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STUDENT EDUCATIONAL RECORDS - EAOP

STUDENT . EDUCATIONAL . RECORDS . MIAMI-DADE COUNTY PUBLIC SCHOOLS. Office of Professional Development and EDUCATIONAL Services Division of STUDENT Service Board Rule 6Gx13- The school Board of Miami-Dade County, Florida Mr. Agustin J. Barrera, Chair Ms. Perla Tabares Hantman, Vice Chair Mr. Renier Diaz de la Portilla Ms. Evelyn Langlieb Greer Mr. Willbert Tee Holloway Dr. Martin Karp Ms. Ana Rivas Logan Dr. Marta P rez Dr. Solomon C. Stinson Ms. Angelique Gayle STUDENT Advisor Mr. Alberto M. Carvalho Superintendent of Schools Ms. Ava G. Byrne Assistant Superintendent Professional Development and EDUCATIONAL Services Ms. Deborah A. Montilla District Director Division of STUDENT Services This page intentionally left blank TABLE OF CONTENTS.

2 E. School official is defined as 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). F. Directory Information includes the student’s name, address, telephone number if it is a listed number, date and place of birth, major field of study, participation in

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Transcription of STUDENT EDUCATIONAL RECORDS - EAOP

1 STUDENT . EDUCATIONAL . RECORDS . MIAMI-DADE COUNTY PUBLIC SCHOOLS. Office of Professional Development and EDUCATIONAL Services Division of STUDENT Service Board Rule 6Gx13- The school Board of Miami-Dade County, Florida Mr. Agustin J. Barrera, Chair Ms. Perla Tabares Hantman, Vice Chair Mr. Renier Diaz de la Portilla Ms. Evelyn Langlieb Greer Mr. Willbert Tee Holloway Dr. Martin Karp Ms. Ana Rivas Logan Dr. Marta P rez Dr. Solomon C. Stinson Ms. Angelique Gayle STUDENT Advisor Mr. Alberto M. Carvalho Superintendent of Schools Ms. Ava G. Byrne Assistant Superintendent Professional Development and EDUCATIONAL Services Ms. Deborah A. Montilla District Director Division of STUDENT Services This page intentionally left blank TABLE OF CONTENTS.

2 PAGE#. Preface .. i I. Definitions .. 1. II. Cumulative RECORDS .. 2. III. Periodic Review of RECORDS .. 6. IV. Public 7. V. Parent and Eligible STUDENT Access to EDUCATIONAL RECORDS .. 8. VI. Release of Information .. 10. VII. Right to Challenge the Contents of school RECORDS - Hearing Procedures ..14. VIII. Reproduction of STUDENT RECORDS .17. IX. Third Party Restrictions .. 17. X. record of Access ..18. APPENDICES. Permission for Release of RECORDS and/or Information from RECORDS ..20. Waiver of the Right of Access .. 23. Sample Letter Re: Family EDUCATIONAL Rights and Privacy Act (FERPA) ..26. Sample Letter To Custodial Parent .. 29. Sample Letter To Parent Upon Receipt of Subpoena or Court Order.

3 32. record of Access Card ..35. Parents' Right to Access students ' school RECORDS Under the Provisions of Federal and State Law .. 36. Password Non-disclosure Statement ..37. Third Party Restrictions ..38. Directory Information Opt-Out Form ..39. This page intentionally left blank PREFACE. In 1974, Congress passed and the President signed the Family EDUCATIONAL Rights and Privacy Act codified at 20 1232 g. The Act protects the accuracy and privacy of information contained in students ' EDUCATIONAL RECORDS . The primary purpose of this revised document is to provide guidance to those who create, maintain, review, or request access to STUDENT EDUCATIONAL RECORDS .

4 I This page intentionally left blank I. DEFINITIONS. A. EDUCATIONAL RECORDS are defined as those RECORDS , files, documents, computer media, and other materials which contain information directly related to students and maintained by an EDUCATIONAL agency or institution or by a person acting for such an agency or institution. This description is all inclusive, EXCEPT for: 1. RECORDS of instructional, supervisory, and administrative personnel and EDUCATIONAL personnel ancillary thereto which are in the sole possession of the maker thereof and which are not accessible or revealed to any other person except a substitute. 2. RECORDS maintained by a law enforcement unit of the EDUCATIONAL agency or institution that were created by that law enforcement unit for the purpose of law enforcement.

5 3. An employment record of persons who are employed by an EDUCATIONAL agency or institution but who are not in attendance at such agency or institution, made or maintained in the normal course of business which relates exclusively to such person in the individual's capacity as an employee, and are not available for use for any other purpose. 4. RECORDS created or maintained by a physician, psychiatrist, psychologist, or other recognized professional or paraprofessional acting in his or her professional or paraprofessional capacity, or assisting in that capacity, that are created, maintained, or used only in connection with the provision of treatment to the STUDENT and that are not available to anyone other than persons providing such treatment.

6 However, such RECORDS shall be open to a physician or other appropriate professional of the STUDENT 's choice [see (2)(c)]. B. Parent is defined as either or both natural parents, any guardian, or any other person who is in a parental relationship to a child or who is exercising supervisory authority in place of a parent over a child of public school age. C. Eligible STUDENT is defined as any STUDENT or former STUDENT who has attained 18. years of age or is attending an institution of postsecondary education, except in those cases when an individual's majority rights have been limited by court order and a copy of said order has been placed in the STUDENT 's cumulative RECORDS .

7 D. Certified transcripts or permanent RECORDS are copies of Category A. information which bear the school seal and the signature of the appropriate school official. Electronic RECORDS transferred through the Florida Automated System for Transferring EDUCATIONAL RECORDS (FASTER) system are certified RECORDS . 1. E. school official is defined as 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). F. Directory Information includes the STUDENT 's name, address, telephone number if it is a listed number, date and place of birth, major field of study, participation in officially recognized activities and sports, weight and height of members of athletic teams, date of attendance, degrees and awards received, and most recent previous EDUCATIONAL agency or institution attended by the STUDENT .

8 II. CUMULATIVE RECORDS . A STUDENT 's EDUCATIONAL record is comprised of the electronic data maintained in the Integrated STUDENT Information System (ISIS), Vocational Adult Community System (VACS) and hard copies of information placed in the cumulative RECORDS and in other centrally located files. A. Purpose and Content To provide professional personnel with a longitudinal STUDENT information system, and to facilitate the instruction, guidance, and EDUCATIONAL progress of students , cumulative RECORDS shall be maintained for each STUDENT upon entrance into Miami-Dade County Public Schools (M-DCPS) according to the rules herein. All cumulative RECORDS and any other information relative to students are maintained under the custodial care of the principal and shall be kept current.

9 Information contained in these RECORDS shall be classified as follows: 1. Category A - Permanent Information: Verified information of clear EDUCATIONAL importance which shall be retained forever for students in PK- 12 and adult/vocational students enrolled in high school completion programs or vocational programs of 450 hours or more. Category A. information is contained in the permanent record and consists of the following STUDENT information: a. pupil's or STUDENT 's full legal name;. b. authenticated birth date, place of birth, race, and sex;. c. last known address of pupil or STUDENT ;. d. names of pupil's or STUDENT 's parent(s) or guardian(s);. e. name and location of last school attended.

10 F. number of days present and absent, date enrolled, date withdrawn;. g. courses taken and record of achievement, such as grades, units or certification of competence;. h. date of graduation or date of program completion; and i. record Access Card 2. Category B - Temporary Information: Verified information of clear EDUCATIONAL importance which may be destroyed five (5) years after the STUDENT or his/her class graduates. The Department of RECORDS and Forms Management should be 2. contacted prior to the destruction of any RECORDS . Category B information may include, but is not limited to: a. health information;. b. family background data;. c. standardized test scores.


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