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Federal and state laws require school districts to maintain certain education records on students. The records allow the school staff to share progress information with parents and other educational institutions. They also document the eligibility of students for various federal and state mandated programs. Students frequently request copies of their records many years after they have left school to assist them in documenting school attendance and eligibility for certain programs.
The following statement is a summary of school regulations regarding student records. School Board Policy contains the district's detailed rules and regulations and is available for review at each school, at the Education Center, 200 North Monroe Street, and at the Eugene Public Library.
- Confidentiality of Education Records
All student records are confidential and may be opened for inspection only in accordance with applicable federal and state law and school board policy.
- Inspection of Education Records
Students and their parents or legal guardians have the right to inspect their own student records and to challenge the content of the records. Once the student reaches age 18, those rights transfer to the student alone.
- Release of Education Records
Generally, parents or the student, if he/she is 18 or is attending an institution of higher education, must consent to the release of all student records. The school district, however, may release student records without consent in the following instances:
- To school board members during an executive session to consider the expulsion of a student or to examine confidential medical records;
- To district employees who have a legitimate educational interest in the records;
- To the officials of another school, or school district, an institution of postsecondary education in which a student seeks to enroll, or to another educational agency that has requested the records and in which the student seeks or intends to enroll. Schools are required to forward these records within 10 days of receiving the request.
- To state and federal officials requiring such information;
- In connection with a student’s application for or receipt of financial aid;
- To organizations conducting studies on behalf of the school district to develop, validate, or administer predictive tests, administer student aid programs, or improve instruction;
- To accrediting organizations to carry out their accrediting functions;
- To parents of a dependent student;
- To comply with a judicial order or lawfully issued subpoena after the district has made a reasonable attempt to notify the parent or eligible student; or
- For emergency situations involving the health or safety of the student or other persons. A "health and safety emergency" includes, but is not limited to, law enforcement efforts to locate a child who may be a victim of kidnap, abduction, or custodial interference, and law enforcement or child protective services efforts to respond to a report of child abuse or neglect.
- Directory Information
The district may also release directory information in conjunction with a school or school district related activity. "Directory Information" is defined as a student's, and parent’s or guardian’s name, address, telephone listing, photograph, date and place of birth, participation in officially recognized activities and sports, weight and height if a member of an athletic team, grade level, dates of attendance, degrees and awards received, and the school most recently attended by the student. Parents may limit the release of directory information and will be notified annually of this right.
- Withholding of Education Records for Nonpayment of Fees, Fines, or Damages
The district may withhold the grade reports, diplomas, or other records of students who owe fees, fines, or damages until those fees, fines, or for property lost or willfully damaged are paid, except that records must be released to another school district to which the student has moved, and except as required by law for the release of education records for use in any civil or criminal proceeding in any court of the state. Parents or guardians or the student, if he or she is 18 years of age or older, must be given written notice at least five school days in advance of the record being withheld, except for graduating seniors, who may be given 48 hours notice. The notice will outline the procedure for challenging the school’s decision.
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