Student Records

The information on this page is a brief summary. For additional guidance, please review Policy 515: Data Privacy Protection and Privacy of Pupil Specific Data Policy

The Family Educational Rights and Privacy Act (FERPA) is a Federal law that protects the privacy of student education records. The law applies to all schools that receive federal funds.

FERPA gives parents certain rights with respect to their child’s education records. When a student reaches the age of 18 or attends a post-secondary school or college, the parent’s rights transfer to the student and the student is then an “eligible student” under the law. 

This policy provides guidance related to the following areas:

Directory Information

FERPA requires the school district, with certain exceptions, to obtain written consent prior to the disclosure of personally identifiable information from a child’s educational records. However, the school may disclose some student information without written consent when the information is designated “Directory Information” unless they have advised the district to the contrary in accordance with district procedures.

Directory Information can also be disclosed to outside organizations without a parent’s/guardian’s prior written consent, regardless of the reason for or source of the requested data.

Directory Information Opt-Out

Parents/guardians may refuse to have directory information made public by completing the Directory Information Opt-Out Form (available in PowerSchool) each year.

• Families may choose to opt out of the release of directory information (often shared in yearbooks, special events and sports programs, honor rolls, publications, newsletters, etc.) by selecting "NO" on the form indicating they do not agree to the terms of the policy.

Private Data

Under FERPA, parents and eligible students have right to inspect and review the student’s education records maintained by the school. Families may also request that a school correct records believed to be inaccurate or misleading.

Complaints concerning alleged failures by the school district to comply with the requirements of FERPA can be filed with the U.S. Department of Education at the following address:

   Family Policy Compliance Office
   U.S. Department of Education
   400 Maryland Avenue, SW
   Washington, DC  20202-4605

Special Education Records

Student special education files are kept and maintained in the school that the student attends. Current individualized education plans (IEPs) and required special education forms are also kept on the District SpEd Forms System (electronic files). Access to individual student data on the SpEd Forms System is reserved for special education staff working with the student and administration. Parents/guardians should contact the student’s special education case manager or building principal to access or request a release of information related to the files.

Minnesota Statutes require that school districts retain special education records for five years after graduation. It is recommended that students and/or their parents keep copies of the last two individual educational plans (IEPs) and the most recent three-year assessment. Request for copies or release of information to other agencies can be made with written authorization by the student, if age 18 or older, or the parent/legal guardian.

Direct questions to Student Support Services at 651-351-8309.