McDowell County Schools
Parent Rights to Inspect and Review Records
Procedures
McDowell County Schools, in accordance with FEPRA and Policy 4350 guidelines, provides annual notification of parents’ rights to inspect and review their own child’s education records.
- Parents wishing to inspect their child’s education record will need to submit a written request (Form A) to their child’s school principal using a request form available at schools or online. Forms and procedures for viewing records may be found at the following URL:
- Upon receipt of a written request, school officials will verify the parent identification and their rights to their child’s educational records.
- After the verification, the school should notify parents of the time and place to inspect records (Form B). If the parent is unable to review records in person due to circumstances making it impossible, the school may provide copies of the records to the parents via certified mail.
- The school will comply with the request to review of records as soon as practicable or within 45 days of receipt of the request.
- Parents may also request in writing that a school correct or amend records believed to be inaccurate, misleading, or in violation of student’s rights (Form C). If the school decides the request is valid, the record will be amended as soon as possible and parent notified of the changes in writing. If the school decides not to amend the records, the parent will be notified of the decision and their rights to a hearing to challenge the information believed to be inaccurate, misleading, or in violation of student’s rights (Form D).
- The school will notify the parent about the date and time of the requested hearing during which the parent will be able to provide documentation to support the request to amend the records. If the decision is that the challenged information is inaccurate, misleading, or in violation of the student’s rights, the record must be appropriately amended (Form E).
- The school or district must notify the parent, in writing, that the record has been amended. If the school decides not to amend the records, the parent has the right to place the statement with the record commenting on the contested information.
Form A
McDowell County Schools
Parent Request to Review an Education Record
Date: ______
To: ______
From: ______
Under the provisions of the Family Educational Rights and Privacy Act (FERPA) and WVBE Policy 4350 Procedures for the Collection, Maintenance, and Disclosure of Student Data, I wish to inspect the following education record:
______
Student Name: ______
School: ______
Requester’s relationship to student: ______
I do ___/do not ___ desire a copy of such records. I understand that a reasonable fee can be charged for the copies.
Signature: ______
For Official Use Only:
Date Received: ______
Date Request Verified: ______Verified by: ______
Approved: ______Denied: _____ Reason(s) for Denial: ______
Signature of Official Approving/Denying Request: ______
Date: ______Date Notification Sent: ______
Form B
McDowell County Schools
Notification to Review an Education Record
Date: ______
To: ______
From: ______
Your request for review of your/your child’s record was received on ______. The request was approved.
The record will be available at the following office for review on ______at ______.
As you requested, copies of the record will be mailed to you upon receipt of the copying fee: ______. Please, forward your check, made payable to McDowell County Schools, to 30 Central Avenue, Welch, WV 24801.
Please, contact ______at ______should you have any questions regarding this notice.
Signature of Designated Official: ______
For Use on Date of Review:
I have reviewed and/or have been informed of the contents of the requested education record on ______and I am satisfied with its accuracy and completeness.
I have reviewed and/or have been informed of the contents of the requested education record on ______. I am aware that I have the right to request an amendment of all or part of the record if I am not satisfied with its accuracy and completeness. I also have received a request form for this purpose.
Signature of Parent(s): ______
Signature of Staff Managing the Review: ______
For Use in Copying/Mailing of Record:
Date Fee Received: ______Amount Received: ______
Check No: ______Staff Initials: ______
Date Copies Mailed: ______Staff Initials: ______
Form C
McDowell County Schools
Request to Amend and Education Record
To: ______
From: ______
I have reviewed my child’s education record and believe it contains information that is inaccurate, misleading, or in violation of my child’s rights. Please, amend the record as follows:
Current Record: To Be Changed to:
______
______
______
Documents (if applicable) to support the reasons for change: ______
Signature: ______
Address: ______
For Official Use Only:
Date of Hearing Scheduled: ______
Location: ______
Date of Notification Sent: ______
Signature of Official Approving/Denying Request: ______
Form D
McDowell County Schools
Notification for Approval/Denial of Request for Amendment
Date: ______
From: ______
To: ______
Your request for amendment of the education record of your child, ______, was received and reviewed.
The request was approved and necessary changes were made to the specified record as requested.
The request was denied because ______
However, you are entitled to a hearing concerning your request to contest the results of the amendment request. If you decide to request a hearing, please notify the following office within 10 days from receipt of this notification.
Name: ______
Address/Phone Number: ______
Signature: ______
Form E
McDowell County Schools
Notification for a Hearing of Request for Amendment
To: ______
From: ______
Date: ______
We have received your request to schedule a hearing for the purpose of challenging the contents of the education records of your child, ______. A hearing is hereby scheduled as follows:
The hearing is scheduled at ______on ______.
If you cannot be present on the above date, please contact my office as soon as possible to establish a mutually convenient date.
The hearing is rescheduled at ______on ______.
You will have a full and fair opportunity to present evidence relevant to the issues you have raised regarding your child’s education records. You may be assisted or represented by individuals of your choice, including an attorney. The decision will be based exclusively on the evidence presented at the meeting.
Please, do not hesitate to contact me if you have any questions.
Signature: ______