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Franklin City Schools

Together, proudly educating the future of Franklin.

FERPA

FCS Annual Notification of Student Education Records (FERPA)

This form is filled out annually in Registration Gateway.

The Family Educational Rights and Privacy Act (FERPA) provides parents and students who are 18 or older ("eligible students") certain rights regarding student education records.

Your 4 Core Rights Under FERPA

1. The Right to Inspect and Review Records

You have the right to review the student’s education records within 45 days of the school's receipt of your request.

  • How to request: Submit a written request to the school principal (or appropriate school official) that clearly identifies the records you want to inspect.
  • Next steps: The school official will arrange a time and place for you to view the records.

2. The Right to Request Changes (Amendments)

If you believe a student’s education record is inaccurate, misleading, or violates the student’s privacy rights, you have the right to ask for an amendment.

  • How to request: Write to the school principal (or appropriate school official), clearly identify the part of the record you want changed, and explain why it is incorrect.
  • If denied: If the school decides not to amend the record, it will notify you of its decision and inform you of your right to a formal hearing.

3. The Right to Consent to Disclosures

You have the right to provide written permission before the school shares Personally Identifiable Information (PII) from the student’s records. However, FERPA allows schools to share records without consent under specific circumstances (see the list of exceptions below).

4. The Right to File a Complaint

You have the right to file a complaint with the U.S. Department of Education if you believe the school has failed to comply with FERPA requirements.

  •  Contact Office: Student Privacy Policy Office, U.S. Department of Education, 400 Maryland Avenue, SW, Washington, DC 20202

When Can Records Be Shared Without Consent?

FERPA permits Franklin City Schools to disclose student records without prior written consent in the following scenarios:

  •  School Officials with Legitimate Educational Interests: This includes administrators, teachers, support staff, school board members, and outsourced professionals (such as attorneys, auditors, or therapists) who need the information to perform their professional duties related to district services and functions. See Board Policy 8330.  
  • Other Schools: To officials at another school or school district where the student seeks to enroll, intends to enroll, or is already enrolled for transfer purposes.
  • Direct Admission Program (Ohio): Limited data is shared with the Ohio Department of Higher Education for postsecondary enrollment opportunities. Families have the right to opt out of or review this data upon request.
  • Directory Information: Information designated as public "directory information" (see details below) unless you have explicitly opted out.
  • Health and Safety Emergencies: To appropriate officials if necessary to protect the health or safety of the student or others. ● Legal Obligations: To comply with a judicial order or a lawfully issued subpoena.
  • Child Welfare & Foster Care: To authorized caseworkers or child welfare agency representatives legally responsible for a student in foster care.
  • Government Authorities & Financial Aid: For official audits, federal/state compliance reviews, or evaluating a student's eligibility for financial aid.
  • Additional Exceptions: To accrediting organizations, de-identified records to specific research organizations conducting studies for the school, or the Secretary of Agriculture for school lunch program monitoring.

Note on Tracking: The school keeps a log of all record disclosures (except those made to school officials or for directory information). Parents and eligible students have the right to review this disclosure log.

Understanding Directory Information: Franklin City Schools defines Directory Information as information that is generally not considered harmful or an invasion of privacy if released. This includes:

  •  Student's name  
  •  Home address
  • Student school-assigned email address for the limited purpose of facilitating student registration for access to various online educational services, and the internal email address book
  • Date and place of birth
  • Major field of study
  • Participation in officially recognized activities and sports
  • Height and weight, if a member of an athletic team
  • Dates of attendance
  • Date of graduation and/or awards received

Parent/Guardian Acknowledgment & Opt-Out

Parents and eligible students may refuse to allow the Board to disclose such "directory information" by providing written notice to the Board within ten (10) days after receipt of the Superintendent's annual public notice.

[WARNING] Important Note: Opting out of directory information means your student’s name, photo, and achievements may be excluded from school publications, including the school yearbook, athletic programs, and honor roll lists.

I understand my rights under FERPA regarding student records and directory information, and wish to opt out of directory information disclosure

Parent/Guardian Signature: ____________________________ Date: __________  

(Or signature of student if 18 or older)