Embedded Files
Why Parents in Arizona May Need to Request School Records
Parents may need to request their child’s school records for several reasons, including:
1. Transferring Schools: When moving to a new school, whether within Arizona or out of state, records may be needed for enrollment.
2. Special Education Services: Records help ensure necessary supports and accommodations continue at a new school or are being provided at the current school.
3. Assessments & Evaluations: School records provide useful background information for psychological or educational evaluations.
4. Legal Matters: In cases like custody disputes or disagreements over educational services, records may be required. If legal action is involved, consulting an attorney is recommended.
?? How to Request Student Records ??
1. Email To: Principal of the school
2. CC (Carbon Copy):
- Assistant Principal
- School Counselor (if applicable)
- Secretary or Administrative Assistant (for tracking purposes)
3. Email Attachment: Attach the completed FERPA Request for Student Records letter as a PDF
4. Body of Email:
Hello Ms. Berry, Please see the attached letter for my son, Casa Nova.
Sincerely,
Parent’s Name
5. Email Subject Line: Request for Student Records [Student Name]
Detailed: Sample Letter 1
Date
Parent Name
Street Address
City, State, ZIP Code
Email Address
Principal's Name
School Name
Street Address
City, State, ZIP Code
Student: Name
DOB:
Grade:
Re: FERPA Request For All Student Educational Records for STUDENT NAME
Dear [Principal's Name],
I am submitting a Family Educational Rights and Privacy Act (FERPA) request for a copy of ALL student educational records for [Student Name] since they have been enrolled at [School Name]. 34 C.F.R. Part 99, the Individuals with Disabilities Education Improvement Act (IDEA 2004), and its regulations, 34 C.F.R. Sections 300.501 and 300.610-627.
These records should include, but are not limited to, the following:
⬜️ Cumulative file
⬜️ Confidential file
⬜️ Compliance file
⬜️ Specific video footage of (list incident and date)
⬜️ Reports written as a result of school observations and evaluations
⬜️ Reports of independent evaluations
⬜️ Medical records
⬜️ Nurse’s records
⬜️ Summary reports of evaluation team and eligibility committee meetings
⬜️ Individualized Education Programs (IEPs)
⬜️ School team committee meeting notes
⬜️ Any correspondence written between school personnel regarding STUDENT NAME, mentioned by name, initials, or by code, including emails
⬜️ Any correspondence written between parents and school personnel, including emails
⬜️ Any and all records maintained by teachers and any member of the IEP team
⬜️ Notes or letters written in connection with any planning or discussions, or any other matters in connection with the student
⬜️ Any and all personally identifiable information, in print, email, video, or audio recording that exists.
To reduce the cost of photocopying, I am requesting that the files be uploaded and sent via email. If some files are too large, I am willing to access a secure platform to view all of STUDENT NAME educational records. Due to my full-time work schedule and not being available after school or during the day to view the records in person, I prefer to receive the files via email.
I understand that educational agencies or institutions are required to provide access to records within a reasonable period of time, but no later than 45 days after receiving the request. Considering this, I appreciate your timely assistance with my request for STUDENT NAME educational files. I appreciate your help and quick response.
Sincerely,
[PARENT NAME]
Template Created by:
Le Ann Fuller - Non-Attorney Special Education Advocate
Fuller Education Advocacy, LLC
Special Education Advocacy & Consulting
Video Footage: Sample Letter 2
Date
Parent Name
Street Address
City, State, ZIP Code
Email Address
Principal's Name
School Name
Street Address
City, State, ZIP Code
Student: Name
DOB:
Grade:
Re: Request to View Video Under FERPA – [Student’s Name]
Dear [Principal’s Name or Records Custodian],
I am [Your Full Name], the parent of [Your Child’s Full Name], a student at [School Name]. I am submitting this formal request to inspect and review a video recording of an incident that occurred on or around [Date of Incident], during which my child was injured—his head struck the ground as a result of another student’s actions.
The school has acknowledged the existence and viewing of this video but has denied my request to see it. I am exercising my rights under the Family Educational Rights and Privacy Act (FERPA) to inspect and review any education records directly related to my child.
Legal Basis:
FERPA, under 20 U.S.C. § 1232g(a)(1)(A) and 34 C.F.R. § 99.10(a), guarantees the right of a parent to inspect and review their child’s education records. The U.S. Department of Education has clarified that videos maintained by a school and directly related to a student are considered education records, even when other students are present. If redacting or segregating other students from the video is not reasonably possible without destroying the meaning of the record, the parent still has the right to inspect the entire video.
Relevant guidance is publicly available on the U.S. Department of Education’s website:
https://studentprivacy.ed.gov/faq/faqs-photos-and-videos-under-ferpa
Accordingly, I request that a viewing appointment be scheduled at the earliest possible time. I understand FERPA does not require a copy of the record, only that I be allowed to view it.
Thank you for your attention to this lawful request. Please respond promptly so we can ensure this matter is addressed without further delay.
Sincerely,
[Your Full Name]
[Your Contact Information]
[Date]
Template Created by:
Le Ann Fuller - Non-Attorney Special Education Advocate
Fuller Education Advocacy, LLC
Special Education Advocacy & Consulting
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