Navigating the complexities of student education records can be challenging. This guide, designed for parents, students, and educators within the Little Rock School District (LRSD) and beyond, clarifies your rights and the district’s responsibilities regarding access, disclosure, and privacy of these crucial documents. While the specifics here are tailored to LRSD policy, the underlying principles align with broader educational rights, even touching upon administrative aspects like After Care Program Lrsd Employer Id Number management, though our focus remains firmly on student records.
Who Has Access to Student Records?
Generally, parents of students under 18 have the right to inspect and copy their child’s education records. This right automatically transfers to the student once they turn 18. LRSD policy ensures this access is granted within 45 days of a request.
Parental Access Rights
Unless a court order restricts access, both custodial and non-custodial parents have equal rights to review and copy their child’s records. This inclusive approach underscores the district’s commitment to transparency and parental involvement in education.
Student Access Rights
Upon reaching 18 years of age, students gain direct control over their education records. They can independently request to review, copy, and manage their records, reflecting their growing autonomy and rights as adults.
Disclosure of Education Records: When and How
LRSD prioritizes student privacy. Written permission is required before releasing education records to external agencies or individuals not legally authorized to receive them. However, there are legally defined exceptions to this rule.
School Officials and Legitimate Educational Interests
Disclosure is permitted to school officials within LRSD who have a “legitimate educational interest.” This includes administrators, teachers, support staff, and even contracted personnel like attorneys or therapists. “Legitimate educational interest” is defined as needing to review records to fulfill professional or contractual duties related to the student’s education.
Transferring Schools
To facilitate smooth transitions, LRSD forwards education records, including disciplinary history, to schools where a student intends to enroll or is already enrolled. This ensures continuity in the student’s educational journey and provides the new school with necessary background information.
Foster Care Situations
Recognizing the unique needs of students in foster care, LRSD can disclose Personally Identifiable Information (PII) to a student’s caseworker or their representative without prior parental consent, provided:
- The student is in foster care.
- The caseworker has legal access to the student’s case plan.
- The Arkansas Department of Human Services is legally responsible for the student’s care.
This provision streamlines communication and support for students within the foster care system.
Emergency Situations
In emergencies where knowledge of student information is crucial to protect health or safety, LRSD can disclose PII to appropriate parties, including parents. This is determined by the superintendent or designee, considering the immediacy and severity of the threat. This clause allows for swift action when student well-being is at risk.
What is Considered an Education Record?
LRSD policy defines education records broadly, but also clarifies what is not included. A key distinction is made for personal records kept by school staff.
Personal Records Exception
A personal record kept by a staff member is not considered an education record if it meets specific criteria:
- It is in the sole possession of the staff member.
- It serves only as a personal memory aid.
- The information has not been shared with anyone except a temporary substitute.
This exception protects the private notes and working documents of educators.
Challenging Record Accuracy and Amending Records
Parents and eligible students have the right to challenge the accuracy of information within a student’s education record.
Process for Challenging Records
Challenges must be initiated with the building principal, with an appeal process available to the Superintendent. The challenge should clearly identify the specific part of the record in question and explain why it is believed to be inaccurate or misleading.
Limitations on Challenges
It’s important to note that the right to challenge accuracy does not extend to disputing grades, disciplinary rulings, disability placements, or similar evaluative determinations. These matters have separate appeal processes through the relevant teacher or administrator.
Hearing Rights
If LRSD decides not to amend a record as requested, the requesting party will be notified of their right to a hearing to further address the issue. Information on the hearing procedure will be provided at that time.
Directory Information and Opt-Out Rights
LRSD may release “directory information” to the public, military recruiters, colleges, and prospective employers unless parents or eligible students object in writing.
Examples of Directory Information
Directory information includes, but is not limited to:
- Student’s name
- Address
- Telephone number
- Email address
- Photograph
- Date and place of birth
- Dates of attendance
- Honors and awards
- Participation in school activities
It also extends to student ID numbers used for electronic systems and ID badges, provided these cannot access education records without additional authentication.
Opt-Out Procedure
To prevent the release of directory information, parents or eligible students must complete an opt-out form (found in the student handbook) and submit it to the principal’s office within ten school days of the start of the school year or enrollment date. Failure to opt-out within this timeframe implies consent. Previously filed opt-out forms remain valid even after a student is no longer enrolled.
Exceptions to Opt-Out
The right to opt-out of directory information disclosure does not prevent LRSD from requiring students to disclose their name, identifier, or email address within a class for enrollment purposes.
Filing a Complaint
Parents and students over 18 who believe LRSD has violated FERPA regulations regarding student records can file a complaint with the U.S. Department of Education:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202
This recourse ensures accountability and adherence to federal privacy laws.
This guide provides a comprehensive overview of student education record policies within the Little Rock School District, empowering parents and students to understand their rights and responsibilities. For further inquiries or specific situations, contacting your school principal or the LRSD administration is always recommended.
