The board recognizes the importance of maintaining education records and preserving their confidentiality as provided by law. Education records are kept confidential at collection, storage, disclosure and destruction stages. The board secretary is the custodian of education records. Education records may be maintained in the central administration office or administrative office of the student's attendance center.
Definitions
For the purposes of this policy, the defined words have the following meaning:
An education record may contain information on more than one student. Parents will have the right to access the information relating to their student or to be informed of the information. Eligible students will also have the right to access the information relating to themselves, or be informed of the information.
Parents, eligible students, and other individuals authorized in accordance with law will have a right to access the student's education records upon request without unnecessary delay and in no instance more than forty-five calendar days after the request is made. Parents, other than parents of an eligible student, may be denied access to a student's records if the school district has a court order stating such or when the district has been advised under the appropriate laws that the parents may not access the student records. Parents, an eligible student or an authorized representative of the parents will have the right to access the student's education records prior to an Individualized Education Program (IEP) meeting or hearing.
Copies of education records will be provided if failure to do so would effectively prevent the parents or student from exercising the right to access the education records. Fees for copies of the records are waived if it would prevent the parents or student from accessing the records. A fee may not be charged to search or retrieve information from education records.
Upon the request of parents or an eligible student, the school district will provide an explanation and interpretation of the education records and a list of the types and locations of education records collected, maintained or used by the school district.
If the parents or an eligible student believes the information in the education records is inaccurate, misleading or violates the privacy of the student, the parents or an eligible student may request that the school district amend the education records.
Education records may be disclosed in limited circumstances without parental or eligible student's written permission. This disclosure is made on the condition that the education record will not be disclosed to a third party without the written permission of the parents or the eligible student. This disclosure may be:
The superintendent will keep a list of the individuals and their positions who are authorized to view a special education student's education records without the permission of the parents or the eligible student. Individuals not listed are not allowed access without parental or an eligible student's written permission. This list must be current and available for public inspection and updated as changes occur.
The superintendent will also keep a list of individuals, agencies and organizations which have requested or obtained access to a student's education records, the date access was given and their legitimate educational interest or purpose for which they were authorized to view the records. The superintendent, however, does not need to keep a list of the parents, authorized educational employees, officers and agencies of the school district who have accessed the student’s education records. This list for an education record may be accessed by the parents, the eligible student and the custodian of education records.
Permanent education records, including a student's name, address, phone number, grades, attendance record, classes attended, grade level completed and year completed may be maintained without time limitation. Permanent education records will be kept in a fire-safe vault or they may be maintained electronically with a secure backup file.
When personally identifiable information, other than permanent education records, is no longer needed to provide educational services to a special education student, the parents or eligible student are notified. This notice is normally given after a student graduates or otherwise leaves the school district. If the parents or eligible student request that the personally identifiable information be destroyed, the school district will destroy the records, except for permanent records. Prior to the destruction of the records, the school district must inform the parents or eligible student the records may be needed by the parents or eligible student for social security benefits or other purposes. For purposes of policy, “no longer needed to provide educational services” means that a record is no longer relevant to the provision of instruction, support, or related services and it is no longer needed for accountability and audit purposes. At a minimum, a record needed for accountability and audit purposes must be retained for five years after completion of the activity for which funds were used.
[The school district will cooperate with the juvenile justice system in sharing information contained in permanent student records regarding students who have become involved with the juvenile justice system. The school district will enter into an interagency agreement with the juvenile justice agencies (agencies) involved.
The purpose of the agreement is to allow for the sharing of information prior to a student's adjudication in order to promote and collaborate between the school district and the agencies to improve school safety, reduce alcohol and illegal drug use, reduce truancy, reduce in-school and out-of-school suspensions, and to support alternatives to in-school and out-of-school suspensions and expulsions which provide structured and well supervised educational programs supplemented by coordinated and appropriate services designed to correct behaviors that lead to truancy, suspension, and expulsions and to support students in successfully completing their education.
The school district may share any information with the agencies contained in a student's permanent record, which is directly related to the juvenile justice system's ability to effectively serve the student. Prior to adjudication information contained in the permanent record may be disclosed by the school district to the parties without parental consent or court order. Information contained in a student's permanent record may be disclosed by the school district to the agencies after adjudication only with parental consent or a court order. Information shared pursuant to the agreement is used solely for determining the programs and services appropriate to the needs of the student or student's family or coordinating the delivery of programs and services to the student or student's family.
Information shared under the agreement is not admissible in any court proceedings, which take place prior to a disposition hearing, unless written consent is obtained from a student's parent, guardian, or legal or actual custodian.
Confidential information shared between the school district and the agencies will remain confidential and will not be shared with any other person, unless otherwise provided by law. The school district may discontinue information sharing with an agency if the school district determines that the agency has violated the intent or letter of the agreement.
Agencies will contact the principal of the attendance center where the student is currently or was enrolled. The principal will then forward copies of the records within a reasonable time following receipt of the request.
The school district will provide training or instruction to employees about parents' and eligible students' rights under this policy. Employees will also be informed about the procedures for carrying out this policy.
It is the responsibility of the superintendent to annually notify parents and eligible students that they have the right to:
The notice is given in a parents' or eligible student's native language. Should the school district collect personal information from students for the purposes of marketing or selling that information, the school district will annually notify parents of such activity.
The notice will include a statement that the parents have a right to file a complaint alleging the school district failed to comply with this policy. Complaints are forwarded to Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue, Washington, DC. 20202-8520.
Legal Reference: 20 U.S.C. § 1232g, 1415.
34 C.F.R. Pt. 99, 300, .610 et seq.
Iowa Code §§ 22; 279.9B, 280.24, .25, 622.10.
281 I.A.C. 12.3(4); 41
Cross Reference:
102
Equal Educational Opportunity
102-R(1)
Equal Educational Opportunity - Grievance Procedure
102-E(1)
Equal Educational Opportunity - Annual Notice of Nondiscrimination
102-E(2)
Equal Educational Opportunity - Continuous Notice of Nondiscrimination
102-E(3)
Equal Educational Opportunity - Notice of Section 504 Student and Parental Rights
102-E(4)
Equal Educational Opportunity - Discrimination Complaint Form
102-E(5)
Equal Educational Opportunity - Witness Disclosure Form
603.03
Special Education
604.11
Appropriate Use of Online Learning Platforms
605.08
Artificial Intelligence int the Educational Environment
605.08-R(1)
Artificial Intelligence int the Educational Environment - Regulation
708
Care, Maintenance and Disposal of School District Records
712
Technology and Data Security
712-R(1)
Technology and Data Security - Security Requirements of Third-Party Vendors Regulation
804.06
Use of Recording Devices on School Property
804.06-R(1)
Use of Recording Devices on School Property - Use of District Owned Recording Devices Regulation
901
Public Examination of School District Records
Approved July 1999
Reviewed January 2025
Revised
The undersigned hereby requests permission to examine the Winfield Mt. Union Community School District's official education records of:
_____________________________________________ ___________________________
(Legal name of student) (Date of Birth)
The undersigned requests copies of the following official education records of the above student:
The undersigned certifies that they are (circle one):
a. An official of another school system in which the student intends to enroll.
b. An authorized representative of the Comptroller General of the United States.
c. An authorized representative of the Secretary of the U.S. Department of Education or U.S. Attorney General
d. A state or local official to whom such is specifically allowed to be reported or disclosed.
e. A person connected with the student's application for, or receipt of, financial aid (SPECIFY DETAILS ABOVE).
f. Otherwise authorized by law. (SPECIFY DETAILS ABOVE).
g. A representative of a juvenile justice agency with which the school district has an interagency agreement. ]
The undersigned agrees that the information obtained will only be redisclosed consistent with state or federal law without the written permission of the parents of the student, or the student if the student is of majority age.
__________________________________________
Signature
__________________________________________
Title
__________________________________________
Agency
Approved: __________________________________ Date:_________________________
Signiture____________________________________ City:________________________
Title:_______________________________________ State:_____________ Zip:_______
Dated:______________________________________ Phone:_______________________
The undersigned hereby authorizes Winfield Mt. Union School District to release copies of the following official education records:
Concerning:
__________________________________________ ____________________________
(Full Legal Name of Student) (Date of Birth)
__________________________________________ from 20_____ to 20______
(Name of Last School Attended) (Years Attended)
The reason for this request is:
My relationship to the child is:
Copies of the records to be released are to be furnished to:
( ) the undersigned
( ) the student
( ) other (please specify)
____________________________________
Signature
____________________________________
Date:
____________________________________
Address
____________________________________
City
___________________ ________________
State Zip
____________________________________
Phone Number
UPLOAD FORM
To: ___________________________________ __________________________________
Board Secretary (Custodian) Address
I believe certain official education records of my child,___________________________ , (full legal name of student), Winfield Mt. Union School District, are inaccurate, misleading or in violation of privacy rights of my child.
The official education records which I believe are inaccurate, misleading or in violation of the privacy or other rights of my child are: ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
The reason I believe such records are inaccurate, misleading or in violation of the privacy or other rights of my child is:
______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
My relationship to the child is:__________________________
I understand that I will be notified in writing of the time and place of the hearing; that I will be notified in writing of the decision; and I have the right to appeal the decision by so notifying the hearing officer in writing within ten days after my receipt of the decision or a right to place a statement in my child's record stating I disagree with the decision and why.
____________________________________
Signature
____________________________________
Date
____________________________________
Address
____________________________________
City
___________________ ________________
State Zip
____________________________________
Phone Number
UPLOAD FORM
To: ___________________________________ __________________________________
Board Secretary (Custodian) Address
The undersigned desires to examine the following official education records.
Of: ___________________________________ ________________________ __________
(Full Legal Name of Student) (Date of Birth) (Grade)
Name of School: ___________________________________
My relationship to the student is:____________________________________
Please check one:
( ) I Do
( ) I Do Not
desire a copy of such records. I understand that a reasonable charge may be made for the copies.
________________________________________
Parent’s Signature
Approved: __________________________________ Date:_________________________
Signiture____________________________________ City:________________________
Title:_______________________________________ State:_____________ Zip:_______
Dated:______________________________________ Phone:_______________________
UPLOAD FORM
To:___________________________________ Date:__________________
Parent/or Guardian
Street Address:_________________________________________________________________
City:____________________________ State:__________________ Zip:_____________
Please be notified that copies of the Winfield-Mt. Union Community School District's official education records concerning , (full legal name of student) have been transferred to:
District Name:__________________________________________________________
Address:______________________________________________________________
upon the written statement that the student intends to enroll in said school system.
If you desire a copy of such records furnished, please check here and return this form to the undersigned. A reasonable charge will be made for the copies.
If you believe such records transferred are inaccurate, misleading or otherwise in violation of the privacy or other rights of the student, you have the right to a hearing to challenge the contents of such records.
________________________________________
Name
________________________________________
Title
UPLOAD FORM
Date:_______________________
Dear (Parent) :
This letter is to notify you that the Winfield-Mt. Union Community School District has received a (subpoena or court order) requesting copies of your child's education records. The specific records requested are .
The school district has until (date on subpoena or court order) to deliver the documents to (requesting party on subpoena or court order). If you have any questions, please do not hesitate to contact me at (phone #) .
Sincerely,
_________________________________________
(Principal or Superintendent)
UPLOAD FORM
Statement of Purpose: The purpose of this Agreement is to allow for the sharing of information among the School District and the Agencies prior to a student's adjudication in order to promote and collaborate to improve school safety, reduce alcohol and illegal drug use, reduce truancy, reduce in-school and out-of-school suspensions, and to support alternatives to in-school and out-of-school suspensions and expulsions which provide structured and well supervised educational programs supplemented by coordinated and appropriate services designed to correct behaviors that lead to truancy, suspension, and expulsions and to support students in successfully completing their education.
Identification of Agencies: This agreement is between the Winfield-Mt. Union Community School District (hereinafter "School District") and (agencies listed) (hereinafter "Agencies") .
Statutory Authority: This agreement implements Iowa Code § 280.25 and is consistent with 34 C.F.R. 99.38 (1997).
Parameters of Information Exchange:
1. The School District may share any information with the Agencies contained in a student's permanent record which is directly related to the juvenile justice system's ability to effectively serve the student.
2. Prior to adjudication information contained in the permanent record may be disclosed by the school district to the Agencies without parental consent or court order.
3. Information contained in a student's permanent record may be disclosed by the School District to the Agencies after adjudication only with parental consent or a court order.
4. Information shared pursuant to the agreement is used solely for determining the programs and services appropriate to the needs of the student or student's family or coordinating the delivery of programs and services to the student or student's family.
5. Information shared under the agreement is not admissible in any court proceedings which take place prior to a disposition hearing, unless written consent is obtained from a student's parent, guardian, or legal or actual custodian.
6. This agreement only governs a school district's ability to share information and the purposes for which that information can be used. Other agencies are bound by their own respective confidentiality policies.
Records' Transmission: The individual requesting the information should contact the principal of the building in which the student is currently enrolled or was enrolled. The principal will forward the records within a reasonable time following receipt of the request.
Confidentiality: Confidential information shared between the Agencies and the school district will remain confidential and will not be shared with any other person, unless otherwise provided by law. Information shared under the agreement is not admissible in any court proceedings which take place prior to a disposition hearing, unless written consent is obtained from a student's parent. Agencies or individuals violating the terms of this agreement subject their entity represented and themselves personally to legal action pursuant to federal and state law.
Amendments: This agreement constitutes the entire agreement among the agencies with respect to information sharing. Agencies may be added to this agreement at the discretion of the school district.
Term: This agreement is effective from (September 1 or other date) .
Termination: The School District may discontinue information sharing with an Agency if the School District determines that the Agency has violated the intent or letter of this Agreement.
APPROVED:
Approved: __________________________________ Date:_________________________
Signiture____________________________________ City:________________________
Title:_______________________________________ State:_____________ Zip:_______
Dated:______________________________________ Phone:_______________________
Approved: __________________________________ Date:_________________________
Signiture____________________________________ City:________________________
Title:_______________________________________ State:_____________ Zip:_______
Dated:______________________________________ Phone:_______________________
Approved: __________________________________ Date:_________________________
Signiture____________________________________ City:________________________
Title:_______________________________________ State:_____________ Zip:_______
Dated:______________________________________ Phone:_______________________
UPLOAD FORM
The Family Educational Rights and Privacy Act (FERPA) affords parents and students over 18 years of age ("eligible students") certain rights with respect to the student's education records. They are:
(1) The right to inspect and review the student's education records within 45 days of the day the district receives a request for access.
Parents or eligible students should submit to the school principal (or appropriate school official) a written request that identifies the record(s) they wish to inspect. The principal (or appropriate school official) will make arrangements for access and notify the parent or eligible student of the time and place where the records may be inspected.
(2) The right to request the amendment of the student's education records that the parent or eligible student believes are inaccurate or misleading or in violation of the student's privacy rights under FERPA.
Parents or eligible students who wish to ask school district to amend a record should write the school principal, clearly identify the part of the record they want changed, and specify why it should be changed.
If the district decides not to amend the record as requested by the parent or eligible student, the district will notify the parent or eligible student of the decision and advise them of their right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the parent or eligible student when notified of the right to a hearing.
(3) The right to consent to disclosures of personally identifiable information contained in the student's education records, except to the extent that FERPA authorizes disclosure without consent.
One exception, which permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by the district as an administrator, supervisor, instructor, or support staff member (including health or medical staff and law enforcement unit personnel); a person serving on the school board. A school official also may include a volunteer or contractor outside of the school who performs an institutional service of function for which the school would otherwise use its own employees and who is under the direct control of the school with respect to the use and maintenance of PII from education records, such as an attorney, auditor, medical consultant, or therapist, a or a parent or student serving on an official committee, such as a disciplinary or grievance committee or student assistance team, or assisting another school official in performing his or her tasks.
A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.
(4) The right to file a complaint with the U.S. Department of Education concerning alleged failures by the district to comply with the requirements of FERPA. The name and address of the office that administers FERPA is:
Family Policy Compliance Office, U.S. Department of Education,
400 Maryland Ave., SW, Washington, DC, 20202-4605.
Parents and eligible students will have a right to access a student's education records upon request without unnecessary delay and in no instance more than forty-five calendar days after the request is made. The intent of this regulation is to establish procedures for granting requests from eligible students and parents to access a student’s education records.
Education records mean those records that contain information directly related to a student and which are maintained by an education agency or institution or by a party acting for the agency or institution. These may include, but are not necessarily limited to: dates of attendance; academic work completed; level of achievement (grades, standardized test scores); attendance data; scores on standardized intelligence, aptitude, and psychological tests; interest inventory results; health data; family background information; teacher or counselor ratings and observations; and verified reports of serious or recurrent behavior patterns.
A.Access to Records
B. Release of Information Outside the School – Information from education records may be disclosed to outside parties as outlined in board policy and otherwise provided by law.
C. Procedures for Requesting a Record Amendment
Directory information is information contained in the education records of a student that would not generally be considered harmful or an invasion of privacy if disclosed. The district may disclose "directory information" to third parties without consent if it has given public notice of the types of information which it has designated as "directory information," the parent's or eligible student's right to restrict the disclosure of such information, and the period of time within which a parent or eligible student has to notify the school in writing that he or she does not want any or all of those types of information designated as "directory information." The district has designated the following as “directory information”:
Student is defined as an enrolled individual, PK-12 including children in school district sponsored child-care programs.
Prior to developing a student directory or to giving general information to the public, parents (including parents of students open enrolled out of the school district and parents of children home schooled in the school district) will be given notice annually of the intent to develop a directory or to give out general information and have the opportunity to deny the inclusion of their child's information in the directory or in the general information about the students.
It is the responsibility of the superintendent to provide notice and to determine the method of notice that will inform parents.
Legal Reference: 20 U.S.C. § 1232g.
34 C.F.R. Pt. 99.
Iowa Code § 22; 622.10.
281 I.A.C. 12.3(4); 41.
Cross Reference: 901 Public Examination of School District Records
902.4 Live Broadcast or videotaping
Approved July 1999
Reviewed January 2025
Revised
The Winfield Mt. Union Community School District has adopted a policy designed to assure parents and students the full implementation, protection and enjoyment of their rights under the Family Educational Rights and Privacy Act of 1974 (FERPA). A copy of the school district's policy is available for review in the administrator’s offices.
This law requires the school district to designate as "directory information" any personally identifiable information taken from a student's educational records prior to making such information available to the public.
The school district has designated the following information as directory information:
You have the right to refuse the designation of any or all of the categories of personally identifiable information as directory information with respect to your student provided that you notify the school district in writing not later than September 10th of this school year. If you desire to make such a refusal, please complete and return the slip attached to this notice.
If you have no objection to the use of student information, you do not need to take any action.
RETURN THIS FORM
Community School District Parental Directions to
Withhold Student/Directory Information for Education Purposes, for 20 - 20 school year.
Student Name:
Date of Birth
School:
Grade:
(Signature of Parent/Legal Guardian/Custodian of Child)
(Date)
This form must be returned to your child's school no later than September 10th.
Additional forms are available at your child's school.
The Family Educational Rights and Privacy Act (FERPA), a Federal law, requires that Winfield Mt. Union School District with certain exceptions, obtain your written consent prior to the disclosure of personally identifiable information from your child’s education records. However, Winfield Mt. Union School District 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 Winfield Mt. Union School District to include this type of information from your child’s education records in certain school publications. Examples include:
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 the following information – 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. [1]
If you do not want the Winfield Mt. Union School District to disclose directory information from your child’s education records without your prior written consent, you must notify the District in writing by September 10th. Winfield Mt. Union School District has designated the following information as directory information:
Student ID number, user ID, or other unique personal identifier used to communicate in electronic systems that cannot be used to access education records without a PIN, password, etc. (A student’s SSN, in whole or in part, cannot be used for this purpose.)
The board will permit student "portrait" photographs to be taken on school premises by a commercial photographer as a service to the students and their families.
Parents will be notified prior to the taking of pictures by a commercial photographer for student "portraits." In no case will students be required to have their picture taken or be pressured to purchase pictures.
Students or commercial photographers may take pictures of students upon consent for such things as the yearbook or student newspaper.
It is the responsibility of the superintendent, in conjunction with the principal, to develop administrative rules regarding student photographs.
Legal Reference:
Iowa Code § 279.8
Cross Reference:
506 Student Records
Approved July 1999
Reviewed January 2025
Revised
Student library circulation records are designed to be used internally to assist in the orderly administration of the school district libraries and media center. As a general rule, student library circulation records are considered confidential records and will not be released without parental consent. Individuals who may access such records include a student's parents, the student, authorized licensed employees, authorized government officials from the U.S. Comptroller General, the Secretary of Education, the Commissioner and Director of the National Institute of Education, and the Assistant Secretary for Education and State Education Department. Appropriate authorities in a health or safety emergency may access the student's library circulation records without the approval or the notification of the student's parents. Parents may not access records, without the student's permission, of a student who has reached the age of majority or who is attending a post-secondary educational institution unless the student is considered a dependent for tax purposes.
It is the school librarian's responsibility, as the person maintaining the student library circulation records, to approve requests for access to student library circulation records. Students' library circulation records may be accessed during the regular business hours of the school district. If copies of documents are requested, a fee for such copying is charged.
It is the responsibility of the superintendent, in conjunction with the school librarian, to develop administrative regulations regarding this policy.
Legal Reference:
20 U.S.C. § 1232g.
34 C.F.R. Pt. 99.
Iowa Code §§ 22.
281 I.A.C. 12.3(4).
Approved July 1999
Reviewed January 2025
Revised