Wetzel County Schools

Notice to Parents and Eligible Students

of Their Rights Concerning Educational Records

 

As provided by Procedures for the Collection, Maintenance and Disclosure of Student Data, adopted by the West Virginia Board of Education, parents and eligible students* have the following rights with regard to the education records collected, maintained, or disclosed by Wetzel County Schools. These rights are:

Inspect and review the educational records of your child. Upon the request of a parent or eligible student, you will be provided an opportunity to examine education records within 45 days of said request.

A response in regards to a reasonable request for an explanation and interpretation of educational records.

Request, in writing, an amendment to the information contained in the education records you believe to be inaccurate or misleading or which violates the privacy rights of the student.

Know the types and locations of education records maintained or used by Wetzel County Schools by calling the Board Office at 304/455-2441. The local building principals are responsible for the records of the students enrolled in their building.

Wetzel County Schools will maintain the following records as directory information. This information may be released at the discretion of the school without parental or student permission. Student name, student address, telephone listing, email address, photograph, date and place of birth, major fields of study, participation in sports and activities, height and weights of athletic teams, dates of attendance, grade level, degrees or awards received, the most recent previous educational agency or institution attended by the student, and other similar information.

 

Directory information of high school students shall be made available to military recruiters, and any person or group which makes students aware of educational, occupational, and career opportunities available in the armed services. Military recruiters shall have the same access to high school students as is provided generally to post-secondary educational institutions or to perspective employers of those students. Directory information of students may also be released to businesses who provide student-based products and services, such as computer equipment, sports clothing, school jewelry and entertainment products.

 

Refuse to permit the disclosure of any or all categories of personally identifiable information known as Directory Information. You must

submit a signed written statement to your child's school within ten (10) days of this notification that such information is not to be designated as Directory Information with respect to the student. If no written notification is received by the school then agreement for your child to be included in the directory information will be assumed.

Know that records other than those considered Directory Information will not be released to other agencies or persons except with the written permission of the parents or eligible students. The following exceptions permit that records may be released to:

 

1) other school officials, including teachers, within Wetzel County Schools who have been determined to have a legitimate education interest;
2) officials of another school or school system, or institution of post-secondary education in which a student seeks or intends to enroll at the request of the receiving school, includes current or previous disciplinary actions;
3) authorized state and federal personnel and independent organizations (see manual for detailed listing);
4) institutions in connection with financial aid for which a student has applied or which a student has received (see manual for detailed requirements);
5) authorities to comply with a judicial order or lawfully issued subpoena (school must make a reasonable effort to notify parents and eligible student of the order before releasing records, unless it is ordered that the existence of the contents of the subpoena or the information furnished not be disclosed);
6) authorities with whom the school system initiates legal action against a parent or student when relevant to the action of the court;
7) appropriate parties in health and safety emergencies;
8) those authorized by a signed waiver form authorizing the general release of information to specified parties; or
9) the Juvenile Justice System as allowed by state statute prior to adjudication in order to effectively serve the student (see manual for detailed requirements).

 

Know that a record is maintained of disclosures of personally identifiable information from the education records of a student, and you as a parent or eligible student, may inspect that record.

 

Know that, if requested, a copy of the records sent will be made available to parents or eligible students at a cost of $.25 per page.
A hearing to challenge the content of a student's education record believed to be inaccurate, misleading or in other violation of the privacy or other rights of the student.
Know that generally all records maintained by the school are destroyed after graduation with the following exceptions: academic records, test scores, attendance records, immunization records and directory information.

 

Know that the educational records may be destroyed subject to the following exceptions:

1. If there is an outstanding request to inspect or review the records.
2. Disabled student records shall not be destroyed without parent consent.
3. Written explanations provided by parents/eligible students shall not be destroyed unless the document explains it is also destroyed.

Know that the school system may presume that either parent or eligible student has authority to inspect and review the education records of the student and/or waive any of the rights under these procedures unless the school system has been provided with evidence that there is a legally binding instrument or court order governing such matters as divorce, separation, or custody which specifically revokes these rights. However, the waiver must be in writing and signed by the parent or eligible student.

 

Translation or interpretation of the records and policies if the primary language of your home is other than English.

Review the complete school system policy regarding the collection, maintenance and disclosure of student data. A copy is available for review at the Wetzel County Board of Education office located at 333 Foundry Street, New Martinsville, WV 26155.

 

Know that each parent/guardian has the right to participate as a member of a parent advisory committee or any other organization comprised of parents of children at the school that the child attends. Each parent/guardian also has a right to arrange appointments for parent-teacher conferences absent a court order to the contrary. Neither parent can be compelled against their will to exercise this right by attending conferences jointly with the other parent.

File a complaint with the U.S. Department of Education concerning alleged failure of the educational agency to comply with the requirements of this policy.
We are requesting your child's social security number if it is not already on file at the appropriate school. This must be done annually for all students enrolled in Wetzel County Schools. If the social security number is not provided within ten (10) days of this notification, the student will be assigned an alternative nine-digit number as designated by the WV State Board of Education.

*An eligible student is one who is 18 years of age or is attending an institution of post-secondary education.