: student’s name, address, telephone listing (unless designated as unlisted), 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, and the most recent previous educational agency or institution attended by the student.
If the parent, guardian, 18 year old, or student enrolled in an institution of post secondary education wishes to deny the use of any or all of this information for publication, they may file their denial, in writing, with the principal by the third week of the current school year. After this date, the school may utilize this information in a responsible manner, if they have not received a denial of its use.
In accordance with State of Ohio licensing regulations for preschool programs, class rosters, including student names, addresses, phone numbers and parents, will not be included in the general school directory. A separate class roster will be maintained for each preschool class, and parent permission will be secured before a child is listed on the roster. The roster will include the child’s name, the names of the parents, and the phone number. Addresses will not be included.