FILE:  JR

 

STUDENT INFORMATION PRIVACY

 

 

In order to provide the highest degree of service possible to students of Vermilion Parish, the Vermilion Parish School Board (“Board”) shares information with various entities and organizations who perform a wide array of services intended to enhance the educational experience of our students.  The collection and maintenance of a student’s personally identifiable information requires special care to ensure the privacy rights of students and compliance with legal requirements governing these records, including the Family Educational Rights and Privacy Act (FERPA) (20 USC 1232 g) (34 CFR 99.1-99.67) and La. Rev. Stat. Ann. §17:3914.  The Vermilion Parish School Board will maintain student records and personally identifiable information as confidential and will use reasonable commercially available steps to maintain as such.  Vermilion Parish School Board will follow all local, state, and federal data security laws and policies and will only release data that is required to support educational programs.

 

DEFINITIONS

 

The following terms and definitions apply when discussing student records.

 

 

  1. Any information that can be used to distinguish or trace an individual's identity such as full name, social security number, date and place of birth, mother's maiden name, or biometric records.

  1. Any other information that is linked or linkable to an individual such as medical, educational, financial, and employment information.

  1. Two or more pieces of information that separately or when linked together can be used to reasonably ascertain the identity of the person.

 

 

  1. A person employed by the School Board in an administrative, supervisory, academic or research, or support staff position, including health or medical staff;

  2. A person elected to the School Board; and/or

  3. A person employed by or under contract with the School Board to perform a special task for the School Board.

 

ACCESS TO STUDENT INFORMATION BY STUDENT AND PARENTS

 

Parents and guardians have the right to inspect and review any school records dealing with their children.  Students eighteen (18) years of age or older have the sole right to inspect and review their respective student records. 

 

According to the Federal Family Educational Rights and Privacy Act (FERPA) and state law, parents and eligible students have the right to:

 

 

Other Federal Statutes Allowing Access to Educational Records are:

 

  1. 20 USC 6301 (No Child Left Behind);

  2. 20 USC 1232 h (34 CFR 98) (Protection of Pupil’s Rights Act)

 

Copies of these Federal statutes, their implementation regulations, and other information concerning parent and student rights under these laws can be obtained from the Vermilion Parish School Board by written request to Vermilion Parish School Board, Legal Department, 220 S. Jefferson St, Abbeville, LA 70510; phone (337) 893-3973.

 

In addition to the parent and student’s right to review and inspect student records, the School Board shall maintain a grievance process for parent/student to object and/or alter the contents contained therein. For the internal procedures concerning review, objections and hearing rights to the contents of student records, contact the Legal Department of the Vermilion Parish School Board, 220 S. Jefferson St, Abbeville, LA 70510; phone (337) 893-3973.

 

PERMITTED DISCLOSURES WITHOUT CONSENT

 

  1. Applicable State and/or Federal Law

    The School Board allows access, including disclosure, of certain student personally identifiable information without consent under the following circumstances:

 

 

 

 

  1. School Officials

    A school official has a legitimate educational interest to access student records if the official is:

 

 

PERMISSIBLE DISCLOSURE OF STUDENT INFORMATION UNLESS OBJECTED TO BY PARENT/STUDENT

 

  1. Educational Purposes

    Unless directed otherwise by a student’s parent, legal guardian, or eligible student, the Vermilion Parish School Board approves a person employed in a school or person authorized by the Superintendent to disclose certain student personally identifiable information for valid educational purposes, in accordance with FERPA and La. Rev. Stat. Ann. §17:3914 for the following reasons:

 

 

 

 

 

 

  1. Department of Education

    La. Rev. Stat. Ann. §17:3914 provides limitations on the access to student personally identifiable information by the Louisiana Department of Education.  

 

 

  1. Post-Secondary Education

    Upon obtaining the written consent from a parent, eligible student, or legal guardian of a student, the School Board shall collect the following information from each student in grades eight (8) through twelve (12):

 

  1. Full name.

  2. Date of birth.

  3. Social security number.

  4. Student cumulative transcript data.

 

The consent authorizes the School Board to provide such information to the Louisiana Office of Student Financial Assistance (LOSFA), any Louisiana postsecondary education institution, and the Louisiana Board of Regents.  This information is released for TOPS eligibility and processing of applications for admissions and state and federal aid.  The failure to provide written consent for collection and disclosure of a student’s information will result in delays or may prevent the successful application for admission to post-secondary institution and for state and federal student financial aid.  Once obtained such written consent shall continue year to year until withdrawn by the parent of legal guardian.

 

PROHIBITED COLLECTION OF STUDENT INFORMATION WITHOUT PARENTAL/ STUDENT PERMISSION

 

Unless voluntarily disclosed by a student’s parent or legal guardian, no employee of the school system shall require disclosure to the school system by the student, parent or legal guardian of any of the following information:

 

  1. Political affiliations or beliefs of the student or the student’s parent.

  2. Mental or psychological problems of the student or the student’s family.

  3. Sexual behavior or attitudes.

  4. Illegal, anti-social, self-incriminating, or demeaning behavior.

  5. Critical appraisals of other individuals with whom a student has a close family relationship.

  6. Legally recognized privileged or analogous relationships, such as those of lawyers, physicians, and ministers.

  7. Religious practices, affiliations, or beliefs of the student or the students’ parent.

  8. Family income.

  9. Biometric information

  10. Social security number.

  11. Gun ownership.

  12.  Home Internet Protocol Address.

  13.  External digital identity.

 

DESTRUCTION OF STUDENT RECORDS

 

The Vermilion Parish School Board requires all confidential or personal information concerning a student be kept for a maximum of five (5) years, if space permits, or for a minimum of three (3) years if space is not available.

 

With the exception of the student’s transcripts, all materials in a student’s cumulative record shall be destroyed three (3) years after a student concludes his/her attendance in or graduates from the school system.  A transcript is data limited to the name of the student, date of birth, names and addresses of parent(s)/guardian(s), scholastic grades, grade levels attained and year completed.

 

RECORDS OF STUDENTS WITH DISABILITIES

 

The records of children who have not received special educational services for five (5) consecutive years may be destroyed.  The procedure for such destruction shall include:

 

 

Adopted:  September 15, 2016

 

 

Ref:    20 USC 1232 (g-i) (Family Educational Rights and Privacy Act)

20 USC 1400 et seq. (Individuals with Disabilities Education Act)

20 USC 7908 (Armed Forces Recruiter Access to Student Information)

34 CFR 99.1-99.67 (Family Educational Rights and Privacy – Federal Regulations)

La. Rev. Stat. Ann. §§9:351, 17:81, 17:112, 17:221.3, 17:3913, 17:3914, 44:4, 44:4.1, 44:31, 44:32

La. Civil Code, Art. 131, Art. 134, Art. 250

Louisiana Attorney General Opinion No. 15-0103

Board minutes, 7-1-82, 5-19-04, 9-23-15, 9-15-16

 

Vermilion Parish School Board