Student Records & Directory Information

Parents’ and Eligible Students’ Rights 

The Family Educational Rights and Privacy Act (FERPA) gives parents and students who are 18 years or older (“eligible students”) certain rights with respect to the student’s education records: These rights include the following:

  • The right to inspect and review the student’s education records within 45 days after the day the school receives a request for access. Parents or eligible students who wish to inspect their child’s or their education records should submit to the principal a written request that identifies the records they wish to inspect. The principal will make arrange for access and notify the parent or eligible student of the time and place where the records may be inspected.
     
  • The right to request the amendment of the student’s education records that the parent or eligible student believes are inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA.

    Parents or eligible students who wish to have the student’s records amended should write to the principal and clearly identify the part of the record they want changed and specify why it should be changed. If the school decides not to amend the record as requested, the school will notify the parent of eligible student of the decision and their right to a hearing regarding the request for amendment. See Policy 3231P (Student Records – Procedure) for the hearing procedures. 
     

  • The right to provide consent before the school discloses personally identifiable information (PII) from the student’s education records, except to the extent that FERPA authorized disclosure without consent.

    One exception that permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official typically includes a person employed by the District as an administrator, supervisor, instructor, or support staff member (including health or medical staff and law enforcement unit personnel) or a person serving on the school board. A school official also may include a volunteer, contractor, or consultant who while not employed by the District performs an institutional function for which the District would otherwise use its own employees and who is under the direct control of the District with respect to the use and maintenance of PII from education records. Examples include an attorney, auditor, medical consultant, or therapist; a parent or student volunteering to serve on an official committee; or a parent, student, or other volunteer assisting another school official in performing their tasks. A school official typically has a legitimate educational interest if the official needs to review an education record to fulfill his or her professional responsibility. 

  • The right to file a complaint with the U.S. Department of Education concerning alleged failures by the District to comply with the requirements of FERPA. The name and address of the office that administers FERPA are as follows:

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

Student Directory Information

We are proud of our students in the Monroe School District—they are doing remarkable things and we love to share their stories and highlight their successes. One of the ways we do this is through the sharing of photos, videos and classwork. This information is shared internally, throughout the community, in presentations, online and with media for television, newspaper, and radio.

Most information about our students is confidential and cannot be made public without the consent of parents/guardians. However, a federal law called the Family Educational Rights and Privacy Act (FERPA) allows each student’s “directory information” to be released without written consent from parents. Information may be given to outside organizations, but the primary use of directory information is to allow the school district to include this information in certain school publications, including:

  • The annual yearbook
  • Honor roll or other recognition lists
  • Printed programs for graduation, sports competitions, or school plays
  • School-related social media posts and video productions, print and online communication, and media coverage of district/school events or activities.

Directory information, which is information that is generally not considered harmful or an invasion of privacy if released, can also be disclosed to outside organizations without a parent’s prior written consent.  Accordingly, it can be released to outside organizations without a parent’s written consent. Outside organizations include, but are not limited to, companies that manufacture class rings or publish yearbooks. Additionally, federal law requires the District to provide military recruiters, upon request, with the following information - high school students’ names, addresses, and their guardians' phone number - unless parents have notified the District in writing by submitting a completed and signed 'Do Not Release Directory Information' form, available in school offices by September 30.

Monroe School District has designated the following information as directory information:

  • Student’s name and address
  • Parent/guardian phone number and email address
  • Date and place of birth
  • Photo 
  • Dates of attendance
  • Current grade level or graduation date
  • Participation in officially recognized activities and sports
  • Weight and height of members of athletic teams
  • Diplomas and awards received
  • The most recent school attended

Monroe School District will release directory information upon request to law enforcement and Child Protective Services without the consent of parents. Monroe School District does not release directory information for commercial use.

If you do NOT want the District to disclose any of the information designated above as directory information without your prior written consent, you must submit a completed and signed ‘Do Not Release Directory Information’ form, available in school offices. You must return the completed form no later than September 30th.

The choices made on this form will remain on your student’s record as long as they are enrolled in the District. If no form is on file, permission for the release of directory information is granted. 

Frequently Asked Questions

What does it mean if I complete and submit the 'Do Not Release Directory Information' form?

If you completed and signed the 'Do Not Release Directory iNformation' form, Monroe School District will not share any of your child’s “directory information”. This means your child’s name and/or photo will NOT appear in any school or district publication, including the school newsletter, yearbook, school programs, graduation or honor roll lists, etc. Artwork with his/her name will not be entered in outside competitions, nor will public recognition be given for his/her accomplishments in any news media.

If I don't submit a form, does that mean you will share my child's directory information with anyone that asks for it?

We only release student’s directory information to authorized requestors such as colleges and universities, scholarship grantors, PTA/PTO groups, the media, and youth organizations. We do not give out student directory information to every individual or group that requests it.

What if I only want my child to appear in the yearbook and nowhere else?

With today’s technology, everything has the potential to end up online and to be shared elsewhere. Yearbooks can be scanned and easily uploaded onto social media channels, just as any other published document. If families truly do not want their child’s name and photograph to be shared anywhere publicly, it is best to exercise caution and completely opt out of having your child’s name & photo from being published at all.

Where can I learn more?

For questions or more information, contact the district’s Communication Department at 360-804-2602, visit the U.S. Department of Education website or review School Board Policy 3231P.