The Portsmouth School Department maintains student records in compliance with the laws of both the State of Rhode Island and the federal government.

The term “scholastic records” refers to those records that are directly related to a student and maintained by the Portsmouth School Department. Primary guidance for the handling of scholastic records is from the Family Educational Rights and Privacy Act (FERPA), which addresses the confidentiality of student records and to whom and under what circumstances student records can be reviewed. FERPA gives parents (and students 18 years or older) the right to inspect and review records directly relating to their children.

FERPA:

Provides parents the right to inspect all school records maintained by the district relating directly to their dependents, including information sent to the schools by doctors, hospitals, clinics, and private professionals.
Provides that parents may request and receive an explanation of record contents from a qualified person.
Authorizes students aged 18 or older, or students with written parental permission, to inspect their records.
Provides for the release of information to others only under carefully described conditions
Establishes fees for the duplication of records.
Provides a procedure for challenging the contents of a student’s records.

The Process: Requesting Special Education Records

Special Education records are either released to or obtained from various entities, such as other school districts, outside providers and agencies. If you are a parent/guardian requesting copies of your student’s special education file, please use the following process:

To request records to be released to the parent/guardian or another agency…

Parents/Guardians have the right to request special education records verbally or in writing.
When a parent/guardian’s written or verbal request is received, the Portsmouth School Department shall utilize a Release of Confidential Information form to release the requested special education records to the requester.
Once the Release of Confidential Information form is authorized by the parent/guardian outlining the specific special education records requested, Pupil Personnel Services Office will prepare the records to be released.
The Rhode Island Special Education Regulations allow school districts ten calendar days to release special education records from the day the authorized Release of Information is received by the School Department.

To request records to be obtained from another agency…

Parents/Guardians may at times seek assistance with obtaining records that they wish to share with the educational team at a district school if they do not have the records to share or for other reasons.
When a parent/guardian’s written or verbal request is received, the Portsmouth School Department shall utilize a Release of Confidential Information form to obtain the requested special education records from the entity listed.
Once the Release of Confidential Information form is authorized by the parent/guardian outlining the specific special education records to be obtained, the Pupil Personnel Services Office will process the request.

If you need assistance with student records requests, please contact Kourtney Thiesse, Data and Census Clerk, at 401-683-1039 or thiessek@portsmouthschoolsri.org.