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FERPA and Student Records

Family Educational Rights and Privacy Act (FERPA)

Under the Family Educational Rights and Privacy Act, parents and students 18 years of age or older ("eligible students") have the right to:

  • Inspect and review the student's education records within 45 days of the day the District receives a requests for access. Parents or eligible students should submit to the school principal (or designee) a written request that identifies the record(s) they wish to inspect. The principal (or designee) will make arrangements for access and notify the parent or eligible student of the time and place where the records may be inspected.

  • Request the amendment of student's education records that are believed to be inaccurate, misleading, or violate a student's privacy. Such requests must be submitted in writing to the school principal (or designee), identify the part of the record to be changed, and specify why the record is inaccurate, misleading, or in violation of the student's privacy rights. If the District decides not to amend the record as requested by the parent or 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.

  • Consent to disclosures of personally identifiable information contained in the student's educational records, except to the extent that FERPA authorizes disclosure without consent (including, but not limited to emergency, subpoena/judicial order, authorized state or federal education authorities, financial aid, etc.). Disclosure without consent is authorized when such disclosure is made to school official with legitimate educational interests. A school official is a person employed by the District (including health or security personnel); a person serving on the school board or a person or company with whom the District has contracted to perform a special task. A school official has legitimate educational interest if the official needs to review an educational record in order to fulfill his or her professional responsibility. Upon request, the District shall disclose education records without consent to officials of another school, school district, or institution of postsecondary education in which ca student seeks or intends to enroll including a student's disciplinary records with respect to suspension and expulsion.

Directory Information
The District has designated the following information in a student's education record as "directory information," and will disclose that information without prior written consent, except when the request is for a profit-making plan or activity: a student's name; names of the student's parents; address; date of birth; class designation; building to which the student is assigned; extra-curricular participation; achievement, awards, or honors; weight and height if a member of an athletic team; and a photograph. Parents have the right to submit a written request to the superintendent, within two weeks after the first day the student is enrolled in a school year, directing the District not to release directory information concerning their child. The written requests should be directed to Dr. Bill Wise, Superintendent, Southwestern City School District, 3805 Marlane Drive, Grove City, Ohio 43123.

Please note: Opting out of release of directory information will remove your student's photo, potential photo, and name from appearing in any band/music/athletic program, in school newsletters, on district websites/social media for celebrations of their academic achievement.

If you have concerns or questions in regard to the District's compliance with the requirements of FERPA contact:
Amber Hufford
Student Service Coordinator
[email protected]