Student Education Records Rights and Information

The Family Educational Rights and Privacy Act (FERPA) protects the privacy interests and access rights of parents and students in educational records maintained by educational agencies and institutions or persons acting for such agencies or institutions.

The Protection of Pupil Rights Amendment (PPRA) affords parents and students with rights concerning specified marketing activities, the administration or distribution of specific surveys to students, the administration of certain physical examinations or screenings to students, and parental access to certain instructional materials, including ones used as part of a student’s educational curriculum.

Rights Under FERPA for Schools

The right to inspect and review the student's education records within 45 days after the day the a school receives a request for access.

Parents or eligible students who wish to inspect their child’s or their education records should submit to the school principal [or appropriate school official] a written request that identifies the records they wish to inspect.  The school official will make arrangements for access and notify the parent or eligible student of the time and place where the records may be inspected.

The right to request the amendment of the student’s education records that the parent or eligible student believes are inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA.

Parents or eligible students who wish to ask the school to amend their child’s or their education record should write the school principal [or appropriate school official], clearly identify the part of the record they want changed, and specify why it should be changed.  If the school decides not to amend the record as requested by the parent or eligible student, the school will notify the parent or eligible student of the decision and of their right to a hearing regarding the request for amendment.  Additional information regarding the hearing procedures will be provided to the parent or eligible student when notified of the right to a hearing.

The right to provide written consent before the school discloses personally identifiable information (PII) from the student's education records, except to the extent that FERPA authorizes disclosure without consent.

One exception, which permits disclosure without consent, is disclosure to school officials with legitimate educational interests.  The criteria for determining who constitutes a school official and what constitutes a legitimate educational interest must be set forth in the school’s or school district’s annual notification for FERPA rights.  A school official typically includes a person employed by the school or school district as an administrator, supervisor, instructor, or support staff member (including health or medical staff and law enforcement unit personnel) or a person serving on the school board.  A school official also may include a volunteer,  contractor, or consultant who, while not employed by the school, performs an institutional service or function for which the school would otherwise use its own employees and who is under the direct control of the school with respect to the use and maintenance of PII from education records, such as an attorney, auditor, medical consultant, or therapist; a parent or student volunteering to serve on an official committee, such as a disciplinary or grievance committee; or a parent, student, or other volunteer assisting another school official in performing his or her tasks.  A school official typically has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.

Upon request, the school discloses education records without consent to officials of another school or school district in which a student seeks or intends to enroll, or is already enrolled, if the disclosure is for purposes of the student’s enrollment or transfer. 

The right to file a complaint with the U.S. Department of Education concerning alleged failures by the school to comply with the requirements of FERPA.  The name and address of the Office that administers FERPA are:

Student Privacy Policy Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC  20202

FERPA permits the disclosure of PII from students’ education records, without consent of the parent or eligible student, if the disclosure meets certain conditions found in § 99.31 of the FERPA regulations.  Except for disclosures to school officials, disclosures related to some judicial orders or lawfully issued subpoenas, disclosures of directory information, and disclosures to the parent or eligible student, § 99.32 of the FERPA regulations requires the school to record the disclosure.  Parents and eligible students have a right to inspect and review the record of disclosures.  A school may disclose PII from the education records of a student without obtaining prior written consent of the parents or the eligible student –

  • To other school officials, including teachers, within the educational agency or institution whom the school has determined to have legitimate educational interests.  This includes contractors, consultants, volunteers, or other parties to whom the school has outsourced institutional services or functions, provided that the conditions listed in § 99.31(a)(1)(i)(B)(1) - (a)(1)(i)(B)(3) are met. (§ 99.31(a)(1))

  • To officials of another school, school system, or institution of postsecondary education where the student seeks or intends to enroll, or where the student is already enrolled if the disclosure is for purposes related to the student’s enrollment or transfer, subject to the requirements of § 99.34.  (§ 99.31(a)(2)) 

  • To authorized representatives of the U. S. Comptroller General, the U. S. Attorney General, the U.S. Secretary of Education, or State and local educational authorities, such as the State educational agency (SEA) in the parent or eligible student’s State.  Disclosures under this provision may be made, subject to the requirements of § 99.35, in connection with an audit or evaluation of Federal- or State-supported education programs, or for the enforcement of or compliance with Federal legal requirements that relate to those programs.  These entities may make further disclosures of PII to outside entities that are designated by them as their authorized representatives to conduct any audit, evaluation, or enforcement or compliance activity on their behalf, if applicable requirements are met.  (§§ 99.31(a)(3) and 99.35)

  • In connection with financial aid for which the student has applied or which the student has received, if the information is necessary for such purposes as to determine eligibility for the aid, determine the amount of the aid, determine the conditions of the aid, or enforce the terms and conditions of the aid.  (§ 99.31(a)(4))

  • To State and local officials or authorities to whom information is specifically allowed to be reported or disclosed by a State statute that concerns the juvenile justice system and the system’s ability to effectively serve, prior to adjudication, the student whose records were released, subject to § 99.38.  (§ 99.31(a)(5))

  • To organizations conducting studies for, or on behalf of, the school, in order to:  (a)  develop, validate, or administer predictive tests; (b)  administer student aid programs; or (c)  improve instruction, if applicable requirements are met.  (§ 99.31(a)(6))

  • To accrediting organizations to carry out their accrediting functions.  (§ 99.31(a)(7))

  • To parents of an eligible student if the student is a dependent for IRS tax purposes.  (§ 99.31(a)(8))

  • To comply with a judicial order or lawfully issued subpoena if applicable requirements are met.  (§ 99.31(a)(9))

  • To appropriate officials in connection with a health or safety emergency, subject to § 99.36.  (§ 99.31(a)(10))

  • Information the school has designated as “directory information” if applicable requirements under § 99.37 are met.  (§ 99.31(a)(11))

  • To an agency caseworker or other representative of a State or local child welfare agency or tribal organization who is authorized to access a student’s case plan when such agency or organization is legally responsible, in accordance with State or tribal law, for the care and protection of the student in foster care placement.  (20 U.S.C. § 1232g(b)(1)(L))

  • To the Secretary of Agriculture or authorized representatives of the Food and Nutrition Service for purposes of conducting program monitoring, evaluations, and performance measurements of programs authorized under the Richard B. Russell National School Lunch Act or the Child Nutrition Act of 1966, under certain conditions.  (20 U.S.C. § 1232g(b)(1)(K))

Directory Information
The Family Educational Rights and Privacy Act (FERPA) 20 U.S.C. § 1232g; 34 CFR Part 99) allows student information that would not generally be considered harmful or an invasion of privacy to be disclosed. FERPA refers to this as “directory information.”

In the administrative rule for Board Policy JRA Students Records, Chester County School District defines directory information as a student’s: name, address, photographs including electronic images (as related to school or district-sponsored events, activities and special recognitions), participation in officially recognized activities and sports, weights and heights of members of athletic teams, diploma or certificate and awards received, and other similar information.

The primary purpose of directory information is to allow Chester County School District to include this type of information in certain school and district publications as a way to recognize students and promote their achievements. These publications include but are not limited to the annual yearbook, school/district newsletters, programs for school events, honor rolls or other recognition lists, school or district websites/social media, news releases/media coverage, etc. According to CCSD Board Policy JRA, the district will not release directory information to any person or agency for commercial use.

Military Recruiters
Federal laws require schools to provide military recruiters and/or institutions of higher education, upon request, with three directory information categories — names, addresses, and telephone listings—unless parents have advised the school that they do not want their student’s information disclosed.

Objection to Release of Directory Information
Parents objecting to the release of this information should log into their Parent Portal Account and update their directory preferences under Forms.

If no objection is entered, the district is free to release this information as is appropriate. The use of any information by Chester County School District is for the promotion of our students’ and the district’s welfare.

Any questions concerning student records should be addressed to the counseling office of the individual school.

Rights Under Protection of Pupil Rights Amendment

PPRA affords parents of elementary and secondary students certain rights regarding the conduct of surveys, collection and use of information for marketing purposes, and certain physical exams.  These include, but are not limited to, the right to:

Consent before students are required to submit to a survey that concerns one or more of the following protected areas (“protected information survey”) if the survey is funded in whole or in part by a program of the U.S. Department of Education (ED)–

  1.  Political affiliations or beliefs of the student or student’s parent;

  2. Mental or psychological problems of the student or student’s family;

  3. Sex behavior or attitudes;

  4. Illegal, anti-social, self-incriminating, or demeaning behavior;

  5. Critical appraisals of others with whom respondents have close family relationships;

  6. Legally recognized privileged relationships, such as with lawyers, doctors, or ministers;

  7. Religious practices, affiliations, or beliefs of the student or student’s parent; or

  8. Income, other than as required by law to determine program eligibility.

 Receive notice and an opportunity to opt a student out of –

  1. Any other protected information survey, regardless of funding;

  2. Any non-emergency, invasive physical exam or screening required as a condition of attendance, administered by the school or its agent, and not necessary to protect the immediate health and safety of a student, except for hearing, vision, or scoliosis screenings, or any physical exam or screening permitted or required under State law; and

  3. Activities involving collection, disclosure, or use of personal information collected from students for marketing or to sell or otherwise distribute the information to others. (This does not apply to the collection, disclosure, or use of personal information collected from students for the exclusive purpose of developing, evaluating, or providing educational products or services for, or to, students or educational institutions.)

 Inspect, upon request and before administration or use –

  1. Protected information surveys of students and surveys created by a third party;

  2. Instruments used to collect personal information from students for any of the above marketing, sales, or other distribution purposes; and

  3. Instructional material used as part of the educational curriculum.

These rights transfer from the parents to a student who is 18 years old or an emancipated minor under State law.

Chester County School District (CCSD) has adopted policies, in consultation with parents, regarding these rights, as well as arrangements to protect student privacy in the administration of protected information surveys and the collection, disclosure, or use of personal information for marketing, sales, or other distribution purposes.  CCSD will directly notify parents of these policies at least annually at the start of each school year and after any substantive changes.  CCSD will also directly notify, such as through U.S. Mail or email, parents of students who are scheduled to participate in the specific activities or surveys noted below and will provide an opportunity for the parent to opt his or her child out of participation of the specific activity or survey.  CCSD will make this notification to parents at the beginning of the school year if the District has identified the specific or approximate dates of the activities or surveys at that time.  For surveys and activities scheduled after the school year starts, parents will be provided reasonable notification of the planned activities and surveys listed below and be provided an opportunity to opt their child out of such activities and surveys.  Parents will also be provided an opportunity to review any pertinent surveys. 

The following is a list of the specific activities and surveys covered under this direct notification requirement:

  • Collection, disclosure, or use of personal information collected from students for marketing, sales, or other distribution.

  • Administration of any protected information survey not funded in whole or in part by ED.

  • Any non-emergency, invasive physical examination or screening as described above.

Parents who believe their rights have been violated may file a complaint with:     

Student Privacy Policy Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, D.C.  20202