Parents' Bill of Rights for Data Privacy & Security
In accordance with Education Law Section 2-d, the Canandaigua City School District hereby sets forth the following Parents’ Bill of Rights for Data Privacy and Security, which is applicable to all students and their parents/legal guardians.1. A student’s personally identifiable information cannot be sold or released by the District or BOCES for any commercial or marketing purposes;
2. In accordance with FERPA, Section 2-d and Board of Education Policy 7250 Student Records: Access and Challenge, parents have the right to inspect, review and/or receive a copy of the complete contents of their child’s education record, including any student data stored or maintained by the District or BOCES.
3. The District will disclose personally identifiable information from student records, without parental consent, to other school officials within the District whom the District has determined to have a legitimate educational interest (see 5b below).
4. The District, at its discretion, releases directory information without prior consent, unless the parent/guardian or eligible student has exercised their right to prohibit release of the information without prior written consent.
5. State and federal laws protect the confidentiality of a student's personally identifiable information, and safeguards associated with industry standards and best practices, including, but not limited to, encryption, fiirewalls, and password protection, must be in place when data is stored or transferred. The District has the following safeguards in place:
a. All databases that have student information are protected by a secure password and login. These logins are monitored and kept up to date;
b. Student information is only accessible by those that are deemed warranted of having the information.
6. The New York State Education Department collects a number of student data elements for authorized uses. A complete list of all student data elements collected by the State is available for public review from the State Education Department at this NYSED website. Or parents may obtain a copy of this list by writing to:
Office of Information & Reporting Services
New York State Education Department
Room 863 EBA
89 Washington Avenue
Albany, NY 12234
7. Parents have the right to submit complaints about possible breaches of student data or teacher or principal APPR data. Any such complaint must be submitted, in writing to:
Jamie Farr, Superintendent
Canandaigua City School District
143 North Pearl Street
Canandaigua, NY 14424
Annual Notifications: Under provisions of the Family Educational Rights and Privacy Act (FERPA), the Protection of Pupil Rights Amendment (PRPA) and the No Child Left Behind Act (NCLB), parents and guardians must be notified of their rights annually with regard to student records and information.
Annual notification takes place in district publications such as the District Calendar (published in August) or in editions of Digest, the district newsletter that is published 4-5 times per year.
Beyond requirements for reporting adequate academic progress as measured by the state’s battery of standardized tests, the law sets forth a number of required notifications regarding school governance issues that the school district must make to parents on an annual basis. They are:
Access to Student Records & Directory Information – Certain student information is considered directory information. Directory information may be released by the school to anyone who requests it, pending approval by the District Records Access Officer. Release of directory information is not permitted if the information is to be used for solicitation, fundraising, political or commercial purposes. Directory information includes:
Date of birth
Degrees/awards received in school
Dates of attendance
Weight/height of members of athletic teams
Most recent previous school attended
Participation in officially recognized school activities /sports and other similar information.
If a parent, guardian or eligible student does not wish to have some or all of the directory information described above be released without prior consent, he or she must contact the school principal’s office within 30 days of publication of annual notice (usually August in district Calendar).
Parents and guardians of students have the right to inspect and review official educational records. As long as the records are directly related to their children, parents/guardians may obtain copies of them from the school district. If any record appears inaccurate or misleading, parents/guardians also have the right to file for a hearing to challenge the record’s contents. Requests to inspect, make copies, or amend educational records must be submitted in writing, either in person or by mail, to the District Records Access Officer, 143 North Pearl St, Canandaigua, NY 14424. The Records Access Officer will provide information on further procedures and any applicable fees. A form for this purpose may be obtained by calling 396-3714.
Under NCLB, U.S. military recruiters have unlimited access to any student’s school records unless a parent/guardian has filed a letter with the District Counseling Center that specifically denies such access. Please contact the Director of Pupil Personnel Services at 396-3952 for details.
Student Privacy – Parents have the opportunity to opt their child out of participating in the following activities:
The collection, disclosure or use of personal information collected from students for the purpose of marketing or for selling that information, or providing such information to a third party for that purpose. The Canandaigua City School District has never engaged in this type of activity and will not in the future.
Any non-emergency, invasive physical examination or screening that is required as a condition of attendance, administered by the school and scheduled in advance, and is not necessary to protect the immediate health and safety of the student, or of other students. The District has never contemplated such activities.
Administration of any survey containing questions regarding one or more of the following protected information areas:
1)political affiliation or beliefs of the student or student’s family;
2)mental or psychological problems of the student or student’s family;
3)sex behavior or attitudes;
4)illegal, antisocial, self-incriminating, or demeaning behavior;
5)critical appraisals of others with whom respondents have close family relationships;
6)legally recognized privileged relationships, such as lawyers, doctors or ministers;
7)religious practices, affiliations, or beliefs of the student or parents;
8)income, other than as required by law to determine eligibility for particular programs (such as Free & Reduced Price meal programs).
Parents also have the right to inspect, upon request and before administration or use:
1)Protected information surveys of students;
2)Instruments used to collect personal information from students;
3)Instructional material used as part of the educational curriculum
The District has administered Character Education and Risk Behavior surveys to students at grade levels 6-12 that have included general questions on sexual attitudes and illegal behavior related to drug and alcohol usage. The District plans to continue administration of these surveys periodically.
Staff Qualifications – Parents have the right to request the following information regarding the professional teaching qualifications of the child’s classroom teacher(s):
- Whether the teacher has met NYS Education Department qualifications and licensing criteria for the grade levels and subject areas he/she teaches.
- Whether the teacher is teaching under emergency or other provisional status through which NYSED qualifications and licensing have been waived due to special circumstances.
- The teacher’s college major (undergraduate level); whether the teacher has any graduate certifications or degrees and, if so, the field of discipline of the certification or degree.
- Whether their child is provided services by any teaching assistants and, if so, their qualifications.
There are several other annual notifications required by law. These include:
The District Attendance Policy – A summary appears in the District Calendar and in specific school student/parent handbooks.
Student Codes of Conduct – A summary appears in the Calendar. More specific codes for each building are published in school handbooks.
Pesticide Application and Asbestos Abatement – Both notifications are available in the District Calendar under Buildings and Grounds.
To obtain a copy of the District Calendar, please contact your building’s main office or the Office of Community Relations at 396-3714.
Under the federal No Child Left Behind Act, U.S. military recruiters have unlimited access to any student’s school records unless a parent/guardian has filed a letter with the District Counseling Center that specifically denies such access.
Please contact Lisa Schenk, Counseling Center secretary, at 585-396-3810 for details. Or e-mail her at email@example.com.