Board Policy JR: Student Records - DCSD Board Policy Manual

Student Records

It is the policy of the DeKalb County Board of Education that the DeKalb County School District comply with the Student Data Privacy, Accessibility and Transparency Act (“Act”) and the Family Educational Rights and Privacy Act (“FERPA”). For the purposes of this policy, a “parent” is defined as a natural parent, a guardian, or an individual acting as a parent in the absence of a parent or guardian. An “eligible student” is defined as a student who has reached 18 years of age or is attending a postsecondary institution.

The Superintendent or his or her designee shall implement procedures to notify, on an annual basis, parents and eligible students, including parents or eligible students who are disabled or who have a primary or home language other than English, of their rights under the Act and FERPA either by letter or e-mail or through a student handbook distributed to each student in the District or by such other means that are reasonably likely to inform them of their rights. Such notice shall include the right to provide annual notice opting out of the disclosure of the student’s directory information. The Superintendent or his or her designee shall implement procedures by which schools may track which students have provided such annual opt-out notice.

Accurate, current, and complete student academic, attendance, and discipline records shall be maintained for each student enrolled in the DeKalb County School District. Personally identifiable information from a student’s education record will not be released by the District without the prior written consent of the parent or eligible student except to the extent allowed by the FERPA and its implementing regulations at 34 C.F.R. § 99.3. Except for directory information as defined below, confidentiality of student records shall be preserved, while access is provided to parents, eligible students, and school officials with legitimate educational interests as described in the annual parent notice.

Directory information may be released without prior consent unless a parent or an eligible student makes a timely request, on an annual basis, that such information not be designated as directory information for the individual student. The District has designated the following information as directory information:

Student’s name, address, and telephone number;
Student’s email address;
Student’s date and place of birth;
Student’s dates of attendance at school’s within the district;
Grade level;
Student’s major field of study;
Photograph;
Student’s participation in officially recognized activities and sports;
Weight and height of members of athletic teams; and
Degrees, honors, and awards received.

Military recruiters and institutions of higher education shall have access to secondary school student’s names, addresses and telephone listing upon request unless a parent or legal guardian has previously notified the district in writing not to release such information without prior written parental consent.

Student records shall be maintained for the minimum period of time required by the District’s approved retention schedules and state retention guidelines.

Legal References

O.C.G.A. 10-12-0012 — Retention of electronic records (Lexis)
O.C.G.A. 19-07-0005 — Reporting child abuse (Lexis)
O.C.G.A. 20-02-0133 — Free public instruction; exceptions; eligibility; procedure and requirements when child in custody of or in a placement or facility of a state agency (Lexis)
O.C.G.A. 20-02-0150 — Eligibility for enrollment (Lexis)
O.C.G.A. 20-02-0159.5 — Georgia Seal of Biliteracy; purpose; qualifications; insignia (Lexis)
O.C.G.A. 20-02-0160 — Determination of enrollment; determination of funding (Lexis)
O.C.G.A. 20-02-0320 — State-wide comprehensive educational information system; identification of data to implement Quality Basic Education Program (Lexis)
O.C.G.A. 20-02-0324.2 — Video monitoring cameras in classrooms providing special education services; requirements; evaluations; funding (Lexis)
O.C.G.A. 20-02-0661 — Legislative intent and findings (Lexis)
O.C.G.A. 20-02-0662 — Student Data Privacy, Accessibility, and Transparency Act: Definitions (Lexis)
O.C.G.A. 20-02-0663 — Designation and role of chief privacy officer (Lexis)
O.C.G.A. 20-02-0664 — Role of department (Lexis)
O.C.G.A. 20-02-0665 — Prohibition on the reporting and collection of certain data (Lexis)
O.C.G.A. 20-02-0666 — Activities by operators; limitations (Lexis)
O.C.G.A. 20-02-0667 — Parental and student review of education record; model policies (Lexis)
O.C.G.A. 20-02-0668 — Rules and regulations (Lexis)
O.C.G.A. 20-02-0670 — Requirements for transferring students beyond 6th grade; conditional admission; compliance (Lexis)
O.C.G.A. 20-02-0690 — Educational entities; requirements for private schools and home study programs; learning pod protection (Lexis)
O.C.G.A. 20-02-0697 — Cooperation of principals and teachers in public schools with visiting teachers and attendance officers; attendance reports and records kept by public schools; letter indicating enrollment (Lexis)
O.C.G.A. 20-02-0720 — Inspection of students' records by parents (Lexis)
O.C.G.A. 20-02-0757 — Applicability of public inspection and open meeting laws (Lexis)
O.C.G.A. 20-02-0786 — Parents' Bill of Rights (Lexis)
O.C.G.A. 20-17-0002 — Interstate Compact on Educational Opportunity for Military Children (Lexis)
O.C.G.A. 24-12-0021 — Disclosure of AIDS confidential information (Lexis)
O.C.G.A. 31-22-0009.1 — HIV tests - Who may perform test (Lexis)
O.C.G.A. 40-05-0022 — Requirements for licensure; school attendance requirements (Lexis)
O.C.G.A. 49-05-0040 — Child Abuse and Deprivation Records; definitions, confidentiality of records (Lexis)
O.C.G.A. 50-18-0070 — Legislative intent; definitions (Lexis)
O.C.G.A. 50-18-0071 — Right of access; timing; fees; denial of requests; impact of electronic records (Lexis)
O.C.G.A. 50-18-0072 — When public disclosure not required (Lexis)
O.C.G.A. 50-18-0073 — Jurisdiction to enforce article; attorney's fees and litigation expenses; good faith reliance (Lexis)
O.C.G.A. 50-18-0074 — Penalty for violations of Open Records Act; prosecution proceedings (Lexis)
O.C.G.A. 50-18-0099 — Records management programs for local governments (Lexis)
Rule 160-5-1-.14 — Transfer of Student Records
Rule 160-5-1-.07 — Student And Staff Data Collections
Rule 160-1-3-.03 — Infectious Diseases
Rule 160-1-3-.05 — Assessment of Costs
Rule 160-4-7-.09 — Procedural Safeguards/Parent Rights
Rule 160-4-7-.19 — Services for Agency-Placed Students
Rule 160-4-2-.34 — Dual Enrollment
15 USC 6501 — Children's Online Privacy Protection Act - Definitions
15 USC 6502 — Children's Online Privacy Protection Act-Regulation of unfair and deceptive acts in collection and use of personal info from and about children
15 USC 6503 — Children's Online Privacy Protection Act - Safe harbors
20 USC 1232g — Family Educational Rights and Privacy Act of 1974 (FERPA)
20 USC 1232h — Protection of Pupil Rights Amendment (PPRA)
34 CFR 300.174 — Prohibition on mandatory medication
34 CFR 300.618 — IDEA - Amendment of records at parent's request
34 CFR 300.624 — IDEA - Destruction of information.
34 CFR 98.7 — Filing a complaint under PPRA
34 CFR 99.21 — FERPA - Amending education records; right to a hearing
34 CFR 99.31 — Under what conditions is prior consent required to disclose information?
34 CFR 99.7 — Contents of annual FERPA notice to parents and eligible students