Notice of Forwarding Records to Other Schools

Introduction

 

 

What is a Notice of Forwarding Records to Other Schools?

A notice of forwarding records to other schools is a very brief statement (one or two sentences) that is contained within an LEA's Annual Notice of FERPA Rights. The statement informs parents that the school may disclose student education records to "another school, school system, or institution of postsecondary education" where the student "seeks or intends to enroll, or where they are already enrolled." 

 

Wording

The wording provided in the template from the U.S. Department of Education says:

"Upon request, the school discloses education records without consent to officials of another school or school district in which a student seeks or intends to enroll, or is already enrolled if the disclosure is for purposes of the student’s enrollment or transfer."

and, later in the document,

"...To officials of another school, school system, or institution of postsecondary education where the student seeks or intends to enroll, or where the student is already enrolled if the disclosure is for purposes related to the student’s enrollment or transfer, subject to the requirements of § 99.34.  (§ 99.31(a)(2))"

 

Not legally required, but strongly recommended

Including one of both of the statements in the section above in the Annual Notice of FERPA Rights allows schools to transfer student records without seeking parental consent first or notifying parents that the school sent the records to the destination school. LEAs are actually not required by law to include this statement within their Annual Notice of FERPA Rights. However, we strongly recommend you include the statement in your notice. If you don't, the school will be required to notify parents individually each time students records are transferred or exchanged between schools (unless the disclosure is initiated by the parent or eligible student). See the table below for more information. 

 

Table 1: Including the notice versus not including the notice.

If you include the notice

If you do not include the notice

If you include a statement about forwarding records to other schools in your Annual Notice of FERPA Rights, your school(s) will be able to transfer records to other schools without contacting parents individually each time. 

For example:

  • When a student moves out of the school boundaries you can send the student's records to their new school without contacting the parent to let them know. 

  • If a student under 18 is applying to colleges and requests that the school send the student's transcript to the colleges, you can send the transcript to the college without contact the parent to let them know.

If you do not include the statement about forwarding records to other schools in your Annual Notice of FERPA Rights, your school(s) will be required to notify parents each time students records are transferred or exchanged between schools (unless the disclosure is initiated by the parent or eligible student).

For example:

  • When a student moves out of the school boundaries and you send the student's records to their new school, you would be required to contact the parent to let them know. 

  • If a student under 18 is applying to colleges and requests that the school send the student's transcript to the colleges, you would be required to contact the parent to let them know each time you send a transcript.