513 PROTECTION AND PRIVACY OF STUDENT RECORDS AND DIRECTORY INFORMATION
I. PURPOSE
Stonebridge World School recognizes its responsibility in regard to the collection, maintenance, and dissemination of student records and the protection of the privacy rights of students as provided in federal law and state statutes.
II. GENERAL STATEMENT OF POLICY
The following procedures and policies regarding the protection and privacy of parents and students are adopted by Stonebridge World School, pursuant to the requirements of 20 U.S.C. 1232g, et seq., (Family Educational Rights and Privacy Act) 34 C.F.R. Part 99 and consistent with the requirements of the Minnesota Government Data Practices Act, Minn. Stat. Ch.13, and Minn. Rules Parts 1205.0100-1205.2000.
III. DEFINITIONS
A. Under federal law, “Directory information” means information contained in the education record of a student that would not generally be considered harmful or an invasion of privacy if disclosed. It includes: the student’s name; address; telephone listing; electronic mail address; photograph; date and place of birth; major field of study; dates of attendance; grade level; enrollment status (i.e. full-time or part-time); participation in officially recognized activities and sports; weight and height of members of athletic teams; degrees, honors, and awards received and the most recent educational agency or institution attended. It also includes the name, address, and telephone number of the student’s parent(s). Directory information does not include:
- a student’s social security number;
- a student’s identification number (ID), user ID, or other unique personal identifier used by a student for purposes of accessing or communicating in electronic systems if the identifier may be used to access education records without use of one or more factors that authenticate the student’s identity such as a personal identification number (PIN), password, or other factor known or possessed only by the authorized user;
- a student ID or other unique personal identifier that is displayed on a student ID badge if the identifier can be used to gain access to educational records when used in conjunction with one or more factors that authenticate the student’s identity, such as a PIN, password, or other factor known or possessed only by the student;
- personally identifiable data that references religion, race, color, social position, or nationality;
B. Under Minnesota law, a school district may not designate a student’s home address, telephone number, email address, or other personal contact information as “directory information.” Minnesota law prohibits schools from designating student contact information as “directory information” despite the FERPA definition. Minnesota schools should comply with Minnesota law and should not include student contact information in their definition of “directory information”.
C. Stonebridge World School will follow Minnesota Law and only include the following in their school directory:
1. Student Name
2. Grade
III. GENERAL CLASSIFICATION
State law provides that all data collected, created, received, or maintained by Stonebridge World School are public unless classified by state or federal law as not public or private of confidential. State law classifies all data on individuals maintained by a School that relates to a student as private data on individuals. This data may not be disclosed to parties other than the parent or eligible student without consent, except pursuant to a valid court order, certain state statutes authorizing access, and the provisions of 20 U.S.C. 123g and the regulations promulgated thereunder.
IV. STATEMENT OF RIGHTS
Rights of Parents/ Legal Guardians and Eligible Students. Parents and eligible students have the following rights under this policy:
- The right to inspect and review the student’s education records;
- The right to request the amendment of the student’s education records to ensure that they are not inaccurate, misleading, or otherwise in violation of the student’s privacy or other rights;
- The right to consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that such consent is not required for disclosure pursuant to this policy, state or federal law.
- The parent/legal guardian or eligible student has a right to file a complaint with the U.S. Department of Education regarding an alleged failure by the school to comply with the requirements of 20 U.S.C. 1232g, and the rules promulgated thereunder, the name and address of the office that administers the Family Education and Privacy Act is: Family Policy Compliance Office U.S. Department of Education 400 Maryland Avenue, S.W. Washington, D.C. 20202
- The parent/ legal guardian or eligible student has a right to obtain a copy of the school’s policy regarding the protection and privacy of pupil record
V. CONSENT REQUIRED FOR DISCLOSURE
A. Stonebridge World School must obtain a signed and dated written consent form from the parent/ legal guardian of a student before disclosing personally identifiable information from the education records of the student.
B. A written consent form must be filled out with all the following information completed:
1. A specification of the records to be disclosed;
2. The purpose or purposes of the disclosure;
3. The party or class of parties to whom the disclosure may be made; and if appropriate, a termination date for the consentC. When a disclosure is made:
1. If the parent/ legal guardian or eligible student so requests, the school shall provide him or her with a copy of the record disclosed.
2. If the parent/ legal guardian of a student who is not an eligible student so requests, the school shall provide the student with a copy of the records disclosed.
VI. PRIOR CONSENT FOR DISCLOSURE NOT REQUIRED
Stonebridge World School may disclose personally identifiable information from the education records of a student without the written consent of the parent/ guardian if the disclosure is:
A. The school may disclose education records to other school officials within the school if the school has determined they have legitimate educational interests.
B. The school forwards education records requested by a school intending to enroll, or a student is already enrolled in.
C. Parents/ Legal guardians when a student over 18 is still a dependent.
D. To authorized representatives of the Comptroller General of the United States, the Attorney General of the United States, the Secretary of the U.S. Department of Education, or the Commissioner of the State Department of Education or his or her representative, subject to conditions relative to such disclosure provided under the federal law.
E. In connection with financial aid for which a student has applied or has received, if the information is necessary for such purposes as to:
- Determine eligibility for the aid
- Determine the amount of the aid
- Determine conditions for the aid
- Enforce the terms and conditions of the aid
F. To organizations conducting studies for or on behalf of educational agencies or institutions for the purpose of developing, validating, or administering predictive tests, administering student aid programs, or improving instruction; provided that the studies are conducted in a manner which does not permit the personal identification of parents/ legal guardians or students by individuals.
G. To accrediting organizations in order to carry out their accrediting functions.
H. Individuals who have obtained court orders.
I. To appropriate health authorities to the extent necessary to administer immunization programs and for bona fide epidemiologic investigations which the commissioner of health determines are necessary to prevent disease or disability to individuals in the public educational agency or institution in which the investigation is being conducted.
To comply with FERPA, Stonebridge World School requires all parents/legal guardians to fill out the Student Record Release Form, where they can consent to share immunization data.
J. The Juvenile Justice System.
VII. Record Retention
Destruction and retention of records by the school shall be controlled by state and federal law.
Approved: 10/24/2017
Revised: 3/4/2025
