Records

Purpose

This policy describes how records are maintained and accessed in accordance with the Family Educational Rights and Privacy Act (FERPA).

Duration

This policy is permanent.

Policy

Section 1. Records Controlled by This Policy

1. School permanent records include all educational and disciplinary materials directly related to a student that the school maintains.
2. All student records are maintained by and kept in the office of the Registrar at each campus using the Infinite Campus records management platform. These files are locked during and after normal business hours with access limited. The Registrar and the Campus Principals will be the only individuals with a key to these files. Faculty will be able to access records in accordance with FERPA guidelines (see Family Educational Rights and Privacy Act).
3. ANCS will maintain student records in a confidential manner and comply with all state and federal laws regarding the privacy of these records, including FERPA, as outlined in the following sections.

Section 2. Special Education Records

1. Records are available to only those school staff who work with the child on a direct or indirect basis.
2. Records are also available to parents, legal guardians, or their designees with express written permission.
3. Educational reports and IEPs can be released to other districts with written parent/guardian permission; other information from the records is released to other persons or agencies only with appropriate authorization, which requires written permission by parents.

Section 3. Record Review and Record Transfer

1. Parents/legal guardians of a current student may review a student's records in the office of the Registrar, but the files may not be removed from the office.
2. All financial obligations must be met before a student's records are transferred to another school.

Section 4. Individuals Responsible for Records Management

The following individuals will be responsible for overseeing the maintenance and retention of various types of records at ANCS.

1. Director of Finance and Operations
2. Registrar (at each campus)

These individuals will conduct an annual review of relevant records to ensure their proper maintenance and retention according to the time frames outlined in Section 7: Records Retention Schedule. Whenever possible, electronic copies of all records will be maintained on the school's server and backed up offsite according to the regular electronic backup schedule.

Section 5. Annual Records Review

The Executive Director / Campus Principals shall meet with the Director of Finance and Operations and Registrar following the completion of the annual records review to ensure compliance with this policy.

Section 7. Records Retention Schedule

ANCS does not keep students' permanent records on campus after they leave; permanent records are returned to APS' Records Center, where they are stored.

Family Educational Rights and Privacy Act

The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) is a federal law that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education.

1. FERPA gives parents/guardians certain rights with respect to their children's education records. These rights transfer to the student when he or she reaches the age of 18 or attends a school beyond the high school level. Students to whom the rights have transferred are "eligible students."
2. Parents/guardians or eligible students have the right to inspect and review the student's education records maintained by the school. Schools are not required to provide copies of records unless, for reasons such as great distance, it is impossible for parents/guardians or eligible students to review the records. Schools may charge a fee for copies.
3. Parents/guardians or eligible students have the right to request that a school correct records that they believe to be inaccurate or misleading. If the school decides not to amend the record, the parent/guardian or eligible student then has the right to a hearing with the Executive Director. After the hearing, if the school still decides not to amend the record, the parent/guardian or eligible student has the right to place a statement with the record setting forth his or her view about the contested information.
4. Generally, schools must have written permission from the parent/guardian or eligible student in order to release any information from a student's education record. However, FERPA allows schools to disclose those records, without consent, to the following parties or under the following conditions (34 CFR § 99.31):
   1. School officials with legitimate educational interest;
   2. Other schools to which a student is transferring;
   3. Specified officials for audit or evaluation purposes;
   4. Appropriate parties in connection with financial aid to a student;
   5. Organizations conducting certain studies for or on behalf of the school;
   6. Accrediting organizations;
   7. To comply with a judicial order or lawfully issued subpoena;
   8. Appropriate officials in cases of health and safety emergencies; and
   9. State and local authorities, within a juvenile justice system, pursuant to specific State law.
5. Schools may disclose, without consent, "directory" information such as a student's name, address, telephone number, date and place of birth, honors and awards, and dates of attendance. However, schools must tell parents/guardians and eligible students about directory information and allow parents/guardians and eligible students a reasonable amount of time to request that the school not disclose directory information about them. Schools must notify parents/guardians and eligible students annually of their rights under FERPA. The actual means of notification (special letter, inclusion in a PTCA bulletin, student handbook, or newspaper article) is left to the discretion of each school.

Approval and Review

Approved	Effective	Last Review	Next Review
06/16/15	07/01/15	06/2023	06/2026