FERPA Student Records Request Letter

Purpose

This template is used by parents (for students under 18) or eligible students (18+ or attending postsecondary school) to request access to education records under the Family Educational Rights and Privacy Act (FERPA). FERPA is a federal law that gives parents and students rights regarding student education records.

FERPA Rights Overview

Under FERPA, parents and eligible students have the right to:
1. Inspect and review education records
2. Request amendments to inaccurate or misleading records
3. Consent to disclosures of personally identifiable information (with exceptions)
4. File complaints with the U.S. Department of Education

Who Can Request Records?

What Are Education Records?

Records that are:
- Directly related to a student
- Maintained by the educational agency or institution
- In any format (paper, electronic, video, audio)

Examples include:
- Transcripts and grades
- Attendance records
- Discipline records
- Special education records (IEPs, evaluations)
- Health records maintained by school
- Email and electronic communications about student
- Standardized test scores
- Teacher and counselor notes (if shared)

NOT Education Records:
- Sole possession records (notes kept by one person, not shared)
- Law enforcement unit records
- Employment records (when student is employee)
- Medical/treatment records (postsecondary only)
- Alumni records

FERPA Records Request Letter Template

[Your Full Name]
[Your Street Address]
[City, State, ZIP Code]
[Your Email Address]
[Your Phone Number]

[Date]

[Principal's Name or Records Custodian]
[School Name]
[School Address]
[City, State, ZIP Code]

Via Certified Mail, Return Receipt Requested

RE: FERPA Request to Inspect and Review Education Records
Student Name: [Student's Full Name]
Date of Birth: [Student's DOB]
Grade/Year: [Current Grade or Year]
Student ID: [Student ID Number]

Dear [Principal's Name/Records Custodian]:

Pursuant to the Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. Section 1232g, and its implementing regulations at 34 CFR Part 99, I am writing to request access to inspect and review the education records of [Student's Full Name].

Requester Information

☐ I am the parent/legal guardian of the above-named student

☐ I am the eligible student (18 years or older, or enrolled in postsecondary institution)

☐ I am authorized to act on behalf of the parent/student (documentation attached)

Records Requested

I am requesting access to the following education records:

Academic Records:
☐ All transcripts and grade reports
☐ Report cards from all years attended
☐ Standardized test scores (specify: _____________)
☐ Class schedules
☐ Course syllabi and assignments
☐ Progress reports
☐ Academic assessments and evaluations

Attendance Records:
☐ Attendance records for current year
☐ Attendance records for all years: _____________ to _____________
☐ Tardy records
☐ Early dismissal records

Discipline Records:
☐ All disciplinary records
☐ Incident reports
☐ Suspension and expulsion records
☐ Behavioral intervention records
☐ Referrals to administration

Special Education Records:
☐ All Individualized Education Programs (IEPs)
☐ Evaluation and re-evaluation reports
☐ Prior Written Notices
☐ Functional Behavioral Assessments (FBAs)
☐ Behavior Intervention Plans (BIPs)
☐ Related services logs
☐ Progress monitoring data
☐ Eligibility determination records

504 Plan Records:
☐ Section 504 Plan(s)
☐ 504 evaluation records
☐ Accommodation records

Health Records (maintained by school):
☐ School nurse records
☐ Immunization records
☐ Health screenings
☐ Medication administration logs
☐ Emergency contact information

Counseling Records:
☐ Guidance counselor records
☐ College counseling records
☐ Psychological evaluations
☐ Social work records

Communications:
☐ Teacher communications/notes about student
☐ Parent-teacher conference notes
☐ Emails regarding student
☐ Letters and correspondence in student file

Other Records:
☐ Extracurricular activity records
☐ Athletic records
☐ Awards and recognitions
☐ Photographs or videos
☐ Records of disclosures made to third parties
☐ Other (specify): ________________________________________________

Time Period

I am requesting records from:
☐ Current school year only
☐ All years attended at this school
☐ Specific period: _____________ to _____________

Format of Records

I would like to:
☐ Inspect and review records in person at the school
☐ Receive copies of all requested records

If copies are requested, I prefer:
☐ Paper copies
☐ Electronic copies (email or electronic format)
☐ Both paper and electronic copies

Explanation of Records

Pursuant to 34 CFR Section 99.10(c), I am also requesting a reasonable explanation and interpretation of any records that require clarification.

Response Timeline

FERPA requires that schools comply with records requests within 45 days. However, I respectfully request that you respond as promptly as possible, given [explain urgency if applicable, e.g., "we are in the process of obtaining an independent evaluation" or "we are considering educational alternatives"].

Copy Fees

I understand that the school may charge a reasonable fee for copies of records. Please inform me of any fees before producing the copies. I note that FERPA prohibits charging fees that effectively prevent access to records.

Verification of Identity

I am prepared to provide verification of my identity and my relationship to the student. Please advise if you require specific documentation.

Contact Information

Please contact me at [phone number] or [email address] if you have any questions about this request or need additional information to process it.

Thank you for your prompt attention to this matter. I look forward to receiving the requested records.

Sincerely,

_________________________________
[Your Full Name]

_________________________________
Relationship to Student: ☐ Parent ☐ Guardian ☐ Eligible Student

Enclosures (if applicable)

☐ Copy of photo identification
☐ Proof of guardianship/custody
☐ Power of attorney or authorization
☐ Student ID (if eligible student)

What If the School Refuses or Delays?

Step 1: Follow Up in Writing

If no response within 45 days, send a follow-up letter referencing this request and FERPA requirements.

Step 2: Contact School District

Escalate to the district's FERPA compliance officer or superintendent.

Step 3: File a FERPA Complaint

File with the U.S. Department of Education:

Student Privacy Policy Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202-8520

Email: [email protected]

Complaint must include:
- Name and address of complainant
- Name and address of school
- Specific allegations of FERPA violations
- Any relevant documentation

Timeline: Complaints should generally be filed within 180 days of the alleged violation.

Request to Amend Records

If after reviewing records you find inaccurate or misleading information, you may request an amendment:

Amendment Request Template Addition:

REQUEST TO AMEND EDUCATION RECORDS

Pursuant to 34 CFR Section 99.20, I am requesting that the following education record(s) be amended:

Record to be Amended:
[Describe the specific record]

Current Content:
[Describe what the record currently states]

Requested Amendment:
[Describe what you want the record to say]

Reason for Amendment:
[Explain why the current record is inaccurate, misleading, or violates the student's privacy rights]

Supporting Documentation:
[List any attached evidence supporting your request]

Note: If the school refuses to amend the record, you have the right to:
1. A formal hearing on the matter
2. Place a statement in the file explaining your position

Records of Disclosures

Under FERPA, schools must maintain a record of each disclosure of personally identifiable information from education records. You may request to see this record of disclosures.

☐ I am also requesting a copy of the record of disclosures made from my child's education records pursuant to 34 CFR Section 99.32.

Special Situations

Divorced/Separated Parents

• Both parents have equal access rights unless a court order specifically revokes educational rights
• Attach custody agreement or court order if relevant

Students with Disabilities

• All special education records are education records subject to FERPA
• IDEA also provides additional rights to access records

Postsecondary Students

• Rights transfer to the student at age 18 or upon enrollment
• Parents may still access records if student is a dependent for tax purposes (school discretion)

Transfer Students

• Former school must provide records to new school upon request
• You can request copies before transfer

State-Specific Notes

Some states have additional student privacy laws:

Resources

• U.S. Department of Education FERPA Page: studentprivacy.ed.gov
• Parent Guide to FERPA: studentprivacy.ed.gov/resources
• FERPA Regulations: 34 CFR Part 99
• State Education Agency: [Your state education department website]

Disclaimer

This template is provided for informational purposes only and does not constitute legal advice. FERPA requirements apply to schools that receive federal education funding. Private schools that do not receive federal funds may not be subject to FERPA. Consult with an attorney for specific legal guidance.