• Cumulative Records – Permanent – Includes:
• grades
• test data
• attendance data
• Cumulative Health Records, including immunization history (kept in school medical office)
• Guidance Records – Temporary
• Anecdotal Records – Temporary

• Pupil Permanent Record Card (same information as cumulative records)
• Anecdotal Records
• Guidance Records
• Health Records (kept in school medical office)

• "Derogatory Entries"
• Any time the school enters "derogatory" information into your child’s file (any negative information about your child), it must be recorded within 5 days of the incident
• A parent must be notified within 15 days when any derogatory information goes into a child’s file.
• Parents can dispute any derogatory information that is in their child’s file

Under the Family Educational Rights and Privacy Act (FERPA), you have a right to amend or contest any derogatory information in your child’s school records.

• Information about your family or child that is not relevant to your child’s education
• Information that is not true
• Derogatory information that was placed in your child’s file that you were never informed of.

• First, request a conference with the principal within three months of the entry.
• Next, submit a written appeal to the principal within 15 days of the principal's decision from the conference.
• Next, within 15 days of the principal’s decision from your written appeal, you can appeal to the Community Superintendent (elementary and intermediate school students), the High School Superintendent (high school students), or the Superintendent of City-Wide programs (for special ed students in city-wide/SIE programs).
• Finally, request an impartial hearing within 20 days of receiving the final decision.

• First, request a conference with the Chairperson of the Committee on Special Education within three months of the entry.
• Next, submit a written appeal to the Chairperson within 15 days from the decision from the conference.
• Next, submit a written appeal to the Clinical Administrator of the Regional Office within 15 days of the decision from your written appeal.
• Next, submit a written appeal to the Executive Director of the Division of Special Education within 15 days of the decision from the Clinical Administrator.
• Finally, request an impartial hearing within 20 days of receiving the final decision.

As protected by FERPA, you have a right to access your child’s entire school record (if your child is 18 or over, s/he must sign a waiver giving you access to his/her files).

When you request to see your child’s record, the school must make your child’s file available to you as soon as possible but the law gives them up to 45 school days to comply.

To make sure that the school does not ignore (or forget) your request, put your request in writing, keep a copy and send the request certified mail, return receipt requested (or get a receipt from the office if you deliver the request in person).

You also have a right to get a copy of your child’s entire record. The school can charge you up to 25¢ a page, but this cost can be waived if you say that you cannot afford it.

Access to your child’s records is protected by FERPA.

All high school students have the right to access their school records.

Board of Education employees can have access to information in your child’s file when they have a "specific and legitimate educational reason for the request." (Chancellor’s Regulation A-820, p.13) In other words, Board of Ed employees do not have open access to any student’s records, but must write a request for access to information, stating the reason they need it. Only a student’s guidance counselor does not have to request permission to see a child’s file.

Non Board of Ed employees may not have access to your child’s file unless 1) you give permission for that information to be given to the requesting agency or person, or 2) there is a "court order, state law or lawfully issued subpoena" requesting the information. Likewise, the school cannot give out any "personally identifiable information" about your child to non Board of Ed employees.

• Write a complaint to the principal, and request a remedy (i.e. reprimanding the teacher who gave out the information, or changing your child’s class)
• If you are unhappy with the principal's response, write a complaint to the Superintendent, requesting a remedy (i.e. reprimanding the principal, changing the child’s school, receiving an apology).

If your child’s school violates any of your child’s FERPA rights (does not give you access to your child’s records or illegally gives out information about your child), you can always write a complaint to the:

Writing this office is a serious step. It is always a good idea to start writing your complaints at the bottom (i.e. the teacher/principal) and working your way up. That way you give as many people the opportunity to right the wrong, and you make the fewest enemies.