Confidentiality

Important Notice for Parents, Guardians, Students who receive special education services from Norwin School District:

By law, the district is required to keep special education records (IEPs, ERs, RRs, NOREPs) for six (6) years.  The permanent record which contains basic information such as demographics and graduation status is kept for 99 years.

Norwin School District will properly destroy and dispose of all hard copies of special education records six (6) years after the student graduates or exits the program. Please contact the special education office if you have any questions.
 
 If after screening, a disability is suspected, upon your permission, your child will be evaluated. Written records of the results are called an education record, which are directly related to your child and are maintained by the school districts. These records are personally identifiable to your child. Personally identifiable information includes the child’s name, the name of the child’s parents or other family member, the address of the child or their family, a personal identifier such as social security number, a list of characteristics that would make the child’s identity easily traceable or other information that would make the child’s identity easily traceable.

The school district will gather information regarding your child’s physical, mental, emotional and health functioning through testing and assessment, observation of your child, as well as through review of any records made available to the school district through your physician and other providers of services such as day care agencies.

The school district protects the confidentiality of personally identifiable information by one school official being responsible for ensuring the confidentiality of the records; training being provided to all persons using the information and; maintaining for public inspection a current list of employee’s names and positions who may have access to the information. The school district will inform you when this information is no longer needed to provide educational services to your child and will destroy the information at designated intervals, except general information such as your child’s name, address, phone number, grades, attendance record and classes attended, grade level completed, may be maintained without time limitation.

As the parent of the child you have a number of rights regarding the confidentiality of your child’s records. The right to inspect and review any education records related to your child are collected, maintained, or used by the school district. The school district will comply with a request for you to review the records without unnecessary delay before any meetings regarding planning for your child’s special education program (called an IEP meeting). Should you and your school district disagree about your child’s Special Education Supports and Services and a Due Process Hearing is requested, the school district will furnish you with the opportunity to inspect and review your child’s records, within 30 days.

You have the right to an explanation and interpretations of the records; to be provided copies of the records if failure to provide the copies would effectively prevent you from exercising your right to inspect and review the records and; the right to have a representative inspect and review the records. This review is conducted with the assistance of an appropriate school district staff member.

Upon your request, the school district will provide you a list of the types and location of education records collected, maintained, or used by the agency. Additionally, the Norwin School District will charge a fee for copies of records made in response to your request except, it will not charge a fee if doing so will prevent you from inspecting and reviewing your child’s records. A current list of reasonable fees relative to records request is available in the district’s central office. The district will not charge a fee to search or retrieve information.

You have the right to request in writing the amendment of your child’s education records that you believe are inaccurate or misleading, or violate the privacy or other rights of your child. The school district will decide whether to amend the records within 45 school days of receipt of your request. If the school district refuses to amend the records you will be notified of the refusal and your right to a hearing. You will be given at that time, additional information regarding the hearing procedures. Upon written request, the district will schedule and provide written notice of the hearing to challenge information in your child’s education files.

Parent consent is required before personally identifiable information contained in your child’s education records is disclosed to anyone other that officials of the school district collecting or using the information for purposes of identification of your child, locating your child and evaluating your child or for any other purpose of making available a free appropriate public education to your child. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility. Additionally, the school district, upon request, discloses records without consent to officials of another school district in which your child seeks or intends to enroll.

 

A parent may file a written complaint alleging that the rights described in this notice were not provided:

Pennsylvania Department of Education

Bureau of Special Education

Division of Compliance

333 Market Street

Harrisburg , PA 17126-0333

The Department of Education will investigate the matter; issue a report of findings and necessary corrective action within 60 days. The Department will take necessary action to ensure compliance is achieved.

 

Complaints alleging failures of the school district with regard to confidentiality of personally identifiable information may also be filed with:

Family Policy Compliance Office

U.S. Department of Education

400 Maryland Ave, SW

Washington , DC 20202-4605

The Norwin School District will provide ongoing screening services. If you wish to learn more, have questions, or believe your child may need to be identified, please contact:

Dr. Stacey Snyder, Ed.D.

Director of Special Education and Student Services

(724)861-3037

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