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Correction of Education Records

 

Parents or eligible students shall be notified of their right to challenge the content and to ask to have records corrected (including expungement) that they believe are inaccurate, misleading, or in violation of their privacy rights. Following are the procedures for the correction of records:

 

1. Parents or the eligible student must request in writing that the Warren County Public Schools amend a record. In so doing, they should identify the part of the record they want changed and specify why they believe it is inaccurate, misleading or in violation of the student's privacy or other rights.

 

2. Warren County Public Schools shall decide whether to amend the record in accordance with the request within a reasonable period of time. If it decides not to comply, the school division shall notify the parents or eligible student of the decision and advise them of their right to a hearing to challenge the information believed to be inaccurate, misleading, or in violation of the student's rights.

 

3. Upon request, Warren County Public Schools shall arrange for a hearing, and notify the parents or eligible student, reasonably in advance, of the date, place, and time of the hearing. The hearing shall be held within a reasonable period of time after the request.

 

4. The parent may be represented by one or more individuals/attorney.

 

5. The hearing shall be conducted by a hearing officer who is a disinterested party; however, the hearing officer may be an official of the school division. The parents or eligible student shall be afforded a full and fair opportunity to present evidence relevant to the issues raised in the original request to amend the student's education records in accordance with FERPA.

 

6. Warren County Public Schools shall prepare a written decision which will include a summary of the evidence presented and the reasons for the decision.

 

7. If Warren County Public Schools decides that the challenged information is not inaccurate, misleading, or in violation of the student's right of privacy, it will notify the parents or eligible student that they have a right to place in the record a statement commenting on the challenged information and/or a statement setting forth reasons for disagreeing with the decision. The statement will be maintained as part of the student's education records as long as the contested portion is maintained.

 

The Warren County Public Schools shall notify the parent and eligible student of their right to file with the FERPA Office a complaint concerning an alleged failure by the school division to comply with federal law. If Warren County Public Schools decides that the information is inaccurate, misleading, or in violation of the student's right of privacy, it shall amend (including expungement) the record and notify the parents or eligible student, in writing, that the record has been amended.

 

DIRECTORY INFORMATION

 

The Family Educational Rights and Privacy Act (FERPA), a Federal law, requires that Warren County Public Schools, with certain exceptions, obtain your written consent prior to the disclosure of personally identifiable information from your child's education records. However, Warren County Public Schools may disclose appropriately designated "directory information" without written consent, unless you have advised the district to the contrary in accordance with district procedures. The primary purpose of directory information is to allow the Warren County Public Schools to include this type of information from your child's education records in certain school publications. Examples include:

 

    * A playbill, showing your student's role in a drama production;

    * The annual yearbook;

    * Honor roll or other recognition lists;

    * Graduation programs; and

    * Sports activity sheets, such as for wrestling, showing weight and height of team members.

 

Directory information, which is information that is generally not considered harmful or an invasion of privacy if released, can also be disclosed to outside organizations without a parent's prior written consent. Outside organizations include, but are not limited to, companies that manufacture class rings or publish yearbooks. In addition, two federal laws require local educational agencies (LEAs) receiving assistance under the Elementary and Secondary Education Act of 1965 (ESEA) to provide military recruiters, upon request, with three directory information categories - names, addresses and telephone listings - unless parents have advised the LEA that they do not want their student's information disclosed without their prior written consent.*

 

If you do not want Warren County Public Schools to disclose directory information from your child's education records without your prior written consent, you must notify the district in writing within fifteen (15) days of enrollment. Warren County Public Schools has designated the following information as directory information:

 

    * Student's Name;

    * Participation in officially recognized activities and sports;

    * Address;

    * Telephone listings (for military recruiters only);

    * Weight and height of members of athletic teams;

    * Degrees, honors, and awards received;

    * Date and place of birth;

    * Dates of attendance.

 

Revised: 06/2005

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*These laws are: Section 9528 of the ESEA (20 U.S.C. 7908), as amended by the No Child Left Behind Act of 2001 (P.L. 107-110), the education bill, and 10 U.S.C. 503, as amended by section 544, the National Defense Authorization Act for Fiscal Year 2002 (P.L. 107-107), the legislation that provides funding for the Nation's armed forces.

 

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210 North Commerce Avenue | Front Royal, VA 22630 | phone (540) 635-2171 | fax (540) 636-4195

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