Student Records Notice

  • The D.C. Everest Area School District maintains student records for each student attending school in the District. These records include: 1) progress records are student records that include a statement of courses taken by the student, the student's grades, the student's immunization records, the student's attendance record, any lead screening records required under 254.162, Wis. Stats. and records of the student's extra-curricular activities. 2) behavioral records include student records other than progress records and directory data. Examples include: standardized achievement tests, psychological tests, personality evaluations, records of conversations, written statements relating specifically to an individual student's behavior, tests relating specifically to achievement or measurement of ability, student physical health records other than his/her immunization records, and law enforcement records. 3) student physical health records include basic health information about a student, including the student's immunization records, an emergency medical card, a log of first aid and medicine administered to the student, an athletic permit card, a record concerning the student's ability to participate in an education program, the results of any routine screening test such as for hearing, vision, or scoliosis, and any follow-up to such test, and any other basic health information as determined by the State Superintendent of Public Instruction.

    The Board’s policy on Student Records (po8330) and Student Records Administrative Guideline (ag8330) are available on the District website (www.dce.k12.wi.us) or by calling the building Principal or District Office. 

    “Directory Information” includes those student records that identify a student’s:

    • Name;
    • Participation in officially recognized activities and sports
    • Height and weight, if a member of an athletic team
    • Date of graduation
    • Photographs
    • Degrees or awards received.
    • Directory information may also include a student ID number, user ID, or other unique personal identifier used by the student when accessing or communicating in the District’s electronic systems, if standing alone, it cannot be used to access student education records.

    Only directory information regarding a student shall be released to any person or party, other than the student or his/her parent, without the written consent of the parent or eligible student, without the written consent of the student, except to those persons or parties stipulated by the Board’s policy and administrative guidelines and/or those specified in the law.

    Parents/Eligible students have the right to:

    • inspect and review the student’s education records upon submission of a signed and dated written request that specifies the records that may be disclosed, states the purpose of disclosure, and identifies the party or class of parties to whom the disclose may be made. This request should be given to the school principal. Details of the process are found in Administrative Guideline ag8330;
    • request an amendment to the records if the parent or eligible student believes the information to be inaccurate, misleading, or otherwise in violation of the student’s privacy rights. Complaints regarding the content of student records may be made in accordance with established procedures in Administrative Guideline ag8330;
    • request a hearing, if the Board refuse to amend records believed by the parent or eligible student to be misleading or inaccurate and to file a complaint with the Family Compliance Office of United States Department of Education, 400 Maryland Ave. SW, Washington, D.C. 20202-4605, if the parent/eligible student is dissatisfied with the results of the hearing;
    • consent to the disclosure of information contained in the student’s school records, except to the extent that state and federal laws authorize disclosure without consent. Prior consent is not needed if the disclosure is to school officials who have a legitimate educational interest in the information or a person or company with whom the District has contracted to perform a specific task on behalf of the District. (Other entities are discussed in Administrative Guideline 8330.)
    • limit the disclosure of personally identifiable information defined as directory information within Policy 8330 or to such other disclosures not required by law;

    Directory data may be disclosed to any person unless the adult student or parent/legal guardian informs the school that all or any part of the directory data may not be released without the prior consent of the student, parent/legal guardian within 14 day of receipt of this notice. 

    A secondary eligible student or the parent/guardian or the student may request the student’s name, address, and telephone listing not be released to military recruiters or institutions of higher education without prior written parental/eligible student consent. The District shall comply with such request.

    Unless the secondary eligible student or the parent/guardian has restricted access to such information as outlined above, the District shall provide access to secondary school student’s names, addresses, and telephone listings to a recruiting officer for any branch of the United States Armed Forces or an institution of higher education who requests such information.

    All student records relating to a specific student shall be transferred to another school or school district without consent in accordance with state law.