Obtaining Your Child's School Records
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The Autistic Spectrum |
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How to Get Your Child’s School Records — and Why
It’s Important As a parent of a child with learning disabilities, you
have a special interest in knowing what is in your child's school records. This is true because of the significant information
these records offer you about your child and also because of the emphasis schools place on these records when making educational
decisions. If any information in your child's records is inaccurate, biased, incomplete, or inconsistent, this material may
well result in inaccurate decisions regarding your child's right to special education services. For these reasons you must
know how to obtain, interpret, and correct these records and how to use them effectively in school meetings. This article
will give you an overview of your rights to your child’s records. The Family Educational Rights and Privacy Act Schools are required by federal and state laws to maintain
certain records and to make these records available to you upon request. The federal Family Educational Rights and Privacy
Act (FERPA) and the Individuals with Disabilities Education Act (IDEA) establish the minimum requirements school
systems must meet in maintaining, protecting, and providing access to students' school records. State laws will sometimes
go beyond these minimum requirements and provide parents with additional rights to review, modify, or seek other changes in
these records. Be sure to obtain a copy of your own state's and school district’s school records laws and procedures
by contacting your school district’s director of special education. Obtaining Your Child's Records from the Local School Getting copies of your child's school records should be
fairly easy. While federal law does not specifically require school systems to provide parents with copies of these records,
in practice most school systems do so upon request. Types of Files Begin by asking the school principal about the location
of your child's various files or records. These will include: A good bit of detective work is sometimes required to understand
your school system's individual filing system! Getting Copies of Records School districts usually require parents to sign a “release
of information” form before they will provide copies of schools records. You can often obtain that form through your
child’s school, or by simply writing a letter to the school principal or special education director, requesting a copy
of school records. In many school districts, parents can go to the district’s special education offices and fill out
a form to request their children’s records. School districts usually provide the first copy of records
for free. If they do charge a fee, the fee can be only for the cost of reproducing and mailing the records, not for personnel
time or other costs. Again, check your local policies and procedures for your district’s process. Records Open to Parents Because of the importance of your child's records in determining special
education services, you should review and correct them annually … Once you have gained access to your child's records, does
this mean you can see any and all records pertaining to your child? Which records is the school system legally required to
show you? Under FERPA, schools must show parents all records, files, documents, and other materials that
are maintained by the school system and contain information relating to their children. This includes all records referring
to your child in any personally identifiable manner — that is, records containing your child's name, Social Security
number, student ID number, or other data making them traceable to her. The following are excluded from the records
schools must show you: Examining and Correcting Your Child's Records Even when you have your child's records in your hands,
you may wonder what you've got. The language of the educators, psychologists, educational diagnosticians, and other school
professionals is often difficult to understand. If this is the case for you, all you need to do is ask someone to help you.
The law requires school personnel to explain the records to you when you do not understand them. Or you may
take a friend or a knowledgeable professional with you to help review the records and explain confusing parts. When you do
this, however, you will be asked to sign a form giving that person permission to see your child's records. As you review the records, you may find places where information
given about your child or family conflicts with your own assessments. If left unchallenged, this material could lead
to decisions about your child's educational program that are not in his or her best interest. To prevent this from
happening, you can follow two paths. If you strongly believe the report does not belong in your
child’s record, and the schools refuse to remove the requested material, you have a right to a formal records hearing.
Your state and local school district policies will tell you how to follow the more formal process for amending your child’s
records. Controlling Who Sees Your Child's Records FERPA and IDEA prohibit schools from disclosing your child's
records to anyone without your written consent. The only exceptions are: With the exception of the people listed above, schools must have your permission
to release material from your child's records to anyone other than yourself. When requesting release of the records, the school
must tell you which records are involved, why they have been requested, and who will receive them. Likewise, if you want someone
outside the school system to see your child's records, you will be asked to sign a release granting such permission. All of
these rules have been instituted to protect your privacy and that of your child. When Your Child Reaches 18 or Goes to Post-secondary School
When your child reaches the age of 18 or enters a post-secondary
educational institution such as a vocational-technical school, a college, a university, or trade school, most rights to records
previously available to you are transferred to your child. The only parts of the record your child will not have the right
to see are your financial records and any statements or confidential recommendations your child has waived the right to see.
This means if you wish to review the school records of a son or daughter who is 18 or who is attending post-secondary school,
she must first sign a waiver permitting you to do so. The law requires school personnel to explain the records to you when you
do not understand them. IDEA gives parents of children with disabilities, including
learning disabilities, special consideration when transferring record rights. The law grants states the authority to develop
individual policies which take into account the type and severity of the child's disability and the child's age when transferring
record rights from parents to their children. Thus, if your child with disabilities has reached age 18 or is about to reach
18 and is in secondary school, you should find out, by asking the director of special education in your school district, if
your state has a policy that allows you continued access to your child's records. If not, you and school personnel may want
to develop a waiver form which your child can sign allowing you continued rights to review, to control access to, and to seek
changes in those records. When You Move If you should move, your child's school records will, of
course, move with you. To be certain your child's new school receives only relevant and current records, you will want to
examine the entire contents of the folder and identify specifically the material you want forwarded. Most school systems will
honor your request and send only the information you want released. However, you should note that many states require schools
to transfer records about any disciplinary violation; you do not have the option of excluding that information. Should the school wish to send material you want withheld,
you can initiate a records hearing procedure to prohibit them from doing so. In any case, before you move, always review your
child's school folder. You will want to eliminate the irrelevant, inaccurate, and dated material or attach your critique to
those records you believe should have been removed but were not. Because of the importance of your child's records in determining
special education services, you should review and correct them annually, whether or not you move. You should also be certain
you have a duplicate copy of all the material in the official files. Then, if the records are lost, you will have copies to
replace them. A Final Note: Thick Records Classroom teachers have been heard to comment, "When I
see a thick set of records for a child new to my class, I know trouble is coming." This is another reason for your diligence
in reviewing your child's records periodically. Many reports, especially those written several years previously, give little
if any information that will be useful in current decisions about your child. A careful weeding out of irrelevant documents
can help to avoid the thick record syndrome. The next article on school records explains how to analyze and update/revise your child’s records. © 2004 Charles and Helen Schwab Foundation
Created: 09/15/2004 Books |
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