Translatable FERPA Documents
2023 - 2024 Federal Educational Rights & Privacy Act (FERPA)
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šPALCS Testing Policy to Parents School Year: 2023 - 2024
Dear Parent or Guardian:
Our District receives federal funds for education programs that are part of the Elementary and Secondary Education Act (ESEA), asamended (2015).
This law requires that all States adopt challenging academic standards and tests based on those standards. There must be at least three levels of scores for students who take these tests. This includes tests in mathematics, reading or language arts, science, and any other subject chosen by the State. States are required to develop English language proficiency tests for students who are English learners. Proficiency in a language is a measure of a personās ability to understand and communicate in that language or in a personās preferred mode of communication. Furthermore, States must develop alternate tests for students with the most significant cognitive disabilities. A school district may also request State approval to use a locally selected test for high school students that is different than the State test.
These academic tests provide important information that help teachers, schools, school districts and states identify studentsā strengths and weaknesses. Test results and other information are used to improve academic and language instruction for students. These tests are also used to identify schools that may be in need of extra support to improve student achievement. It is the goal of the district to have all students participate in state and local testing.
You have the right to request to receive any State or District policy about student participation in any of these tests required by the ESEA. If you request this information, the district must provide it to you.
If you have decided you do not want your child to participate in the State testing, please contact the person below to request the Test Refusal Form. Please note that a new Test Refusal Form must be submitted each school year.
If you have any questions about the benefits of State testing, District testing, or both, please contact this person:
Name: Shavaun McGinty Title: Supervisor of School Counseling
Address: 1332 Enterprise Drive, West Chester, PA 19380
Telephone: (610) 701-3333 ext. 1172 Email: smcginty@palcs.org
š 2023-2024 State and Districts Tests
During this school year, students in our school will take the following tests:
State Tests:
ā PSSA__________________________________________Grades: ELA 3-8
ā PSSA Science_________________________________ Grades: Science 4 and 8
ā Keystone Algebra______________________________ Grades: Course Specific
ā Keystone Literature____________________________ Grades: Course Specific
ā Keystone Biology ______________________________ Grades: Course Specific
ā WIDA Access__________________________________ Grades: If eligible
ā PASA__________________________________________ Grades: If eligible
School District tests:
ā iReady - Mathematics and Reading ____________________________ Grades: K-8 _________________
ā IXL Diagnostic Tool ___________________________________________ Grades: 6-12 ________________
ā Common Assessments _______________________________________ Grades: K-12 ________________
ā NewsELA ____________________________________________________ Grades: 6-12 ________________
ā Acadience (DIBELS) Reading__________________________________ Grades: K-5 (if eligible)_______
ā Sight Word Assessment ______________________________________ Grades: K-2 (if eligible)_______
šAccess to Student Information by Military or College Recruiters
School: Pennsylvania Leadership Charter School Date: 07/01/2023
Dear Parent, Guardian, or Secondary Students:
Our district receives funds from the federal government under the Elementary and Secondary Education Act as amended (2015). These funds are used to provide additional help to students in greatest academic need. If requested, the law also requires that districts receiving these funds must provide military recruiters, colleges and universities access to the names, addresses and telephone listings of secondary students.
It is important for you to know that a secondary school student or his or her parent or guardian may request that the studentās name, address, and telephone number not be provided by the district without prior written parental consent. If you would like to make such a request, please complete the following form and return it to your childās school. _________________________________________________________________________________________________
Parent or Guardian: Please complete this section and return the entire form to your childās school.
Use a separate form for each child.
I am aware the district must provide student names, addresses and telephone listings access to military recruiters, colleges, or universities. I am aware the district will provide this information upon request, unless I require that such information not be given to the following groups without prior written parental consent:
Military Recruiters (please check one):
ļ± Do not release my secondary studentās information to military recruiters at any time.
ļ± Do not release my secondary studentās information to military recruiters until you have first obtained my prior written parental consent before doing so.
Colleges, Universities, or Institutions of Higher Learning (please check one):
ļ± Do not release my secondary studentās information to colleges, universities or other institutions of higher learning at any time.
ļ± Do not release my secondary studentās information to colleges, universities or institutions of higher learning until you have first obtained my prior written parental consent before doing so.
Name of Student: _______________________ Name of Parent or Guardian:___________________________
Parent Signature: ___________________________________________ Date: ___________________________
(mm/dd/yyyy)
Adult Student Signature: ____________________________________ Date: ___________________________
(mm/dd/yyyy)
š Annual Notice of Student Education Record Privacy
PA Leadership Charter School
Dear Parent or Guardian:
The Family Educational Rights and Privacy Act (FERPA) is a Federal law that protects the privacy of student education records. The law applies to all schools that receive federal funds.
FERPA gives parents certain rights with respect to their childās education records. When a student reaches the age of 18 or attends a post-secondary school or college, the parentās rights transfer to the student. At that time the student is an āeligible studentā under the law. Under FERPA, parents and eligible students have the following rights:
1. You have the right to examine and review the studentās education records kept by the school. The school must allow this within 45 days of receiving a written request. The request should identify the record(s) to be examined. The school is not required to provide copies of records and may charge a fee if copies are requested. The following staff person may be contacted to request access to your childās record:
Name of Staff: Gianna Rodkey
Phone: (610) 701-3333 ext. 1078
Email: grodkey@palcs.org
You will be notified of the place and time the record(s) may be available for review.
2. You have the right to request that the school correct records believed to be inaccurate or misleading. The request must be in writing and clearly specify: (a) the part of the record that you are requesting be changed, and (b) why it is inaccurate or misleading. If the school decides not to change the record, the parent or eligible student has the right to a hearing. A hearing is like a legal trial where evidence is reviewed to determine what should be done. After the hearing, if the school still decides not to change the record, the parent or eligible student has the right to place a statement in the record about the contested information. The school is not required to consider requests for grade or disciplinary decisions, opinions of school officials in the education record, or the childās special education determination.
The following staff person may be contacted to request a change to your childās record:
Name of Staff: Gianna Rodkey
Phone: (610) 701-3333 ext. 1078
Email: grodkey@palcs.org
3. You have the right to control the release of your childās personally identifiable information from his or her education record. The school or district must, with certain exceptions, obtain parent written consent prior to the release of personally identifiable information from education records. The exception is that release of personally identifiable information without consent is allowable when it is released to authorized representatives of the school district with legitimate educational interests. This would be to:
- a. a person employed by the district;
- b. a person serving on the school board;
- c. a person or company with whom the district has contracted to perform a special task (such as an attorney, auditor, or
- therapist);
- d. a parent or student serving on an official committee, such as a grievance (complaint) or disciplinary committee or assisting
- another school official;
- e. an official of another school district in which a student seeks to enroll;
- f. an individual or agency responsible for audit, evaluation, or enforcement of compliance with state or federally supported
- programs.
4. A school official has a legitimate education interest if the official needs to review an education record in order to fulfill a professional responsibility. A school district may also release personally identifiable information from education records without prior written consent to appropriate parties in connection with an emergency if knowledge of the information is necessary to protect the health or safety of the student or other individuals. Student directory information may also be released without prior consent if the categories to be released are designated and parents are given the opportunity to refuse to allow directory information to be released prior to it being released.
You have the right to file a complaint with the U.S. Department of Education at the following address if you feel the school district has failed to comply with the requirements of FERPA:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202-4605
š Teacher Certification - Parent Notification Letter
Annual Parent Notice
Right to Request Teacher Qualifications
Our school receives federal funds for programs that are part of the Elementary and Secondary Education Act (ESEA), as amended (2015). Throughout the school year, we will continue to provide you with important information about this law and your child's education. Based on current education law, teachers must have earned State certification and licensure. State certification and licensure is the training required to be a teacher.
We are very proud of our teachers and feel they are ready for the coming school year. We are prepared to give your child a high- quality education. You have the right to request information about the professional qualifications of your childās teacher(s) or paraprofessional(s). paraprofessional provides academic or other support for students under the direct supervision of a teacher. If you request this information, the district or school will provide you with the following as soon as possible:
a. if the teacher has met State certification and licensing requirements for the grade levels and subjects for which the teacher provides
instruction;
b. if state certification and licensing requirements have been waived (is not being required at this time) for the teacher under emergency
or other temporary status;
c. if the teacher is teaching in the field of discipline for which they are certified or licensed;
d. if the teacher has met State-approved or State-recognized certification, licensing, registration, or other comparable requirements.
These requirements apply to the professional discipline in which the teacher is working and may include providing English language
instruction to English learners, special education or related services to students with disabilities, or both; and
e. if your child is receiving Title I or Special Education services from paraprofessionals, his or her qualifications.
Our staff are committed to helping your child develop the social, academic and critical thinking he or she needs to succeed in school and beyond. That commitment includes making sure that all of our teachers and paraprofessionals are highly skilled. If you would like to request information about your childās teacher(s) or paraprofessional(s), or if you have any questions about your childās
assignment to a teacher or paraprofessional, please contact the following person at your childās school:
Name: Zofia Swiatek
Title: Supervisor of Federal Programs
Email: zswiatek@palcs.org
Phone: (610) 701-3333 ext. 1108
Thank you for your interest and involvement in your childās education.
Sincerely,
Zofia Swiatek,
Supervisor of Federal Program
__________________________________________________________________________________________________
The school district does not discriminate on the basis of race, color, national origin, sex, age, or disability in matters affecting employment or in providing access to programs and services. It provides equal access to the Boy Scouts and other designated youth groups. The following
person has been designated to handle inquiries and complaints regarding non-discrimination policies and to coordinate compliance efforts:
Name: Karla Johnson
Title: Chief Academic Officer
Address: 1332 Enterprise Drive, West Chester, PA 19380
Telephone: (610) 701-3333 ext. 1051
Email: kjohnson11@palcs.org
Inquiries or complaints may also be directed to the Office for Civil Rights, U.S. Department of Education, 400 Maryland Avenue S.W., Washington D.C. 20202, or by calling (800) 421-3481 or (877) 521-2172 (TTY).
šFERPA Parent Letter
Re: Federal Educational Rights and Privacy Act (FERPA)
Dear PALCS Parents/Guardians:
In compliance with state and federal regulations, public schools are required to provide annual notices to parents and legal guardians regarding the sharing of student directory information and parent and student rights. As our staff prepares for the start of the 2022-2023 school year, we want to be sure that parents and legal guardians are equipped with all the information needed to ensure a successful start.
Our FERPA documents contain several notices including parent/guardian rights for non-disclosure of student information and how to request teacher qualifications. Also enclosed is information regarding student academic record privacy, academic testing, protecting pupil rights, as well as a FERPA Parent Guide.
If you would like additional information, feel free to contact the designated person named on the specific notification. For your convenience, the content of this mailing is also available in PALCSchool Lobby > Resources > FERPA (www.palcschool.org) for future reference.
The enclosed notifications and forms are for your information. If you choose to request non-disclosure of student information, the respective form(s) would need to be returned by mail, fax, or email. If not, no further action is required.
Mail: PA Leadership Charter School
Attn: Student Services
Fax: (610) 701-3339
E-Mail FERPA@palcs.org
Sincerely,
Carrie Longstreth
Director of Student Services
1332 Enterprise Drive * West Chester, PA 19380 * www.palcs.org
Phone (610) 701-3333 * Fax (610) 701-3339
šESSA Parent Right-to-Know Letter
Parent Right to Know Information as Required by:
The Elementary and Secondary Education Act (ESEA) [Section 1112(e)(1)(A)] and
The Every Student Succeeds Act (ESSA) [Section 1112(e)(1)(A)]
July 1, 2023
Dear Parent(s)/Legal Guardian(s):
Your child attends Pennsylvania Leadership Charter School, which receives federal Title I funds to assist students in meeting state achievement standards. Throughout the school year, we will be providing you with important information about this law and your childās education. This letter lets you know about your right to request information about the qualifications of the classroom staff working with your child.
At Pennsylvania Leadership Charter School, our teachers are prepared to give your child a high-quality education in the coming school year. As a Title I school, we must meet federal regulations related to teacher qualifications as defined in ESEA. These regulations allow you to learn more about your childās teachersā training and credentials. We are happy to provide this information to you. At any time, you may ask:
Whether the teacher has met state qualifications and certification requirements for the grade level and subject he/she is teaching,
Whether the teacher received an emergency or conditional certificate through which state qualifications were waived, and
What undergraduate or graduate degrees the teacher holds, including graduate certificates and additional degrees and major(s) or area(s) of concentration.
You may also ask whether your child receives help from a paraprofessional. If your child receives this assistance, we can provide you with information about the paraprofessionalās qualifications.
The Every Student Succeeds Act (ESSA), which was signed into law in December 2015 and reauthorizes the Elementary and Secondary Education Act of 1956 (ESEA), includes additional right to know requests. At any time, parents and family members can request:
Information on policies about student participation in assessments and procedures for opting out
Information on required assessments that include:
subject matter tested
purpose of the test
source of the requirement (if applicable)
amount of time it takes students to complete the test
time and format of disseminating results
Our staff is committed to helping your child develop the academic knowledge and critical thinking skills which he/she will need to succeed in school and beyond. Our commitment includes making sure that all of our teachers and paraprofessionals meet applicable Pennsylvania state requirements.
If you have any questions about your childās assignment to a teacher or paraprofessional, please contact Zofia Swiatek at Pennsylvania Leadership Charter School at 1-610-701-3333 x1108 or email at zswiatek@palcs.org.
Sincerely,
Ms. Zofia Swiatek
Supervisor of Federal Programs
š Annual Notice for Release of School Directory Information - HIGH SCHOOL
Family Education Rights and Privacy Act (FERPA)
Annual Notice for Release of School Directory Information
High School
Dear Parent or Guardian:
The Family Educational Rights and Privacy Act (FERPA) is a federal law that requires the school district, with certain exceptions, to obtain your written consent prior to the release of personally identifiable information from your childās educational records. The exception is that the school may
release some student information without written consent when the information is designated āDirectory Informationā. The school may not release āDirectory Information if you have advised the district in a way that follows school district procedures that you do not want this information released. Using this form to make this request follows school district procedures.
The primary use for Directory Information by the district is to include this type of information in certain school publications. It is generally not considered harmful or an invasion of privacy if released. Examples of school publications are:
- a performance program, showing your childās role in a drama or music production
- the annual yearbook
- honor roll or other recognition lists published at school or in newspapers
- graduation programs
- sports statistics listed in programs, such as football, which may include height and weight of team members.
- the school or district website
Directory Information can also be released to outside organizations without a parentās prior written consent. Outside organizations include, but are not limited to:
- other schools the student is seeking to attend (transcripts, etc.)
- class ring manufacturers
- state or federal authorities auditing programs, evaluating programs, or enforcing state or federal laws
- a court by order of a subpoena (legal request)
The school district has designated the following as Directory Information:
āļøStudent name āļøDegrees, honors and awards received āļøMajor field of study āļøGrade level
āļøAddress āļøMost recent educational agency or institution attendedāļø Dates of attendance
āļøTelephone number āļøParticipation in school-sponsored activities and sports āļøPhotograph
āļøEmail address āļøWeight and height of members of athletic teams āļøDate and place of birth
Two federal laws require school districts that receive assistance under the Elementary and Secondary Education Act as amended (2015) to provide military recruiters, upon request, with three Directory Information categories. Those categories are the names, addresses, and telephone listings of students. The school district must provide this information unless parents have notified the district that they do not want their childās information released without their prior written consent.
If you do not want the district to released Directory Information about your child without your prior written consent, you must notify the district in writing by 10/01/2023. Please complete the lower portion of this form and return the entire form to your childās school if you do
not want your childās directory information released.
_________________________________________________________________________________________________
Parent or Guardian: ONLY complete and return this entire form IF you DO NOT give your consent for release of School Directory Information.
Use a separate form for each child and return it to their school.
I do not want my childās Directory Information released and request one of the following:
- ļ± Do not release my secondary studentās directory information at any time.
- ļ± Do not release my secondary studentās directory information without my prior written consent.
Name of Student: _________________________________________School: PA Leadership Charter School
Date: ___________________
(mm/dd/yyyy)
Name of Parent or Guardian: ________________________________
Signature of Parent or Guardian: _____________________________________
Address: _________________________________________________ City:_________________________
State: __________ Zip: ________________
Phone: _________________________________ Email: ______________________________________________
š Annual Notice for Release of School Directory Information - Elementary or Middle School
Family Education Rights and Privacy Act (FERPA)
Annual Notice for Release of School Directory Information
Elementary or Middle School
Dear Parent or Guardian:
The Family Educational Rights and Privacy Act (FERPA) is a federal law that requires the school district, with certain exceptions, to obtain your written consent prior to the release of personally identifiable information from your childās educational records. The exception is that the school may release some student information without written consent when the information is designated āDirectory Informationā. The school may not release āDirectory Information if you have advised the district in a way that follows school district procedures that you do not want this information released. Using this form to make this request follows school district procedures.
The primary use for Directory Information by the district is to include this type of information in certain school publications. It is generally not considered harmful or an invasion of privacy if released. Examples of school publications are:
- a performance program, showing your childās role in a school production
- honor roll or other recognition lists published at school or in newspapers
- school or student directory
- the school or district website
Directory Information can also be released to outside organizations without a parentās prior written consent. Outside organizations include, but are not limited to:
- other schools the student is seeking to attend (transcripts, etc.)
- state or federal authorities auditing programs, evaluating programs, or enforcing state or federal laws
- a court by order of a subpoena (legal request)
The school district has designated the following as Directory Information:
š¹Student name š¹Dates of attendance
š¹Telephone number š¹Grade level
š¹Photograph š¹Awards or recognition received
š¹Participation in school activities š¹Weight and height of athletic team members
If you do not want our school or district to release directory information about your child without your prior written consent, you must complete the attached form āParent Request to Refuse Release of School Directory Informationā by 10/01/2023 to let us know which type of directory
information you do not want released or request prior written consent prior to release.
We ask that you complete one form for each child and return the form(s) to your childās school. If you have any questions or concerns, please let us know.
Sincerely,
Zofia Swiatek, Supervisor of Federal Programs
(610) 701-3333 ext. 1108
š Protection of Pupil Rights (PPRA)
Protection of Pupil Rights (PPRA)
Annual Notice to Parents
Dear Parent or Guardian:
This letter is to inform you of your rights regarding district surveys, collection and use of student information for marketing purposes, and certain physical examinations. These rights include:
1. Your consent is required before students are required to complete a survey that concerns one or more of the following protected areas if the survey is funded in whole or in part by a program of the U.S. Department of Education.
ļ· Political affiliations or beliefs of the student or studentās parent;
ļ· Mental or psychological problems of the student or studentās family;
ļ· Sex behavior or attitudes;
ļ· Illegal behavior, socially unacceptable behavior, behavior that implies your own guilt, or humiliating behavior;
ļ· Critical appraisals of others with whom respondents have close family relationships;
ļ· Legally recognized privileged relationships, such as with lawyers, doctors or ministers;
ļ· Religious practices, affiliations or beliefs of the student or parents; or
ļ· Income, other than is required by law to determine program eligibility.
2. You must receive notice and an opportunity to refuse to have your student participate in ā
ļ· Any other protected information survey, regardless of funding;
ļ· Any non-emergency, in depth physical exam or screening required as a condition of attendance, administered by the school or its agent, and not necessary to protect the immediate health and safety of a student. Exceptions are made for hearing, vision or scoliosis (spine disorder) screenings, or any physical exam or screening permitted or required under State law; and
ļ· Activities involving collection, release, or use of personal information obtained from students for marketing or to sell or otherwise distribute the information to others.
3. You may review, upon request and before administration or use ā
ļ· Protected information surveys of students;
ļ· Instruments used to collect personal information from students for any of the above marketing, sales or other distribution purposes; and
ļ· Instructional material used as part of the educational curriculum.
When a student reaches the age of 18 or is an emancipated minor (has independent status) under State law, the parentās rights transfer to the student.
The district has adopted policies, in consultation with parents, regarding these rights. These policies relate to arrangements to protect student privacy in the administration of protected information surveys and the collection, release, or use of personal information for marketing, sales or other distribution purposes. Parents will be notified of these policies at least annually at the start of each school year and after any important changes. The district will also inform parents at the beginning of the school year if the district has identified the specific or approximate dates of activities or surveys and will provide an opportunity for the parent to refuse to have his or her child participate in a specific activity or survey.
For activities scheduled after the school year starts, parents will be provided reasonable notice of the planned activities and surveys and will be provided an opportunity to refuse to have their child participate in these activities and surveys. Parents will also be provided an opportunity to review any relevant surveys. The following are specific activities and surveys covered under this requirement:
ļ· collection, release or use of personal information for marketing, sales or other distribution;
ļ· administration of any protected information survey not funded by the U.S. Department of Education; and
ļ· any non-emergency, in depth physical examination or screening as described above.
Attached, if scheduled at this time, is a āScheduled Activities and Surveysā notice. For your convenience, we have also attached a āParent Consent or Refusal Responseā form that must be returned to the office.
To file a complaint with the U.S. Department of Education concerning alleged failures by the district to comply with the requirements of PPRA, contact:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202-4605