Skip Navigation
small NCES header image
Forum Guide to Protecting the Privacy of Student Information: State and Local Education Agencies

5.D. Managing the Review

After verifying the legitimacy of a request, the school or agency should notify the parent of the time and place to inspect the record. See the sample notice in exhibit 5–3. A school or district staff member may be designated for managing the review. The role of this staff member might include:

  • explaining the laws and regulations that safeguard the confidentiality of the information;
  • verifying the identification of the requester (through the use of an identification with the bearer’s photograph);
  • staying with the parent during the review to make sure the parent understands the contents of the record;
  • making sure the complete record is returned after the review;
  • answering questions about the policies and procedures regarding the review; and
  • referring the parent to the appropriate resources if a parent has further questions about the contents of the record.

At the end of the review, the parents may be asked to sign a form, such as the one in exhibit 5–3, indicating that they have reviewed the record.

Parents may bring another person (e.g., an interpreter, a trusted friend, or an attorney) to review the record. The staff member managing the review should:

  • explain the laws and regulations that safeguard the confidentiality of the education records, and the penalties to the agency or school of unauthorized disclosure;
  • ask the parent to sign and date a consent form, such as the one in exhibit 5–4, to allow the accompanying person access to the record; and
  • ask the accompanying person to sign an affidavit of nondisclosure, such as the one in exhibit 5–4.

Top


Would you like to help us improve our products and website by taking a short survey?

YES, I would like to take the survey

or

No Thanks

The survey consists of a few short questions and takes less than one minute to complete.
National Center for Education Statistics - http://nces.ed.gov
U.S. Department of Education