Student Policies and Records

Special Education

The Cleveland City Schools are the process of locating all students 3 through age 21 who may be in need of special education and related services. Anyone who knows of a person who might be eligible for these services is asked to contact Ione B. Carter at the administrative office building of Cleveland City Schools, 4300 Mouse Creek Road, or to call at 472-9571.

Directory Information

Statistical information not identified with a particular student may be released to any person, agency or the public

“Directory Information” relating to a student includes the following:

Name, address, telephone listing, date and place of birth, major field of study, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, degrees and awards received and the most recent or previous educational agency or institution attended by the student.

Parent(s) or eligible students have two weeks to advise the school system in writing (a letter to the superintendent’s office) of any or all of the items they refuse to permit the school system to designate as directory information about that student.  At the end of the two-week period, each student’s records will be appropriately marked by the records custodian to indicate the items the school system will designate as directory information about that student. This designation will remain in effect until it is modified by the written direction of the student’s parent(s) or the eligible student.

Student directory information for 11th and 12th graders will be made available upon request to persons or groups which make students aware of occupational and educational options, including official recruiting representatives of the military forces of the State and the United States.

The student becomes an “eligible student” when he/she reaches age 18 or enrolls in a post-secondary school at which time all of the above rights become the student’s rights.

Special Education Department Maintains Records

Cleveland City Schools Special Education Department maintains records on all eligible students with disabilities. Records are located in the Psychologists’ Office at Cleveland City School’s Staff Training and Resource Center and in the school where the child attends.

The school system is required by law to keep each child’s educational records private and confidential. Only the parent and other authorized persons such as teachers, specialists from the school who work with the student and state and federal representatives have access to the records for the purpose of monitoring the student’s program. No other person may view the child’s records unless the parent gives written permission. School systems are also required to keep a list of anyone who reviews the child’s records, the reason for the review and the date of the review. Parents of a child with disabilities have certain rights regarding their child’s records, and may request the school system to amend contents if they disagree.

Student Records

Notification of Rights Under FERPA

For Elementary and Secondary Institutions.

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 record(s) they wish to inspect. The principal 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 or misleading.

Parents or eligible students may ask the Cleveland City School District to amend a record that they believe is inaccurate or misleading. They should write the school principal, clearly identifying the part of the record they want changed, and specify why it is misleading.

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, 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 personnel 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); a person serving on the School Board; a person or company with whom the District has contracted to perform a special task (such as an attorney, auditor, medical consultant or therapist) or a parent or student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks.

A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.

Upon request, the District discloses records without consent to officials of another school district in which a student seeks or intends to enroll.

(4) The right to file a complaint with the U.S. 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
U.S. Department of Education
600 Independence Avenue, SW
Washington, DC 20202-4605