Madison Metropolitan School District
Board of Education Policies and Procedures

POLICY	STUDENT RECORDS	4159 Pupils

Amendment of Educational Record

The parents of a student or an eligible student who believe that information contained in the educational records of the student is inaccurate or misleading, or violates the privacy or other rights of the student, may request that the District amend them. (This procedure is not intended to provide the right to challenge a grade, but to correct an improperly recorded grade.)

FERPA 99.20 99.21 99.22

PROCEDURE	STUDENT RECORDS	4159 Pupils

Amendment of Educational Record

1. The parent or eligible student (requestor) desiring to challenge the content of a student record shall submit a written memorandum outlining the nature of the challenge to the Custodian of the Record.
2. The Custodian of the Record will review the challenge and, within fourteen (14) days of the initial receipt, notify the requestor of the decision to approve or deny the request. If the request is denied, the Custodian of the Record shall notify the requestor in writing of the decision and their rights under this Policy for appeal to the appropriate ASSISTANT SUPERINTENDENT. A copy of this notification is to be forwarded to the ASSISTANT SUPERINTENDENT.
3. If the requestor is not satisfied with the decision of the Custodian of the Records, the decision may be appealed in writing within fourteen (14) days of the receipt to the APPROPRIATE ASSISTANT SUPERINTENDENT assigned to the school the student attends or last attended. If the decision is appealed, the APPROPRIATE ASSISTANT SUPERINTENDENT will review the request and render a decision within fourteen (14) days of receipt.
   1. If the APPROPRIATE ASSISTANT SUPERINTENDENT concurs with the request, the Custodian of the Record shall be directed to amend the record. The requestor shall be notified in writing by the Custodian of the Record that the amendment has occurred.
   2. If the request is denied, the APPROPRIATE ASSISTANT SUPERINTENDENT shall notify the requestor in writing of the decision and the rights under this Policy for a hearing.
4. The requestor has a right to a hearing as outlined in the Family Educational Rights and Privacy Act. The requestor shall notify the SUPERINTENDENT in writing of his/her desire for a hearing.
   1. The SUPERINTENDENT will appoint a hearing officer and notify the requestor of her/his appointment.
   2. The hearing officer will make arrangements with the requestor within a reasonable time frame for a mutually agreed upon time and place for the hearing.
   3. The hearing officer will ensure that the requestor has a full and reasonable opportunity to present material evidence and testimony to demonstrate that the questioned part of the student's education record is incorrect, as shown in the requestor's written request for a change in the record.
   4. Upon completion of the hearing, the hearing officer shall notify the SUPERINTENDENT of her/his recommendations.
   5. Within fourteen (14) days of the hearing, the SUPERINTENDENT will notify the requestor of the decision.
      1. If the decision concurs with the request, the Custodian of the Records shall be directed to amend the record. The requestor shall be notified in writing by the Custodian of the Records that the amendment has occurred.
      2. If the decision is to deny the request, the SUPERINTENDENT shall notify the requestor in writing of the decision and of his/her rights under this Policy to appeal the decision to the BOARD.
5. If the requestor is not satisfied with the SUPERINTENDENT'S decision, an appeal may be filed with the BOARD.
   1. The requestor's appeal shall be in writing and filed within fourteen (14) days of receipt of the SUPERINTENDENT'S decision.
   2. The BOARD shall review the request at its next regularly scheduled meeting.
   3. Within seven (7) days of the scheduled BOARD meeting, the BOARD, or its designee, shall notify the requestor of the District's decision.
      1. If the District's decision concurs with the request, the Custodian of the Records shall be directed to amend the record. The requestor shall be notified in writing by the Custodian of the Records that the amendment has occurred.
      2. If the District's decision is to deny the request, the BOARD, or its designee, shall inform the requestor of the right to place in the education records of the student a statement commenting upon the information in the education records and/or setting forth any reasons for disagreeing with the decision of the District.
   4. The Custodian of the Records will file any statement of the requestor, prepared as the result of a hearing in which the ruling was in favor of the District, with the record contested.
      1. The statement will be maintained as part of the educational records of the student as long as the record contested is maintained.
      2. Any disclosure of the contested record shall also include the requestor's statement.

8/26/02

Last Updated: Wed Nov 14 08:07:26 2007
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