As we head into the third nine weeks (and second semester) in the Carolinas, I think it’s great to remind parents that you can do a records request at any time. Below is my favorite letter to use as it is comprehensive in nature.
Pursuant to 20 U.S.C. §§1232g and 1232h (FERPA), and 34 C.F.R. §99.1 et seq. (FERPA regulations), this is a formal request for access to review and scan My child’s permanent, cumulative educational records.
Thus, on behalf of my child I hereby request a review of all such records, including without limitation the following:
1. Cumulative education records;
2. All audio and video recordings, videotapes and/or digital recordings of the student, including without limitation video recordings of any disciplinary incidents;
3. All data collected in your Education Management Information System (EMIS) on how funds are spent on the student and for what services the district is billing the State and/or Federal Government;
4. Letters from and to district staff regarding this student, including any and all e-mails;
5. Progress reports, report cards, grades and comments about this student;
6. Teacher files and records, curriculum-based assessments, for all classes and all subjects;
7. Related service files including any data from any contracted related service professionals;
8. Medical and other school health records;
9. Group and individual achievement and ability tests;
10. Assessment plans and permission forms;
11. Evaluations and assessments, including all protocols;
12. Test answer sheets, booklets, protocols and other records of any type related to testing;
13. Attendance records and class schedules;
14. A complete printout of the entire school career, inclusive of any disciplinary records or incident reports;
15. Class work, including samples, work, journals or other items for this student;
16. Functional behavioral assessments, intervention plans, and related materials;
17. Data collected, charts produced, pacing guides, lesson plans and other teaching materials developed as part of implementing this student’s IEPs;
18. Any and all meeting minutes and action plans;
19. IEP documents of any type, including those labeled DRAFT;
20. Goals and objectives, copies with data or progress marked, data, which forms the basis of progress ratings or proposals for changes to any IEP;
21. Correspondence, memos, and notes relating to this student, including notices of placement and statements of rights;
22. Records of any calls relating to the student;
23. Notes, emails and logs maintained by teachers, school psychologists, therapists, counselors, administrators, classroom aides, and/or any other school system staff – paper, electronic, or other forms relating to this specific student, including and not limited to any metadata of these records;
24. Records regarding provision of services to the student, including records of dates and times when said student was or could have been provided applicable related services or special instruction logs, required by FERPA, showing whom accessed the student’s records and when audio or video recordings of the student were made, or meetings were held regarding this student;
25. Prior Written Notices, , Invitations, Meeting sign-in sheets and Permission to Access School-Based Access Program and Medical Assistance (SBAP/MA) funding;
26. Records kept by the district of any type regarding the student or student’s family, including records kept by third parties, including SBAP reimbursed providers any and all other school records pertaining to the referenced student; and
27. Record of any destruction of this student’s records, including the date, content, and person authorized to destroy said records.
Please contact me at your earliest convenience to arrange for the records review. Thank you for your anticipated cooperation in this regard.
(As always, please remember the disclaimer below: I am not a lawyer, and this is not legal advice. It’s just an example of a letter we’ve used to get our kids’ records.)