Yes, ajas, this is the same website I used as a reference.

IMHO, records are a dead end mostly because of the enforcement of FERPA.

For the most part, there is not much meat to the FERPA enforcment, it is much much less week than DOE OCR in most cases, and hard to document and prove.

Even if you prove it, so what! Not much will happen.

IMHO the only reason to go ballistic over school records is if you are going to court. Other than that, records can throw you off track because of all the lies and inconsistencies they may contain. As a diligent parent, most of us would want to defend ourselves....

which throws us off the 504 trail.

Aren't school attorneys clever!?   

"Cumulative" file may NOT be everything.

Key words for request may be:


"General Education Record" or "Student Education Record"

Look up what your state calls it in their published rules and regulations.

Each state has latitude as to where/how to maintain the records so long as they are within the FERPA rules.

Each state may then give each school district latitude as to where/how to maintain records.

Some districts may keep the full student educational record at a central location.  Others keep a copy at central location (or the original) and then a copy goes to the school (or the original).

Other districts keep NOTHING centrally and it is all at schools.

Getting the records and/or viewing the records is different then, state-by-state or even district-by-district.

I think nonuts4me info may be from the same law website I linked above.

Hi Socks,
School records are changed, added, deleted, manipulated, and lied about, and there is not a darn thing you can do about it...except you may ask for them specifically if you are lucky enough to know what is missing.

Things you can do to help yourself:

Ask for all records at one time. I'll try to dig out my letter I used. I got it from an attorney website and it was wonderful. It covered everything.

Take a scanner or phone to take scans photos right then. Often if you ask for them later, the docs suddenly disappear.

If you need more time, write a note (ask them for a copy right then) documenting your request for more time.

Count the number of pages that are in each notebook/file. Document the number of pages so you can see what is missing.

Write down summaries of discrepancies, issues, and events that you find inconsistent or outstanding. Mark them with sticky notes.

Note the handwriting style of individuals so you can recognize it on other notes to make sure the same person really did write the note. Often staff will add handwritten notes later to help cover for their mistakes/lies, but it is sometimes not the same person they claim wrote it.

Reschedule as many visits as it takes to document EVERYTHING. If something is missing, then ask for it in writing while you are there (and ask for a copy of your note.)

Documentation is documentation.

OCR will take a long, looooooong time to wade through everybody's everything.

You've seen the documentation website, yes?

http://www.dphilpotlaw.com/html/record_keeping.html

Be sure to spend time there reading and digesting the details . . . worth a re-read for anybody dealing with schools in any manner.

I did specifically request "cumulative file" in my written request. So, supposing I don't get them to give me copies of all the certified letters, withdrawal letter, emails etc....what does that mean in terms of filing a OCR complaint? I have copies of it all. Would I not be able to use them? Is it really necessary to go back to the SD to request them? Would doing so just be further documentation that they "purged" dd's file or were trying to hide things?

When my husband saw the file, he said, "That sure ain't the STACK Mrs. XXX brings to all the 504 meetings!"

Quote from: ajasfolks2 on September 27, 2011, 05:07:23 AM

Quote from: Arkadia on September 27, 2011, 03:17:08 AM

Quote from: socks on a rooster on September 20, 2011, 05:53:51 PM
I just received copies of dd's file. It only contains "official" info like testing and the like plus her 504 Plans. There are no email communications or letters (of which there are MANY) sent certified mail. Is this right?

Are you sure its the "cum" and not the typical condensed version found at the school office level?

Excellent point.  We are discovering there are lots of "versions" of records at our school and district.  AND that it is not always made clear to us from where/which records things are suddenly appearing . . . or disappearing.

My son's special education "cum" was at the special education cooperative, and the "cum" for the district at the district office. Both needed appointments and chaperones to view. There was a sign in log. It was while viewing my son's special education "cum" I became acquainted with whom is now my most legitimate and ethical ally/advocate/and confidant regarding educational matters. The director for special education for the entire cooperative. She was my "chaperone", while viewing. She explained much in great detail, and gave me some very valuable insight.

When my son graduated from 8th grade, she called me to let me know my son's sped record was being purged (destroyed) and would I like to have it?

At .30 cents a page?  YES< YES< YES!! It was about six inches thick, and probably one inch of that my correspondence. All IEP's, meetings, conferences, and in chronological order. How great is that??!

. (trouble posting with quotes today)

In my district the current file is in the actual, physical school (for the current school year).  Past school year is in the district admin office.  Not sure if this helps but there you have it!

Just wanted these links here in this discussion in case anybody needs them:

http://ed.gov/policy/gen/guid/fpco/ferpa/students.html


http://ed.gov/policy/gen/guid/fpco/ferpa/for-eligible-students.pdf

Nice to have at fingertips, perhaps.   

Google district website and see if you can find an official policy and procedure as to exactly WHAT docs should be in cumulative file, order, and other info.

POssible search words to include:

records accountability policy guideline

something like that.

Quote from: Arkadia on September 27, 2011, 03:17:08 AM

Quote from: socks on a rooster on September 20, 2011, 05:53:51 PM
I just received copies of dd's file. It only contains "official" info like testing and the like plus her 504 Plans. There are no email communications or letters (of which there are MANY) sent certified mail. Is this right?

Are you sure its the "cum" and not the typical condensed version found at the school office level?

Excellent point.  We are discovering there are lots of "versions" of records at our school and district.  AND that it is not always made clear to us from where/which records things are suddenly appearing . . . or disappearing.

Quote from: socks on a rooster on September 20, 2011, 05:53:51 PM
I just received copies of dd's file. It only contains "official" info like testing and the like plus her 504 Plans. There are no email communications or letters (of which there are MANY) sent certified mail. Is this right?

Are you sure its the "cum" and not the typical condensed version found at the school office level?




~Note:  Posting as Moderator for Schools:  Nothing actually modified or edited here in this post of Arkadia's.  I meant to click "quote" not click "modify" and post my follow on comment to socks & Ark.  My apologies.  Just wanted that clear for everybody, since it does show an Edit date/time stamp.

Probably both! 

Thanks. I thought it was really strange. I'm not sure if they are just clueless, or trying to pull a fast one.