SCHOOL DISTRICT OF OKALOOSA COUNTY, FLORIDA
ANNUAL PUBLIC NOTIFICATION OF STUDENT AND FAMILY RIGHTS

Dear Parent,

The revised Family Rights and Privacy Act became a Federal law in November of 1974.  The intent of this law is to protect the accuracy and privacy of student educational records.  These records include files, documents, and other materials containing information directly related to your child.  Without your prior consent, only you and authorized individuals having legitimate educational interests will have access to your child’s education records.

The principal has the responsibility for all education records.  The Student Education Record of each student shall be kept at the current school of attendance and the custodian of such record shall be the principal or designee of that school.  The school principal or designee shall be responsible for the privacy and security of all student or adult student education record maintained in the school.  Copies of psychological examinations and evaluations are secured by the principal in the Student Education Record and are also secured by the Superintendent at 120 Lowery Place, S.E., Fort Walton Beach, Florida.  Records of disciplinary actions are secured in the principal’s office and in the superintendent’s office at 120 Lowery Place, S.E., Fort Walton Beach, Florida.

The principal of each school and the superintendent shall be responsible to protect and secure from scrutiny all student education records without written, signed permission of the eligible/adult student or parent, except by school officials, such as teachers, counselors, assistant principals, principals, county staff personnel and ancillary personnel employed by or under contract with the school district, including a person employed by or under contract to the district to perform a special task such as an attorney, accountant, auditor, medical consultant, therapist, school resource officer, or other professional who has a legitimate educational interest in access to the student’s educational records.

Annual notification to parents and eligible students shall be in the language of the parent and eligible student unless it is unfeasible to do so.  If necessary, an interpreter will be provided by the school.  Parent, student, and eligible/adult student right of access, right of waiver of access, right to challenge and hearing and right of privacy shall not be denied.  Requests to inspect and review records shall be complied with in reasonable time, but in no case more than thirty (30) days after it has been made.  This office will periodically review these records for the purpose of correcting and deleting any inaccurate, misleading, or inappropriate information.  You may have an appointment to inspect and review your child’s records. 

The appointment may be made in person at Niceville High School, 800 East John Sims Parkway, Niceville, Florida or by telephoning the school at 850-833-4114.

Upon review of the records, if you have any reason to believe that any information contained therein is inaccurate, misleading, or inappropriate, you have the right to request an amendment to that information.  If there is an agreement, the necessary steps to expunge or correct the information contained in the record will be taken.  If agreement is not reached, an informal hearing will be scheduled.  The hearing will provide you with the opportunity to present your views and reasons for the challenge.  You may bring with you any individual who is knowledgeable of the factual information to support your contention relative to the record.  Following the hearing, should there be a failure to reach an agreement, you have the right to appeal the decision to the appropriate school district official.

School Board policy implementing the Family Rights and Privacy Acts is set forth in Chapter XVI of the policy of the School Board of Okaloosa County.  A copy of this policy may be obtained from the office of the Deputy Superintendent at 120 Lowery Place, S.E., Fort Walton Beach, Florida.  You may review School Board policies at the principal’s office.

The rights pertaining to inspect, review, and challenge described in the School Board policy are transferred to your child upon the attainment of his/her eighteenth birthday or admission to an institution of postsecondary education.

Personally identifiable information that is disclosed to an institution, agency, or organization may be used by its officers, employees, and agents, but only for the purpose for which the disclosure was made.  All copies of the disclosure shall be destroyed when no longer required by the persons to whom the information was appropriately disclosed.  A record shall be maintained of all access or disclosure of education records.  Reasonable time, but in no case more than fifteen (15) days shall be given the parent, guardian, or eligible student to inform the school or School District in writing what personally identifiable information is not to be designated directory information.

Category B Records shall include a written agreement of correction, deletions, or expunctions as a result of meetings or hearings to amend education records.  The written agreement shall be signed by the parent, guardian, or eligible student and by the principal of the school after the completion of a formal hearing. 

Copies of education records are available to the parent or eligible student and are reproduced at a cost of 15 cents per page.  However, two copies of a transcript to a postsecondary institution or scholarship granting agency shall be provided for the student without charge.

Directory information which includes name, address, telephone listing, date and place of birth, dates of attendance, major field of study, participation in officially recognized activities and sports, weight, height (if a member of an athletic team), degrees of awards received, name of school currently attending, current grade level, and most recent previous education agency or institution attended may be released unless you make a request in writing to the contrary.  This information will be released only in accordance with the guidelines established by the Okaloosa County Public Schools.  Under School District policies: (1) any and all such parents/guardians or adult students shall have the right to refuse to have such information disclosed to any such person or entity outside the school district, other that as may be required by law or court order; if a request for an exemption of directory information occurs, then it should be noted that: (2) a refusal to have such information about a student disclosed cannot be selective as to vendor or entity but is a blanket refusal which pertains to all vendors or entities who might otherwise receive directory information; (3) the parent/guardian executing such refusal has the responsibility of informing the student that his information will not be released by the school and that the student, himself, should not release such information; and (4) a refusal to release directory information implies that the parent/guardian or adult student… is solely and entirely responsible for undertaking all efforts to obtain any products, materials, or information which otherwise would come to the student as a result of the release of directory information.

When a student transfers to another school district, you will be asked to hand carry a sealed copy of his/her records.  If records are not hand carried, we will furnish a copy of your student’s records to the new school upon their request.

The Okaloosa School District actively seeks to locate exceptional student and maintains information on those students screened and identified as exceptional.  The term “exceptional student” includes the following: the mentally retarded, the blind and partially sighted, the physically handicapped, the emotionally handicapped and those with specific learning disabilities, and the gifted.

Information gathered may include the student’s social, emotional, physical, psychological, academic, and communication behaviors and abilities.  Information is collected through screening programs, checklists, teacher observations, standardized tests, and from such individuals as parents, teachers, psychologists, audiologists, social workers, physicians, other professional personnel; and the child himself.  Information is used to assist in the development of appropriate educational programs for exceptional students and for reports to state and federal agencies.

Students are screened periodically for vision, hearing, speech, and academic achievement as the initial step in the process of identifying those students with suspected exceptionalities.  If your child is selected for further testing, you will be notified of the content of the evaluation and the procedural safeguards available to you.

When education records of exceptional students are no longer needed for educational services, but may be needed by the parent, or student in the future to certify Social Security or other benefits, the parent or eligible/adult student shall have the right to take possession of such records; however, the principal or Superintendent shall keep a duplicate copy of Category B records for five (5) years after the graduation date of the student and a duplicate copy of Category A records permanently; provided that, if requested by a parent or eligible/adult student, parts of the records in Category B will be destroyed prior to the five (5) year retention provisions.

If you have any further questions, please contact Gail Campbell, Director of Guidance at 850-833-4114, ext. 1192.

Sincerely,

Dr. Linda N. Smith
Principal