Scholastic Records

Scholastic Records

report cardCharlottesville City Schools maintains a confidential educational record for each student who is enrolled in the school division. Schools collect, store and destroy official academic and school-related health information in accordance with the Family Educational Rights and Privacy Act (FERPA) and Guidelines for the Management of the Student’s Scholastic Record in Virginia Public Schools. The content of a scholastic record is limited to data needed by the school to assist the student in his/her personal, social, educational, and vocational development, and there are restrictions regarding access to the information.

Charlottesville City Schools’ Policy on Student Records (Policy JO) outlines what information is collected for students records and how that information is managed within the school system.  View the policy or click on the topics below to learn more.

Families and students 18 and older have federally protected rights with respect to education records.  To learn more about these FERPA rights, see this guide for parents and students.

Questions?  Contact your principal or the Director of Student Services, Dr. Kendra King, at (434) 245-2405 or KingK1@charlottesvilleschools.org.

Information in a General Scholastic Record

The information maintained in a Scholastic Record includes:

  • Academic transcript
  • Name and address of student
  • Birth date and number
  • Student I.D. number
  • Name and address of parent or guardian
  • Image
  • Record of attendance
  • Schools attended
  • Scholastic work completed
  • Grades and grade point average
  • Class rank
  • Type of diploma earned
  • Test data, to include results of Virginia State Assessment Program
  • School entrance physical examination report, immunization ¬certificate or verification of immunizations
  • Notice of school status as condition of admission (a sworn statement or affirmation indicating whether the student has been previously expelled from school attendance)
  • Record data disclosure form
  • Student termination (graduation/withdrawal)
  • Legal documents pertaining to the student

See “Special Education Records” to see what’s contained in those files. See “Directory Information” to see what information can be publicly released without notification for uses such as sports rosters or to celebrate a student’s accomplishments in the media, etc.

Information in a Special Education Record

Special Education Records include:

  • Records of referral
  • Reports of assessment, including educational, physiological (medical, speech, hearing, vision), psychological, sociological
  • Permission for initial testing
  • Permission for initial placement
  • Summary of eligibility minutes
  • Individualized education program (IEPs)

Information Designated as Directory Information

While student records are confidential, each school division has the right to designate some information as Directory Information, and this information may be distributed as needed without parental consent. Examples of the use of this information could be athletic rosters, agendas or programs for school events, yearbook and newspapers. A parent/guardian may request in writing that the Directory Information not be released for any purpose.  For more information, contact the Community Relations Liaison at 245-2962.

Charlottesville City Schools has designated the following information as Directory Information, which may be shared without written notice from the parent/guardian:

  • Student’s name
  • Participation in officially recognized activities and sports
  • Address (released only with further permission)
  • Telephone listing (released only with further permission)
  • Weight and height of members of athletic teams
  • Electronic mail address (released only with further permission)
  • Photograph
  • Degrees, honors, and awards received
  • Major field of study
  • Dates of attendance
  • Grade level
  • The most recent educational agency or institution attended

Releasing Scholastic Records, Including to Military Recruiters and Institutions of Higher Education

Release of data from student records is made in accordance with Regulation JO of the Charlottesville City Schools and in accordance with Guidelines for Management of the Student’s Scholastic Record in Virginia Public Schools.

Charlottesville High School will comply with the federal statute about releasing names, addresses and telephone numbers of secondary students to all military recruiters or institutions of higher education that request them unless the parent/guardian specifically requests that this information not be released. Any parent/guardian who does not want this information released should contact the student’s counselor and provide the request in writing.

Storage of Scholastic Records

All educational records are maintained confidentially. They are filed in a central location accessible to professional personnel within the school and/or personnel with division-wide responsibilities who have a legitimate educational interest in the student. All educational records are located in the office of the school the student currently attends. The Superintendent or designee is responsible for the collection of data, record maintenance and security, and disclosure of information from the records of students who attend school.

Destruction of Scholastic Records

Charlottesville City Schools retains student records according to requirements from the Virginia State Library “Retention Schedule for Public School Records.” According to the retention schedule, various records are maintained for differing amounts of time. General scholastic records are maintained for 75 years in the last school the student attended as a CCS student. This also applies to the non-special education portion of the record for a student with disabilities.

For students with disabilities, the special education portion of the record, with the exception of any alternate or alternative assessments from the Virginia Assessment Program, is maintained for five years after the student graduates, completes a Virginia Board of Education approved program, transfers, is found no longer eligible for special education, or withdraws from a CCS school. At that time, the record will be purged in accordance with Library of Virginia requirements.

The assessment collections, which may include the Virginia Grade Level Alternative (VGLA), Virginia Alternate Assessment Program (VAAP), or Virginia Educational Substitute Program (VSEP), will be purged after one year and the scores are maintained as a part of the general scholastic record.