Collection of any funds for school activities must have the approval of the superintendent [or designee] and the recommendation of the building principal. All such funds will be under the financial control of the school board.
Records and procedures relating to internal accounts will be in accordance with those found in Uniform Financial Accounting for Iowa Schools published by the Department of Education.
An audit of these accounts will be made at the same time as the annual audit of school funds.
Adopted: 6/70
Reviewed: 4/12; 7/13; 10/14; 11/17; 12/20; 10/23
Revised: 7/90
The board believes students should respect school district property and assist in its preservation for future use by others. Students may be assessed fines, fees, or charges for the materials needed in a course, for overdue school materials, for participating in activities, or for misuse or damage of school property.
The superintendent [or designee] will inform the school board of the dollar amount to be charged to students or others for fines, fees, or charges on an annual basis and the information will be posted on the district website.
Legal custodians or students who complete the official district Free and Reduced Application and meet the specific financial eligibility standards as set by the Department of Education Bureau of Food and Nutrition or by direct certification from the Department of Human Services through Student Reporting in Iowa (SRI) will automatically be granted full or partial fee waivers depending on their qualification. Legal custodians or students who do not participate in the district’s Free and Reduced Meal Program may qualify for full, partial, or temporary waivers by completing the Temporary Standard Fee Waiver Application (Policy 505.3-E).
Fines or charges assessed for damage or loss to school property are not fees and will not be waived.
It is the responsibility of the superintendent [or designee] in conjunction with building principals to implement administrative regulations regarding this policy.
Adopted: 9/96
Reviewed: 4/12; 7/13; 12/20; 10/23
Revised: 4/11; 10/14; 11/17
Related Policy: 505.3-R; 505.3-E; 802.3
Legal Reference (Code of Iowa): §§ 256.7(20); 279.8; 280.10-11; 282.6; 285.1; 301.1; 281 IAC 18.2
IASB Reference: 503.03
Mandatory Policy
The board recognizes that while certain fees charged to students are appropriate and authorized, certain students and their families (hereafter referred to as legal custodians) are not financially able to pay the fees. The school district will grant either full waivers, partial waivers, or temporary waivers depending upon the circumstances and the student’s or the legal custodian’s ability to meet the financial criteria.
WAIVERS
Full Waivers: A student will be granted a full waiver of fees charged by the district if the student or student's legal custodian meets the financial eligibility criteria for free meals under the Child Nutrition Program, Family Investment Program, Supplemental Security Income Guidelines, or transportation assistance under open enrollment. Students in foster care are also eligible for full waivers. The waiver application is available through the Linn-Mar Nutrition Services Department.
Partial Waivers: A student will be granted a partial waiver (50% reduction) of fees charged by the district if the student or the student's legal custodian meets the financial eligibility criteria for reduced price meals offered under the Child Nutrition Program. The waiver application is available through the Linn-Mar Nutrition Services Department.
Temporary Waivers: A student may be eligible for a temporary waiver of fees charged by the district in the event the student's legal custodian is facing financial difficulty. Temporary waivers may be applied for at any time throughout the school year and will not extend beyond the end of that school year.
APPLICATION
Legal custodians or students who do not participate in the district’s Free and Reduced Meal Program by completing the district’s official Free and Reduced Application or by direct certification through the Department of Human Resources must complete a Temporary Standard Fee Waiver Application (Policy 505.3-E) provided by the district to be eligible for a fee waiver. Applications may be made at any time but must be renewed annually.
CONFIDENTIALITY
The district will treat the application and application process as any other student record. Student confidentiality and access provisions will be followed.
APPEALS
Denial of a fee waiver may be appealed to the superintendent [or designee].
NOTICE
The district will notify the legal custodians and students of the waiver on an annual basis. The following information will be included in registration materials and printed in the district’s annual handbook:
Students whose legal custodians meet the income guidelines for free and reduced price meals, the Family Investment Program (FIP), Supplemental Security Income (SSI), transportation assistance under open enrollment status, or who are in foster care are eligible to have their student fees waived or partially waived.
Students whose legal custodians are experiencing temporary financial difficulty may be eligible for a temporary waiver of student fees. Legal custodians or students who believe they may qualify for temporary financial hardship may print the Temporary Standard Fee Waiver Application (Policy 505.3-E) from the district’s website or contact the Nutrition Services Department to obtain a form. This waiver does not carry over from year-to-year and must be completed on an annual basis.
Adopted: 9/96
Reviewed: 4/12; 7/13; 11/17; 12/20; 10/23
Revised: 4/11; 10/14
Related Policy: 505.3; 505.3-E
Legal Reference (Code of Iowa): § 256.7; 279.8; 280.10-11; 282.6; 285.1; 301.1; 281 IAC 18.2
IASB Reference: 503.03-R(1)
CLICK HERE TO DOWNLOAD THE FORM
School Year:
Date:
All information provided in connection with this application will be kept confidential.
Name of Student:
Grade:
Building:
Name of Parent/Guardian (Or legal/actual custodian):
Address:
Please check type of waiver desired:
_____Full Waiver
_____Partial Waiver
_____Temporary Waiver
Please check if the student of the student's family meets the financial eligibility criteria or is involved in one of the following programs:
Full Waiver
_____Free meals offered under the Children Nutrition Program
_____Family Investment Program (FIP)
_____Supplemental Security Income (SSI)
_____Transportation assistance under open enrollment status
_____Foster care
Partial Waiver
_____Reduced priced meals offered under the Children Nutrition Program
Temporary Waiver: If none of the above apply but you wish to apply for a temporary waiver of school fees because of serious financial problems, please state the reason for the request. _____________________________________________________________________________________
Signature of Parent/Guardian (or legal/actual custodian):
Note: Your signature is required for the release of information regarding the student or the family's financial eligibility for the programs checked above.
Administrative Action: _____Approved _____Denied
By:
Date:
Completed fee waiver forms shall be filed annually and will remain on file in the school office for five years.
Please return this form to:
Linn-Mar Community School District
Business Office
3556 Winslow Road
Marion IA 52302
Reviewed: 7/13; 10/14; 11/17; 12/20
Revised: 10/23; 9/24
Related Policy: 505.3; 505.3-R
Students who have met the requirements for graduation will be allowed to participate in commencement exercises provided they abide by the commencement rules organized by the school district.
It is the responsibility of the building principal to solicit input from each graduating class regarding the proceedings for their commencement.
Failure of a student to participate in commencement will not be a reason for withholding the student’s final progress report or diploma certifying the student’s completion of high school.
Adopted: 6/70
Reviewed: 4/11; 4/12; 7/13; 10/14; 11/17; 12/20; 10/23
Revised: 8/02
Related Policy: 605.5; 605.31; 605.31-R; 605.31-E1-E2
Legal Reference (Code of Iowa): § 279.8; 280.3; 281 IAC 12.5
IASB Reference: 505.07
Generally, students may not be interviewed during the school day by persons other than parents and school district officials and employees.
Requests from law enforcement officers and from persons other than employees, school district officials, and parents to interview students are made through the principal’s office. Upon receiving a request, it is the responsibility of the principal to determine whether the request will be granted. Generally, prior to granting a request, the principal will attempt to contact the parents to inform them of the request and to ask them to be present.
If a child abuse investigator wishes to interview a student, the principal will defer to the investigator’s judgment as to whether the student should be interviewed independently from the student’s parents, whether the school is the most appropriate setting for the interview, and who will be present during the interview.
Students will not be taken from school without the consent of the principal and without proper warrant.
Adopted: 6/70
Reviewed: 4/11; 4/12; 9/12; 7/13; 10/14; 11/17; 12/20; 10/23
Revised: 9/09
Related Policy: 505.5-R
Legal Reference (Code of Iowa): §§ 232; 280.17; 281 IAC 102; 441 IAC 9.2, 155, 175
IASB Reference: 502.09
INTERVIEWING STUDENTS AT SCHOOL BY SCHOOL RESOURCE OFFICER
Certain police officers may be assigned by the local police department to serve as School Resource Officers. These officers will be present in the schools and will interact with the students, staff, parents, and other visitors to the school. School Resource Officers may interact with students and interview students regarding school-related issues without any prior permission or involvement of other school staff. If School Resource Officers wish to interview students regarding non-school related law enforcement concerns, they should follow the process listed below entitled Interviewing Students at School by Police.
INTERVIEWING STUDENTS AT SCHOOL BY POLICE
While the police have a legal right to interview students at school, students have a legal right to refuse to answer any questions if they so desire.
School officials cannot refuse to permit police officers to interview students at school. If the interview is held at school an effort will be made to contact the student’s parent/legal guardian and/or attorney. Prior to the interview the principal [or designee] will explain to the student that police officials would like to interview them and that they can lawfully refuse to answer questions from the police official. The school official will be present during the interview.
It is preferable to conduct the interview in the home of the student. If contact with the parent/legal guardian prior to the interview cannot be made and the interview must be held at school, the parent/legal guardian must, subsequently, be informed that an interview was held.
INTERVIEWING STUDENTS AT SCHOOL BY CHILD PROTECTIVE AGENCY
The Department of Human Services is empowered to investigate reports of suspected child abuse. Human Services may, in the course of their investigation, deem that it is necessary to talk to the child outside the home. If an authorized Human Services investigator requests to interview an alleged child abuse subject at school, district personnel should cooperate.
The following guidelines should be followed:
INTERVIEWING STUDENTS AT SCHOOL BY ATTORNEY
Attorneys have no legal right to interview students at school concerning any matter. Principals should refuse to permit these interviews unless written parental/legal guardian permission has been granted. No teacher should discuss privileged information relative to a student’s attendance, academic achievement, intellectual capabilities, or any other privileged or confidential information held by the school or contained in its records without a written request and consent to release such information from a parent/guardian having legal custody of the student.
INTERVIEWING STUDENTS AT SCHOOL BY ESTRANGED PARENTS
Caution should be observed in allowing interviews with students by parents with whom the child is not living. In some cases, courts remove parental rights. In these cases, the parent who retains guardianship must agree to the conference before it can be approved.
INTERVIEWING STUDENTS AT SCHOOL BY OTHER PERSONS
District procedures do not generally permit students to be interviewed by public officials, private detectives, merchants, or other persons without authorization of parents/legal guardians. Principals will use their own judgment in making exceptions to this general procedure.
Adopted: 7/13
Reviewed: 10/14; 11/17; 12/20; 10/23
Related Policy: 505.5
It is the policy of the Board of Directors in compliance with the Code of Iowa to provide for the greatest possible protection of victims of child and dependent adult abuse and to encourage immediate reporting of suspected cases directly to the Department of Human Services.
The administration will develop reporting procedures that comply with legal requirements and will instruct members of the professional staff of their obligations in regard to reporting child and dependent adult abuse.
All licensed school employees, teachers, coaches, school nurses, paraeducators, and all school employees 18 years of age or older are required to orally report any suspected cases of child and dependent adult abuse to the Department of Human Services within 24 hours of observation, followed up by a written report within 48 hours of the oral report. Reports must be made by all observers and not a third party.
Adopted: 7/79
Reviewed: 4/11; 4/12; 7/13; 10/14; 12/20
Revised: 8/02; 11/17; 10/23
Related Policy: 505.52-R
Legal Reference (Code of Iowa): §§ 232.67-77; 232A; 235A; 280.17; 441 IAC 9.2, 155, 175
IASB Reference: 402.02-03
The Code of Iowa requires all licensed school employees, teachers, coaches, school nurses, para-educators, and all school employees 18 years of age or older to report to the Department of Human Services all instances of suspected child and dependent adult abuse involving students. The law further specifies that all licensed school employee, teachers, coaches, school nurses, para-educators, and all school employees 18 years of age or older who knowingly or willfully fails to report a suspected case of child abuse is guilty of a simple misdemeanor and may also leave the employee open to civil liability for the damages caused by their failure to report. Iowa Code provides immunity from any liability, civil or criminal, to anyone participating in good faith in the making of a report or in judicial proceedings that may result from the report.
CHILD ABUSE DEFINED
Child abuse or abuse means harm occurring through:
Teachers in public schools are not considered persons responsible for the care of the child under these clauses. However, a teacher who abuses a child is subject to civil, criminal, and professional sanctions.
The failure on the part of a person responsible for the care of a child to provide for the adequate food, shelter, clothing, or other care necessary for the child’s health and welfare when financially able to do so or when offered financial or other reasonable means to do so. A parent/legal guardian legitimately practicing religious beliefs who does not provide specified medical treatment for a child for that reason alone will not be considered abusing the child; however, a court may still order that medical services be given to the child if the child’s health requires it.
REPORTING PROCEDURES
The Iowa Code establishes reporting and investigation procedures for alleged cases of child abuse. All licensed school employees, teachers, coaches, school nurses, para-educators, and all school employees 18 years of age or older are required to orally report within 24 hours to the Department of Human Services when the person reasonably believes a child has suffered from abuse. Within 48 hours of the oral report, a written report must be forwarded to the Department of Human Services.
Each report should contain as much of the following information as can be obtained within the time limit:
The law specifies that a report will be considered valid even if it does not contain all of the above information.
Board policy states that it is not the responsibility of school employees to prove that a child has been abused or neglected and that school employees should not take it upon themselves to investigate the case or contact the family of the child to ask questions or make any kind of judgment. The Department of Human Services has the responsibility to follow up on the report (Cedar Rapids Office: 319-892-6700).
Adopted: 7/79
Reviewed: 4/11; 4/12; 7/13; 10/14; 12/20
Revised: 8/02; 11/17; 10/23
Related Policy: 505.52
Legal Reference (Code of Iowa): §§ 232.67-77; 232A; 235A; 280.17; 441 IAC 9.2, 155, 175
IASB Reference: 402.02-.03
The board recognizes the importance of maintaining education records and preserving their confidentiality, as provided by law. Education records are kept confidential at collection, storage, disclosure, and destruction stages. The board secretary is the custodian of education records. Education records are maintained in the administrative offices of the student attendance centers.
DEFINITIONS
For the purposes of this policy, the defined words have the following meanings:
An education record may contain information on more than one student. Parents will have the right to access the information relating to their student or to be informed of the information. Eligible students will also have the right to access information relating to themselves or be informed of the information.
Parents, eligible students, and other individuals authorized in accordance with law will have the right to access the student’s education records during regular business hours of the school district upon request without unnecessary delay and in no instance more than 45 calendar days after the request is made. Parents, other than parents of an eligible student, may be denied access to a student’s education records if the school district has a court order stating such or when the district has been advised under the appropriate laws that the parents my not access the student’s education records. Parents, eligible students, or authorized representatives of the parents will have the right to access the student’s education records prior to an Individualized Education Program (IEP) meeting or hearing.
Copies of education records will be provided if failure to do so would effectively prevent the parents or student from exercising the right to access the education records. Fees for copies of the records are waived if it would prevent the parents or eligible student from accessing the records. A fee may not be charged to search or retrieve information from education records.
Upon the request of parents or eligible student, the school district will provide an explanation and interpretation of the education records and a list of the types and locations of education records collected, maintained, or used by the school district.
If the parents or eligible student believes the information in the education record is inaccurate, misleading, or violates the privacy of the student, the parents or eligible student may request that the school district amend the education records.
Education records may be disclosed in limited circumstances without written permission of the parent or eligible student. This disclosure is made on the condition that the education record will not be disclosed to a third party without the written permission of the parent or eligible student. This disclosure may be:
The administrative offices of the student attendance centers will keep a list of the individuals and their positions who are authorized to view a special education student’s education records without the permission of the parent or eligible student. Individuals not listed are not allowed access without parental or an eligible student’s written permission. This list must be current and available for public inspection and updated as changes occur.
The administrative offices of the student attendance centers will also keep a list of individuals, agencies, and organizations which have requested or obtained access to a student’s education records, the date access was given, and their legitimate educational interest or purpose for which they were authorized to view the records. The administrative offices of the student attendance centers do not need to keep a list of the parents, authorized educational employees, officers, and agencies of the school district who have accessed the student’s education records. This list for an education record may be accessed by the parents, the eligible student, and the custodian of the education records.
Permanent education records, including a student’s name, address, phone number, grades, attendance record, classes attended, grade level completed, and year completed will be maintained without time limitation. Permanent education records will be kept in a fire-safe vault or they may be maintained electronically with a secure backup file.
When personally identifiable information, other than permanent education records, is no longer needed to provide educational services to a special education student, the parents or eligible student will be notified. This notice is normally given after a student graduates or otherwise leaves the district. If the parents or eligible student requests that the personally identifiable information be destroyed, the school district will destroy the records, except for permanent records. Prior to the destruction of the records, the school district must inform the parents or eligible student the records may be needed for social security benefits or other purposes. For purposes of policy, “no longer needed to provide educational services” means that a record is no longer relevant to the provision of instruction, support, or related services and it is no longer needed for accountability and audit purposes. At a minimum, a record needed for accountability and audit purposes must be retained for five years after the activity for which funds were used.
The school district will cooperate with the juvenile justice system in sharing information contained in permanent student records regarding students who have become involved with the juvenile justice system. The school district will enter into an interagency agreement with the juvenile justice agencies involved.
The purpose of the agreement is to allow for the sharing of information prior to a student’s adjudication in order to promote and collaborate between the school district and the agencies to improve school safety, reduce alcohol and illegal drug use, reduce truancy, reduce in-school and out-of-school suspensions, and to support alternatives to in-school and out-of-school suspensions and expulsions which provide structured and well supervised educational programs supplemented by coordinated and appropriate services designed to correct behaviors that lead to truancy, suspension, and expulsions and to support students in successfully completing their education.
The school district may share any information with the agencies contained in a student’s permanent record, which is directly related to the juvenile justice system’s ability to effectively serve the student. Prior to adjudication, information contained in the permanent record may be disclosed by the school district to the parties without parental consent or court order. Information contained in a student’s permanent record may be disclosed by the school district to the agencies after adjudication only with parental consent or a court order. Information shared pursuant to the agreement is used solely for determining the programs and services appropriate to the needs of the student or student’s family or coordinating the delivery of programs and services to the student or student’s family.
Information shared under the agreement is not admissible in any court proceedings, which take place prior to a disposition hearing, unless written consent is obtained from a student’s parent/guardian or legal/actual custodian.
Confidential information shared between the school district and the agencies will remain confidential and will not be shared with any other person, unless otherwise provided by law. The school district may discontinue information sharing with an agency if the school district determines that the agency has violated the intent or letter of the agreement.
Agencies will contact the principal [or designee] of the attendance center where the student is currently or was enrolled. The principal [or designee] will then forward copies of the records within a reasonable time following receipt of the request.
The school district will provide training or instruction to employees about parents’ and eligible students’ rights under this policy. Employees will also be informed about the procedures for carrying out this policy. It is the responsibility of the superintendent to notify parents and eligible students annually that they have the right to:
The notice will be given in the native language of the parents or eligible student. Should the school district collect personal information from students for the purposes of marketing or selling that information, the school district will annually notify parents of such activity.
The notice will include a statement that the parents have the right to file a complaint alleging the school district failed to comply with this policy. Complaints are forwarded to: Family Policy Compliance Office, US Department of Education, 400 Maryland Avenue, Washington, DC. 20202-8520.
Adopted: 6/70
Reviewed: 4/11; 4/12; 7/13; 10/14; 12/20
Revised: 8/07; 8/17; 10/19; 10/23
Related Policy: 505.6-R; 505.6-E2-E7
Legal Reference (Code of Iowa): §§ 22; 279.9B; 280.24-25; 622.10; 281 IAC 12.3(4); 41
IASB Reference: 506.01
Mandatory Policy
Parents/legal guardians and eligible students have the right to access a student’s education records during regular business hours of the school district upon request without unnecessary delay and, in no instance, more than 45 calendar days after the request is made. The intent of this regulation is to establish procedures for granting requests from eligible students and parents/legal guardians to access a student’s education records.
EDUCATION RECORDS means those records that contain information directly related to a student and which are maintained by an education agency or by a party acting for the agency or institution. These may include but are not necessarily limited to dates of attendance; academic work completed; level of achievement (grades, standardized test scores); attendance data; scores on standardized intelligence, aptitude, and psychological tests; interest inventory results; health data; family background information; teacher or counselor ratings and observations; and verified reports of serious or recurrent behavior patterns.
ACCESS TO RECORDS
RELEASE OF INFORMATION OUTSIDE OF SCHOOL
Information from education records may be disclosed to outside parties as outlined in board policy and otherwise provided by law.
PROCEDURES FOR REQUESTING AN EDUCATION RECORD AMENDMENT
1. If the eligible student or parent/legal guardian believe the information in the student’s education records is inaccurate, misleading, or violates the privacy of the student the parents/legal guardians or eligible student may request the school district amend the education records.
2. The school district will decide whether to amend the student’s education record within a reasonable time after receipt of the request.
3. If the school district determines an amendment is made to the student’s education record, the school district will make the amendment and inform the parents/legal guardians or eligible student of the decision in writing.
4. If the school district determines the amendment of the student’s education record is not appropriate, the district will inform the parents/legal guardians or eligible student of their right to a hearing held before a hearing officer provided by the district. The hearing officer may be an employee of the district so long as the employee does not have a direct interest in the outcome of the hearing.
5. Upon parental/legal guardian request, the school district will hold a hearing regarding the content of a student’s education records which the parent/legal guardian believes to be inaccurate, misleading, or in violation of the privacy rights of students.
6. The hearing will be held within a reasonable time after receipt of the parent/legal guardian or eligible student’s request. The parents/legal guardians or eligible student will receive reasonable advance notice of date, time, and place of the hearing.
7. The parents/legal guardians or eligible student will be given a full and fair opportunity to present evidence relevant to the issues. The parents/legal guardians or eligible student may be represented by an individual of their choice and at their own expense.
8. The hearing officer will render a written decision within a reasonable period after the hearing. The decision will be based upon evidence presented at the hearing and must include a summary of the evidence and the reasons for the decision.
9. The parents/legal guardians may appeal the hearing officer’s decision in writing to the superintendent within 10 days if the superintendent does not have a direct interest in the outcome of the hearing.
10. The parents/legal guardians may appeal the superintendent’s decision or the hearing officer’s decision, if the superintendent was unable to hear the appeal, to the school board within 15 days. It is within the discretion of the board to hear the appeal.
11. If the parents/legal guardians and the eligible student’s request to amend the education record is further denied following the hearing, the parents/legal guardians or eligible student will be informed that they have the right to place an explanatory letter in the student’s education record commenting on the school district’s decision or setting forth the reasoning for disagreeing with the school district. Additions to the student’s education records will become a part of the education records and be maintained like other education records. If the school district discloses the student’s education records, the explanation by the parents/legal guardians or eligible student will also be disclosed.
Adopted: 6/90
Reviewed: 4/11; 4/12; 7/13; 12/20; 10/23
Revised: 10/14; 8/17; 10/19
Related Policy: 505.6; 505.6-E2-E7
Legal Reference (Code of Iowa): §§ 22; 279.9B; 280.24-25; 611.10; 281 IAC 12.3(4), 41
IASB Reference: 506.01-R(1)
CLICK HERE TO DOWNLOAD REQUEST FOR NON-PARENT FOR EXAMINATION OR COPIES OF EDUCATION RECORDS
The undersigned hereby requests permission to examine the Linn-Mar Community School District’s official education records of:
Legal Name of Student: _________________________________________________
Date of Birth: __________________________________________________________
The undersigned requests copies of the following official education records of the above student:
The undersigned certifies that they are: (check one)
_____An official of another school system in which the student intends to enroll.
_____An authorized representative of the Comptroller General of the United States.
_____An authorized representative of the Secretary of the US Department of Education or US Attorney General.
_____A state or local official to whom such is specifically allowed to be reported or disclosed.
_____A person connected with the student's application for, or receipt of, financial aid.
(Specify details: ______________________________________________________)
_____Otherwise authorized by law. (Specify details: _____________________________________________________)
The undersigned agrees that the information obtained will only be re-disclosed consistent with state or federal law without the written permission of the parents of the student or the student if the student is of majority age.
Signature: ______________________________________ Date: __________________________________
Title: ___________________________________________ Agency: _______________________________
Address: ________________________________________ Phone Number: _________________________
Approved:
Signature: ____________________________ Title: ______________________ Date: __________________
Adopted: 9/98
Reviewed: 7/13; 10/14; 12/20; 10/23
Revised: 8/97; 8/17
Related Policy (Code#): 505.6; 505.6-R; 505.6-E3-Ey
IASB Reference: 506.01-E(1)
CLICK HERE TO DOWNLOAD PARENTAL AUTHORIZATION FOR RELEASE OF EDUCATION RECORDS
The undersigned hereby authorizes the Linn-Mar Community School District to release copies of the following official education records:
_____________________________________________________________________________________
_____________________________________________________________________________________
concerning (Full legal name of student)___________________ (Date of birth) ____________________________
(Name of last school attended) ________________________ (Years of attendance/From/To) ________________
The reason for this request is: __________________________________________________________________________________
My relationship to the child is: ___________________________________________________________________________________
Copies of the records to be release are to be furnished to:
_____ The undersigned
_____ The student
_____ Other (Specify: _______________________________________________)
Signature: ___________________________________ Date: _________________
Address: ___________________________________________________________
City: ____________________________ State: _________ Zip: ________________
Phone Number: ______________________________________________________
Adopted: 9/98
Reviewed: 7/13; 10/14; 12/20; 10/23
Revised: 8/17
Related Policy: 505.6; 505.6-R; 505.6-E2; 505.6-E4-E7
IASB Reference: 506.01-E(2)
CLICK HERE TO DOWNLOAD REQUEST FOR HEARING ON CORRECTION OF EDUCATION RECORDS
To: (Name of Student Attendance Center) _____________________________________
Address (Of Student Attendance Center) _____________________________________
As the ____________________________________(Relationship to Student) of ____________________________(Student Name)
I believe the district’s official education records are inaccurate, misleading, or in violation of
privacy or other rights of this student.
The official education records which I believe are inaccurate, misleading, or in violation of the privacy or other rights of this student are: (Please be specific): _____________________________________________________________________________________
The reason I believe such records are inaccurate, misleading, or in violation of the privacy or other rights of this student is: (Please share your reasons, be specific as possible):______________________________________________________________________________
I understand that I will be notified of the date, time, and place of the hearing; that I will be notified in writing of the district’s decision; and that I have the right to appeal the decision by notifying the superintendent in writing within 10 days after my receipt of the decision. I further understand that if the request to amend the student’s education record is denied, that I have the right to place an explanatory letter in the student’s education record stating I disagree with the district’s decision and why.
Signature: _____________________________________ Date: ____________________________________
Address: ________________________________________ City: ________________________ State:______
Zip: ___________ Phone Number: ___________________________________
Adopted: 9/98
Reviewed: 7/13; 10/14; 12/20; 10/23
Revised: 8/07; 8/17; 10/19
Related Policy: 505.6; 505.6-R; 505.6-E2-E3; 505.6-E5-E7
IASB Reference: 506.01-E(3)
CLICK HERE TO DOWNLOAD PARENTAL REQUEST FOR EXAMINATION OF EDUCATION RECORDS
To: (Name of Student Attendance Center)_______________________________________
Address (Of Student Attendance Center) _______________________________________
As ________________________________________ (Relationship to Student) of ______________________________(Name of Student)
who was born on ________________________________________ and is currently in grade _________________________________.
I request to examine the following official education records:
_____________________________________________________________________________________
_____________________________________________________________________________________
Please check one of the following:
_____ I do
_____I do not
desire a copy of such records and I understand that a reasonable charge will be made for copies, if requested.
Signature: ________________________________ Date: ____________________________
Address: ___________________________ City: ____________________ State: ________ Zip: __________
Phone Number: _________________________________
Approved By:
Signature: _______________________________ Title: ________________________ Date: _________
Adopted: 9/98
Reviewed: 7/13; 10/14; 12/20; 10/23
Revised: 8/07; 8/17; 10/19
Related Policy: 505.6; 505.6-R; 505.6-E2-E4; 505.6-E6-E7
IASB Reference: 506.01-E(4)
CLICK HERE TO DOWNLOAD NOTIFICATION OF TRANSFER OF EDUCATION RECORDS
To: (Parent/Legal Guardian) ______________________________________ Date: _____________________
Address: ______________________________ City: ____________________ State: ________ Zip: ______
Please be notified that copies of the Linn-Mar Community School District's official education records concerning
(Full legal name of student) ________________________________ have been transferred to:
School District Name: _________________________________________________________
Address: ___________________________________________________________________
Upon the written statement that the student intends to enroll in said school system.
If you desire a copy of such records furnished, please check here _____ and return this form to the undersigned. A reasonable charge will be made for the copies.
If you believe such records transferred are inaccurate, misleading, or otherwise in violation of the privacy or other rights of the student, you have the right to a hearing to challenge the contents of such records.
Name of School District Official: _____________________________________________
Title: __________________________________________________________________
Adopted: 9/98
Reviewed: 7/13; 10/14; 12/20; 10/23
Revised: 8/17
Related Policy: 505.6; 505.6-R; 505.6-E2-E5; 505.6-E7
IASB Reference: 506.01-E(5)
CLICK HERE TO DOWNLOAD LETTER TO PARENT REGARDING RECEIPT OF SUBPOENA OR COURT ORDER
Date: ______________________________________
Dear (Parent/Legal Guardian Name) __________________________,
This letter is to notify you that the Linn-Mar Community School District has received a (Subpoena or Court Order) _________________
requesting copies of your student's education records.
The specific records requested are: ______________________________________________________________________________
The school district has until (date on subpoena/court order) ____________________ to deliver the documents to (Requesting party)
_____________________________. If you have questions, please do not hesitate to contact me at:
Email: _______________________________________________ Phone Number: _____________________
Sincerely,
Name of School Official: ________________________________________ Title: ___________________
Adopted: 8/17
Reviewed: 10/19; 12/20; 10/23
Related Policy: 505.6; 505.6-R; 505.6-E2-E6
IASB Reference: 506.01-E(6)
Directory information is information contained in the education records of a student that would not generally be considered harmful or an invasion of privacy if disclosed. The district may disclose directory information to third parties without consent if it has given public notice of the types of information which it has designated as directory information, the parents’ or eligible students’ rights to restrict the disclosure of such information, and the period of time within which a parent or eligible student has to notify the school in writing that they do not want any or all of those types of information designated as directory information.
The district has designated the following as directory information:
Student is defined as an enrolled individual, PK-12, including students in district sponsored childcare programs.
Prior to developing a student directory or giving general information to the public, parents (including parents of students open enrolled out of the district and parents of students home schooled in the district) will be given notice annually of the intent to develop a directory or to give out general information and have the opportunity to deny the inclusion of their student's information in the directory or in the general information distributed about the students.
It is the responsibility of the superintendent to provide notice and to determine the method of notice that will inform parents.
Adopted: 8/89
Reviewed: 4/11; 4/12; 7/13; 10/14; 12/20; 10/23
Revised: 8/07; 8/17; 1/21
Related Policy: 505.62-R; 505.62-E; 505.63
Legal Reference (Code of Iowa): § 22; 622.10; 281 IAC 12.3(4); 41
IASB Reference: 506.02
Mandatory Policy
The Family Educational Rights and Privacy Act (FERPA), a federal law, requires that the Linn-Mar Community School District, with certain exceptions, obtain written consent prior to the disclosure of personally identifiable information from students’ education records. However, the school district may disclose appropriately designated directory information without written consent, unless parents have advised the district to the contrary according to board policy. The primary purpose of directory information is to allow the Linn-Mar Community School District to include this type of information from student education records in certain school publications. Examples include:
Directory information, which is information that is generally not considered harmful or an invasion of privacy if released, can also be disclosed to outside organizations without a parent’s prior written consent. Outside organizations include, but are not limited to, companies that manufacture class rings or publish yearbooks. In addition, two federal laws require local educational agencies (LEAs) receiving assistance under the Elementary and Secondary Education Act of 1965 (ESEA) to provide military recruiters, upon request, with the following information: names, addresses, and phone numbers; unless parents have advised the LEA that they do not want their student’s information disclosed without their prior written consent.
If parents do not want the school district to disclose directory information from their student’s education records without prior written consent, they must notify the district in writing on an annual basis.
The student handbook or similar publication given to each student which contains general information about the school will contain the following statement which will be published at least annually in a prominent place or in a newspaper of general circulation in the school district:
The following information may be released to the public in regard to any individual student of the district, as needed. Any eligible student over the age of 18 or parent/legal guardian not wanting this information released to the public must make an objection in writing to the building principal annually.
Adopted: 9/98
Reviewed: 4/11; 4/12; 7/13; 10/14; 12/20; 10/23
Revised: 8/07; 8/17; 1/21
Related Policy: 505.62; 505.62-E; 505.63
IASB Reference: 506.02-R(1)
CLICK HERE TO DOWNLOAD THE PARENTAL AUTHORIATION FOR WITHHOLDING STUDENT DIRECTORY INFORMATION
The Linn-Mar Community School District has adopted a policy designed to assure parents and students the full implementation, protection, and enjoyment of their rights under the Family Educational Rights and Privacy Act of 1974 (FERPA). A copy of the school district’s policy is available for review in the administrative offices of all of our schools and on the district’s policy website [Refer to policies 505.62 and 505.62-R].
This law requires the school district to designate as directory information any personally identifiable information taken from a student’s educational records prior to making such information available to the public.
The school district has designated the following information as directory information: student’s name, address, phone number; photograph; grade level; dates of attendance; participation in officially recognized activities and sports; weight and height of members of athletic teams; degrees, honors, and awards received; and the most recent educational agency or institution attended.
Parents have the right to refuse the designation of any or all of the categories of personally identifiable information as directory information with respect to their student provided they notify the school district in writing on an annual basis. If a parent desires to make such a refusal, they should complete and return the form included at the bottom of this notice.
If parents have no objection to the use of student information, they do not need to take any action.
-----------------------------Return the form below to your student's attendance center main office--------------------
Parental Directions to Withhold Student Directory Information for Education Purposes
For the school year of: _________________________________________
Student's Name: _________________________________ Date of Birth: __________________
School: ________________________________________ Grade: _______________________
Please withhold the following directory information on my student (Check all that apply):
____ Name
_____ Address
____ Phone Number
____ Photograph
____ Grade Level
____ Dates of Attendance
____ Participation in officially recognized activities and sports
____ Weight and height of members of athletic teams
____ Degrees, honors, and awards received
____ The most recent educational agency or institution attended
Signature of Parent/Legal Guardian: ______________________________ Date: ____________
Adopted: 9/98
Reviewed: 7/13; 10/14; 12/20; 10/23
Revised: 8/17; 1/21
Related Policy: 505.62; 505.62-R; 505.63
IASB Reference: 506.02-EH(1)
The Family Educational Rights and Privacy Act (FERPA) affords parents and students over 18 years of age (eligible students) certain rights with respect to the student’s education records. They are:
1. The right to inspect and review the student's education records within 45 days of the day the district receives a request for access.
Parents or eligible students should submit to the school principal (or appropriate school official) a written request that identifies the records they wish to inspect. The principal (or appropriate 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.
2. The right to request the amendment of the student's education records that the parent or eligible student believes are inaccurate, misleading, or in violation of the student's privacy rights under FERPA.
Parents or eligible students who wish to ask the school district to amend a record should write the school principal (or appropriate school official) clearly identifying the part of the education record they want changed and specifying why it should be changed.
If the district decides not to amend the education record as requested by the parent or the eligible student, the district will notify the parent or eligible student of the decision and advise them 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.
3. The right to consent to disclosures of personally identifiable information contained in 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. A school official is a person employed by the 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 may also include a volunteer or contractor outside of the school who 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 personally identifiable information from education records such as an attorney, auditor, medical consultant, or therapist; a parent or student serving on an official committee, such as a disciplinary or grievance committee or student assistance team, or assisting another school official in performing their tasks.
A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill their professional responsibility.
Upon request, the district may disclose education records without consent to officials of another 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. Note: FERPA requires a school district to make a reasonable attempt to notify the parent/legal guardian or eligible student of the records request unless it states in its annual notification that it intends to forward records on request.
4. The right to file a complaint with the US Department of Education concerning alleged failures by the district to comply with the requirements of FERPA. The name and address of the office that administers FERPA is, Family Policy Compliance Office, US Department of Education, 400 Maryland Avenue SW, Washington DC 20202-4605.
Adopted: 8/07
Reviewed: 4/11; 4/12; 7/13; 10/14; 12/20
Revised: 8/17; 10/23
Related Policy: 505.6; 505.6-R; 505.6-E2-E7
IASB Reference: 506.01-E(8)
Parent and family engagement are important components in a student’s success in school. The school board encourages parents and families to become involved in their student’s education to ensure their academic success. In order to facilitate parent and family involvement, it is the goal of the district to conduct outreach and implement programs, activities, and procedures to further involve parents and families with the academic success of their students.
The board will:
The district will involve parents in determining how to allocate reserved Title I funds in accordance with applicable laws.
The school board will review this policy annually. The superintendent [or designee] is responsible for notifying parents and families of this policy annually, or within a reasonable time after it has been amended during the school year. The superintendent [or designee] may develop an administrative process or procedures to implement this policy.
Adopted: 12/16
Reviewed: 11/17; 12/20
Revised: 10/19; 10/23
Related Policy: 505.7-R; 505.8
Legal Reference (Code of Iowa): 20 USC § 6318
IASB Reference: 505.08; 505.08-R(1)
Mandatory Policy
To further the interests of student achievement, the superintendent [or designee] will create necessary rules to engage parents and family members within the district in the following ways on a building-level basis:
Adopted: 10/19
Reviewed: 12/20; 10/23
Related Policy: 505.7; 505.8
Legal Reference (Code of Iowa): 20 USC § 6318
IASB Reference: 505.08; 505.08-R(1)
Disagreements between family members are not the responsibility of the school district. The district will not take the side of one family member over another in a disagreement about custody or parental rights.
Court orders that have been issued will be followed by the school district. It is the responsibility of the person requesting an action by the school district to inform and provide the district with the court order allowing such action.
It is the responsibility of the superintendent [or designee] to ensure employees remain neutral in a disagreement about custody and parental rights.
Adopted: 9/98
Reviewed: 4/11; 4/12; 7/13; 10/14; 11/17; 12/20; 10/23
Revised: 8/07
Related Policy: 505.6; 505.7; 505.7-R
Legal Reference (Code of Iowa): §§ 232.67, .70, .73, .75; 235A; 279.8; 710.6; 441 IAC 9.2; 155; 175
IASB Reference: 507.07
Student library circulation records are designed to be used internally to assist in the orderly administration of the school district libraries and media centers. As a general rule, student library circulation records are considered confidential records and will not be released without parental consent.
Individuals who may access such records include a student’s parents, the student, authorized licensed employees, authorized government officials from the US Comptroller General, the Secretary of Education, the Commissioner and Director of the National Institute of Education, and the Assistant Secretary for Education and State Education Department. Appropriate authorities in a health or safety emergency may access the student’s library circulation records without the approval or the notification of the student’s parents. Parents may not access records without the student’s permission of a student who has reached the age of majority or who is attending a post-secondary educational institution unless the student is considered a dependent for tax purposes.
It is the school media specialist’s responsibility, as the person maintaining the student library circulation records, to approve requests for access to student library circulation records. A student’s library circulation records may be accessed during the regular business hours of the school district. If copies of documents are requested, a fee for such copying shall be charged.
It is the responsibility of the superintendent, in conjunction with school media specialists, to develop administrative regulations regarding this policy.
Adopted: 9/98
Reviewed: 4/11; 4/12; 7/13; 10/14; 11/17; 12/20; 10/23
Related Policy: 505.6
Legal Reference (Code of Iowa): §§ 22; 281 IAC 12.3(4)
IASB Reference: 506.04
The board will permit student portrait photographs to be taken on school premises by a commercial photographer as a service to the students and their families.
Parents will be notified prior to the taking of student portrait photographs by a commercial photographer. In no case will students be required to purchase pictures.
Students or commercial photographers may take pictures of students upon consent for such things as yearbooks or student newspapers.
It is the responsibility of the superintendent [or designee], in conjunction with building principals, to develop administrative rules regarding student photographs.
Adopted: 9/98
Reviewed: 4/12; 7/13; 10/14; 11/17; 12/20; 10/23
Revised: 8/07
Legal Reference (Code of Iowa): § 279.8
IASB Reference: 506.03