• JO: Student Records


    To provide students with appropriate instruction and educational services, the District must maintain extensive educational and personal information. Pertinent information in these records must be readily available to appropriate school personnel, the student, or their parent or guardian in compliance with the law. In addition, the District must guard this information as confidential information.

    The Chief Executive Officer or their designee is responsible for the proper administration of student records in keeping with Ohio law and Federal requirements and the procedures for collecting necessary information about individual students throughout the District.

    Upon request, the District makes all records and files included in the student’s cumulative file available to a parent, guardian, or student over 18 under Ohio law and federal requirements. In addition, a principal, teacher, or other qualified school personnel is available to explain any materials in the file.

    Rights and protections of parents under the law and this policy transfer to the student when they reach 18 or enroll in a postsecondary school. 

    The District provides notice to parents, guardians, and eligible students of the rights held by parents and eligible students under the law and this policy.  The District intends to limit the disclosure of information contained in the student’s education records except:

    • By prior written consent
    • As directory information
    • Under other limited circumstances, as required or permitted by law

    The following rights exist:

    • The right to inspect and review the student’s education records
    • The right, following administrative regulations, to correct parts of the student’s education records, including the right to a hearing if the school authority decides not to alter the records according to the parent, guardian, or eligible student’s request
    • The right of any person to file a complaint with the U.S. Department of Education if the District violates relevant Federal law, specifically the Family Educational Rights and Privacy Act (FERPA)
    • The right to information concerning the procedure the parent, guardian, or eligible student should follow to obtain copies of this policy, the locations where they can get copies, and any fees for copies

    The District designates the following personally identifiable information contained in a student’s education records as “directory information.”

    • Student’s name
    • Student’s address
    • Student’s telephone number(s)
    • Student’s date and place of birth
    • Participation in officially recognized activities and sports
    • Student’s achievement awards or honors
    • Student’s weight and height, if a member of an athletic team
    • Major field of study
    • Dates of attendance (“from and to” dates of enrollment)
    • Date of graduation

    The District may disclose directory information without prior written consent, except when the request is for a profit-making plan or activity. In addition, student records with personally identifiable information are generally exempt from disclosure.  However, student directory information is released unless the parents have affirmatively withdrawn their consent to release such information in writing.

    The District notifies parents, guardians, and eligible students of the District’s definition of directory information. Parents, guardians, and eligible students have two weeks from the notification to advise the District of any or all items they refuse to permit as directory information about that student.

    School officials have access to student education records for legitimate educational purposes. The District determines the criteria to determine who are school officials and what constitutes legitimate educational purposes.

    Other than requests by a parent, guardian, or eligible student, school officials release information from or permit access to a student’s education records only with the prior written consent of a parent, guardian, or eligible student. However, the Chief Executive Officer or a person designated in writing by the Chief Executive Officer may permit disclosure in certain limited circumstances as required or permitted by law.

    The District maintains an accurate record of all requests to disclose information from or permit access to a student’s education records and the information disclosed and access permitted.


    • Adopted: June 15, 2004
    • Amended: June 28, 2022

    Legal References