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Student Records

Parents, guardians and eligible students currently in attendance at Capital Region BOCES programs have rights under the Family Educational Rights and Privacy Act of 1974 (FERPA); below are the procedures for exercising those rights. For further details, see board policy 5500.

 

Parents/guardians or eligible students (those students who have reached the age of 18 or are attending postsecondary school) have a right to:

  • Inspect and review the students education records;
  • Request that records be amended to ensure that they are not inaccurate, misleading, or otherwise in violation of the students privacy rights;
  • Consent to disclosure of personally identifiable information contained in the students education records, except to the extent that FERPA authorizes disclosure without consent; and
  • File a complaint with the United States Department of Education alleging failure of the BOCES to comply with FERPA and its regulations.

 

Also:

  • It is the BOCES policy to disclose personally identifiable information from student records, without consent, to other school officials within the BOCES whom the BOCES has determined to have legitimate educational interests.
  • Upon request, the BOCES will disclose education records without consent to officials of another school in which a student seeks or intends to enroll.
  • Upon request, the BOCES will disclose a high school students name, address and telephone number to military recruiters and institutions of higher learning unless the parents or eligible student exercise their right to prohibit release of the information without prior written consent. To prohibit the release of such information, send written notification to the BOCES principal or program supervisor for the program your child attends. (Contact information is available on this website at: www.capitalregionboces.org/ContactUs)
  • To learn the procedure for exercising the right to inspect, review and request amendment of student records, please contact the BOCES principal or program supervisor for the program your child attends. (Contact information is available on this website at: www.capitalregionboces.org/ContactUs)

 

Release of student directory information

From time to time, student directory information is published on the Capital Region BOCES website, in school publications, social media and/or released to the media to recognize student achievement or depict educational activities of the Capital Region BOCES. Directory information, which is information that is generally not considered harmful or an invasion of privacy if released, can be disclosed to outside organizations, by law, without a parent or guardians prior consent.

Directory information includes:

  • Student's name
  • Major course of study
  • Participation in school activities
  • Dates of attendance
  • Degrees and awards received
  • Home school attended
  • Students photograph

 

Parents/guardians or eligible students have until September 15 to notify the BOCES of any objections they have to the release of any of the above listed directory information for that school year.

To opt-out, send written notification to the BOCES principal or program supervisor for the program your child attends. (Contact information is available on this website at: www.capitalregionboces.org/ContactUs.)

The Family Educational Rights and Privacy Act (FERPA), a Federal law, allows BOCES to disclose appropriately designated "directory information" without written parental consent, unless the parents have advised BOCES to the contrary. If no objection is received, by September 15 of each school year, the BOCES may release student directory information without prior approval of the parent/guardian or eligible student.
The primary purpose of directory information is to allow the BOCES to include this type of information in school publications, on the BOCES Web site or for appropriate release to the media.

Examples include:

  • School yearbooks
  • School video
  • Honor roll or other recognition lists (released to the media, posted on the school Web site, etc.)
  • Graduation programs
  • A photo of your child in a BOCES publication that depicts him or her at work in a classroom

PLEASE NOTE: While the BOCES will honor the request of any parent/guardian who has submitted written notification to opt their child out of publicity efforts, the BOCES is not responsible for media that covers news happenings, graduations or other public events.

Student Directory Information Policy in PDF form

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