Schools maintain an education record for each student. The principal is responsible for education records. These records contain information about scholastic work, grades, evaluations, registration, health, attendance, standardized test results, programs of study and discipline. Students with special needs and certain students requiring differentiated programs or special services have records related to their educational programs maintained in the education records. All educational records for an individual student are maintained in a cumulative file. Chesterfield County Public Schools forwards education records upon request of a school in which a student intends to enroll.
Access to a student’s education record is limited to parents, eligible students (over 18 years old), school officials and others who have the written permission of the parent or eligible student. Natural parents, regardless of custody status, have the right of access to all student records unless specifically prohibited by a court order.
The school division discloses or makes available to a guardian ad litem, on request, any information, records or reports concerning a student for whom a petition for guardianship or conservatorship has been filed that the guardian ad litem determines are necessary to perform his duties under Virginia Code §64.2-2003.
Directory information is information contained in a student’s education record that would not generally be considered harmful or an invasion of privacy if disclosed. Directory information may include information such as the student’s name, address, telephone listing, electronic mail address, photograph, date and place of birth, major field of study, grade level, enrollment status, dates of attendance, 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 institution attended. Directory information may not include the student’s Social Security number. Directory information may be made public unless a parent or eligible student notifies the principal of their wish not to disclose the information by Oct. 1. The names, addresses and phone numbers of 11th- and 12th-grade students are disclosed to military recruiters unless the school is notified by Oct. 1 to remove a student’s name. Students’ directory information will be used for armed services recruiting and for informing young people of scholarship opportunities.
School officials review and evaluate scholastic records at the fifth, eighth and 12th grades. Information required under state law is retained permanently. The school system will provide to parents upon request a list of the types and location of education records collected and maintained by the schools, as well as written policies and procedures on the management of education records. A parent or eligible student may request a copy of the records policy and procedures from the principal. A fee of 10 cents per page may be charged for the reproduction of records.
Chesterfield County Public Schools maintains student records at the last school attended for at least five years after a student graduates or withdraws from the school system. Parents or students 18 and older may request a copy of the student record within that five-year window. After that period, student records are purged and information that is not required to be permanently retained is destroyed. To make a record request, contact your last school of record or visit the school system’s transcript website at mychesterfieldschools.com/community/alumni/transcripts.