Student Records and Access
This policy is adopted pursuant to the federal "Family
Educational and Privacy Act of 1974," and other applicable
statutes governing student records so as to ensure a uniform
policy of access to student records.
This policy is not intended to determine what information
shall be included in student records, nor to govern the periodic
destruction of irrelevant unnecessary or dated information.
However, student records are intended to include factual information
and care should be taken to ensure that material placed therein
shall meet those requirements.
1. Access to records shall be furnished to the following persons:
a) Authorized Local School District personnel,
counselors, teachers of that student, and administrators.
b) The student's parent or legal guardian.
c) The student, if over 18 or attending an institution of higher
learning and not enrolled in the Local School District.
d) The Comptroller General of the United States, the administrative
head of a state or federal educational agency and authorities
of New Hampshire State Educational Agencies and the authorized
representatives of the above.
2. Other Third Parties
Access to such records shall be furnished to others
only upon the written consent of the parents of the student, the
student herself/himself if over 18, or in response to a judicial
subpoena upon notice to the student or his/her parents or guardians.
3. Review of Records
To ensure proper interpretation and understanding
of information contained in student records or personally identifiable
records, a counselor, building administrator, or representative
of the special education department must be present to provide
assistance at the time of the inspection of such records, including
psychological tests. If psychological studies or background information
is sought, the counselor or administrator shall arrange for the
presence of the school psychologist at the time of inspection
to interpret, explain or assist in the understanding of such information.
4. Confidential Records
a) Records pertaining to child abuse, law enforcement activities,
medical records, and investigation of criminal acts, shall be
maintained in separate files by the building Principal or a
designated representative. Such records shall be deemed confidential
information under the provisions of the New Hampshire Revised
Statutes Annotated Education Laws Chapter 91-A: 5, Access to
Public Records which pertain to personal privacy and law enforcement
investigatory files and shall not be released to any person
or agency except upon the instruction of the Superintendent.
In no event shall such records be used as the basis for the
preparation of reports or recommendations on an individual basis.
Such records, when kept, shall only be used to ensure compliance
with the statute governing child abuse, to protect the property
and persons of the students and personnel of the School District,
to make necessary investigations of actual or suspected criminal
activities and to render assistance as necessary to law enforcement
officers and agencies.
b) Unverified data of serious or recurrent behavior patterns
will not be included in records to which access will be given
nor shall such data be used in reports or recommendations made
to any individual or agency outside the school system.
c) The term "educational records" does not include
records of institutional supervisory and administrative personnel
ancillary thereto which are in sole possession of the maker
thereof and which are not accessible or revealed to any other
d) At the beginning of each school year, parents will be given
written notification through student handbooks or other means
of publication of the categories of information which have been
designated as "directory information" with respect
to each student attending the Local School District. By the
third Monday following the opening of school in September, a
parent or student over 18 years of age shall notify the appropriate
Principal of their desire that any or all of the information
designated should not be released without the parent or student's
e) "Directory Information" relating to a student includes
1. The student's name, address, date of birth;
2. Participation in officially recognized activities and sports;
3. Weight and height of members of athletic teams;
4. Dates of attendance;
5. Awards and honors received.
5. Procedures Governing Access
a) The Parent, student (if over 18), or guardian shall sign
a request form.
b) Permissible third parties shall sign a request form.
c) In cases involving a third party, the student (if over 18),
parent or guardian shall sign a consent form. Forms used will
identify the records to which access is sought and will be placed
in the student's file as a record of the request.
1. Access will be refused or granted depending upon the propriety
of the request and validity of the forms furnished by the
Special Education Director and/or building Principal.
2. If the request for access is refused, and the party who
requested access objects to said refusal, said request will
be referred to the Superintendent for final decision.
3. Custodians of student records:
• Elementary - possession by elementary
• Middle School - possession by elementary Principal
• High School - possession by Guidance Department in
appropriate high school
• Handicapped - possession by Director of Special Education
6. Challenges to Records
The parent(s), guardian(s) and/or student 18 years of age or older
shall have an opportunity for a hearing to challenge the content
of the school record, to ensure the records are not inaccurate,
misleading or otherwise in violation of the privacy or other rights
of students and to provide an opportunity for the correction or
deletion of any such inaccurate, misleading or otherwise inappropriate
data contained therein.
a) The parent(s), guardian(s) of a student under 18, or a student
over 18, shall have an opportunity to identify in writing, addressed
to the building Principal, the record or records which they
believe to be inaccurate, misleading or otherwise in violation
of the privacy or other rights of the student, together with
a statement of the reasons for the challenge to the record.
b) A response by the building Principal or Special Education
Director shall be made within fourteen days indicating he/she
finds the challenged record to be inaccurate, misleading or
otherwise inappropriate and that it will be corrected or deleted;
or that he/she finds no basis for correcting or deleting the
records in question, but that the parent or student will be
given an opportunity for a hearing upon receipt of written request
by the parent(s) or guardian(s) or student over 18.
c) A hearing, if requested, shall be held within a reasonable
period of time, but in no case more than 45 days after receipt
of such a request by the Superintendent of Schools. The parent(s),
guardian(s) or student 18 years or older, should be given the
right to present evidence in support of his/her belief that
the record is erroneous and to rebut any evidence submitted
in support of the record. A written decision should be rendered
stating the disposition of the challenge to the record and the
reasons for the determination. Although the hearing may be informal
in nature, the processes used shall ensure fairness and impartiality.
d) In cases involving a constitutionally protected right, the
School District attorney should be consulted with respect to
the hearing procedure and the degree of formality required.
e) Parents (or students over the age of 18 years) are entitled
to one free copy of a student’s records. An fee of twenty-five
cents per page shall be charged for additional copies.
Procedures for Student Records and Access
In order to serve the needs of individual students, extensive
records of their school performance, progress in testing and scheduling
requests are maintained. However, the school respects students'
and parents' right to have access to these records, and establishes’
these guidelines, consistent with federal, state, and local laws
1. Parents and eligible students wishing to inspect student
records must file a written request to do so with the Principal.
Such inspection shall take place during regular school hours
or at reasonable times during vacation periods, but not during
weekends or holidays.
2. Single copies of appropriate records will be made available
to parents. Records will be kept in the student's file of all
copies made, when made, and to whom provided.
3. Records are maintained for each student in the following
categories: directory information, academic records, standardized
and individual testing, individual education plans, Instructional
Support Team minutes, 504 team plans, attendance and enrollment
data, and health records.
4. Information of any kind other than directory information
will not be disclosed without prior written consent of the parent
or eligible student, except as permitted by law.
5. The school shall make a written record of the disclosure
of all student information, except directory information, and
such record will be kept in the student's file. This record
of disclosure is also available for inspection by the parent
or eligible student. A record of inspections will also be kept.
6. The parent or eligible student may request that the records
be amended if they believe they are inaccurate, misleading or
in violation of the privacy rights of the student. Such request
shall be in writing, dated, and addressed to the Principal or
Special Education Director.
In the event that the School District decides to refuse the
request to amend, the Principal or Special Education Director
shall inform the parent or eligible student, and shall advise
said person of his/her rights to a hearing, in compliance with
the law (See PL 93-380).
ADOPTED: 14 November 1974
REVISED: 22 August 2002
REVISED: 24 March 2005