1. FERPA.
Keystone Area Education Agency (AEA) maintains records on each student served in order to facilitate the instruction, guidance, and educational progress of the student. The records contain information about the student and his/her education. These records may include, but are not limited to, the following: identification/directory information, permission(s) of parents for evaluation and placement, support services reports, Individual Family Service Plans (IFSPs), Individual Education Programs (IEPs), and external agency reports. These records are located at the local field office of Keystone AEA serving the local school district.
Authorized persons have the right to review education records of the student, have those records explained, obtain copies of the records, and write a response to materials in the records. They also have the right to challenge the content of the records they believe are inaccurate, misleading, or otherwise in violation of the student’s privacy rights under the Family Educational Rights and Privacy Act (FERPA). The Agency’s policy on student records can be secured upon request by contacting Keystone AEA, 1400 2nd St. NW, Elkader IA 52043, or phone 1-800-632-5918.
Agencies and organizations, as identified in FERPA regulations, may have restricted access to student records without prior written consent of the parent or student over the age of 18 years. The AEA discloses education records without prior written consent under the FERPA exception to school officials with legitimate educational interests. A school official may include, but is not limited to, a person employed by Keystone, its board, service providers to students (including school district administrators, instructors, and other support staff), consultants, contractors, volunteers, job shadows, and other agents of Keystone. Any other access to student records shall be only upon written consent or upon court order or legally issued subpoena. A Record of Access is maintained so that parents may learn who has viewed their student’s records.
2. Record Maintenance/Destruction.
It is Keystone AEA’s policy to destroy the following information deemed no longer needed for determining educational services for its students:
- Electronic communication more than seven years old;
- Agency forms not related to Early ACCESS or special education more than seven years old; and
- Underlying information reported in IEPs/IFSPs (i.e. progress monitoring probes, staff notes and evaluation data) more than seven years old.
Be advised that this information may contain personally identifiable information regarding students. If you would like a copy of these materials prior to destruction, please contact Keystone AEA at 1-800-632-5918.
Students and parents may file a complaint with the U.S. Department of Education concerning alleged failures by Keystone AEA to comply with the requirements of FERPA. Correspondence should be addressed to:
Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue SW, Washington, DC 20202
