MMSD Home Page District Info | Parent Info | Instructional Support | Departments & Programs | Home

Madison Metropolitan School District
Board of Education Policies and Procedures

Policy Index --

Policies and Procedures Home Page
POLICYSTUDENT RECORDS 4157
Pupils

Disclosure

The Madison Metropolitan School District will not disclose student records, including personally identifiable student information from the educational records of the student without the prior written consent of the parent or eligible student, except as otherwise permitted by state and federal legislation.

FERPA 34 CFR 99.30, 99.31, 99.32, 99.33, 99.34, 99.35, 99.36, 99.37, 99.38, 99.39 s. 118.125(2)

PROCEDURESTUDENT RECORDS 4157
Pupils

Disclosure

  1. When parental consent is provided, the District will presume that the parent giving consent is authorized to do so, unless the District has been provided evidence that a legally binding instrument, state law, or court order provides to the contrary.

    The parental consent must include:

    1. The legal name and birth date of the student;
    2. A description of the specific type of record(s) to be released;
    3. The name and address of the person(s) or organization to whom the disclosure is to be made;
    4. The date of the consent and its expiration criteria;
    5. the signature of the parent or eligible student.
  2. The parent or eligible student may obtain a copy of any records disclosed under this provision. Such copies are subject to the copy fee under Policy 4154.
  3. When the Madison Metropolitan School District releases information other than directory information contained in the student's educational record to any third parties, the following statement shall be included:

    ALL THESE RECORDS ARE CONFIDENTIAL AND MAY NOT BE RELEASED TO ANY OTHER PERSON OR AGENCY WITHOUT THE WRITTEN CONSENT OF THE PARENT OR ELIGIBLE STUDENT.

  4. Student records will be transferred to another school or school district without consent of the parent or eligible student upon receipt of written notification from the other school district that the student has enrolled in that school district. All student records sent to other school districts (with the exception of those records of a student in the high schools) will be processed in the OFFICE OF THE REGISTRAR.
  5. The Madison Metropolitan School District's Custodian of the Records may release personally identifiable student record information without the consent of the student's parents or the eligible students in the following cases:
    1. ". . . To persons employed in the school which the pupil attends who are required by the department under s. 115.28(7) to hold a certificate, license, or permit" and have legitimate educational interests as defined under Policy 4151;

      118.125(2)(d)

    2. To certain federal and state officials who need information in order to audit or enforce legal conditions related to federally-supported education programs;

      118.125(2)(g)2

    3. To certain public officials seeking information required by state law;

      118.125(2)(g)

    4. To organizations conducting studies for the District, provided such studies will not permit the personal identification of students and their parents, and that such personally identifiable information will be destroyed when no longer needed for the study;

      34 CFR 99.31(a)(6)(i)

    5. To accrediting organizations to carry out their accrediting functions;

      34 CFR 99.31(a)(7)

    6. To parents of eligible dependent students as determined by the Internal Revenue Code of 1954;
      1. Parents shall submit a written and signed statement to be filed in the student's record, cosigned by the student, indicating that the student is classified as a dependent student by the Internal Revenue Code of 1954. (The student is claimed as a dependent on income tax returns.)

      34 CFR 99.31(a)(8)

    7. To comply with a judicial order in the following cases:
      1. The judge of a court of this state or of the United States shall, upon request, be provided by the School District Clerk with a copy of all progress records of a pupil who is subject of any proceedings in such court.

        118.125(2)(c)

      2. Names of dropouts shall be provided in response to an order.

        s. 118.125(2)(c)2

      3. Education records shall be provided to a court in response to a subpoena by parties to an action for in-camera inspection to be used only for the purposes of impeachment of any witness who has testified in the action.

        118.125(2)(f)

      4. All subpoenas of education records shall be presented to the District's Legal Counsel for review prior to compliance with such order or subpoena.
      5. The Custodian of the Records shall make a reasonable effort to notify the parents or eligible student prior to compliance with such order or subpoena.

      34 CFR 99.31(a)(9)(ii)

    8. Directory information under conditions specified in Policy 4156.
    9. If there is an emergency situation in which knowledge of student record information is necessary to protect the health or safety of a student or other persons.

34 CFR 99.31(a)(10)
8/26/02

 

MMSD Home Page District Info | Parent Info | Instructional Support | Departments & Programs | Home