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Student Records

Student records kept by the Albuquerque Public Schools will be open to review by parent/guardians and/or students and will be treated in a confidential manner, as prescribed by local Board policy, New Mexico State Board of Education Regulations and the Family Educational Records and Privacy Act of 1974. The implementation of this policy is reflected in an Instructional Procedural Directive that is on file in all offices.

APS maintains the following education records directly related to students:

  • Academic records.
  • Personal information records.
  • Disciplinary records.
  • Attendance records.
  • Health records.
  • Progress records.
  • Standardized testing records.

Access to education records is limited to:

  • Parents of students under 18.
  • Parents of students over 18 if such student is a dependent as defined in the Internal Revenue Code.
  • Students.
  • Officials of this school district who have a legitimate educational interest.
  • State and local officials to whom information is required to be reported.
  • Certain testing organizations.
  • Accrediting organizations.
  • Appropriate persons in connection with an emergency.
  • Pursuant to subpoena or court order.
  • A school or schools in which a student seeks or intends to enroll.
  • Any person with verifiable written consent of the parent/guardian of students under 18 or the student over 18.

The Family Educational Rights and Privacy Act

The Family Educational Rights and Privacy Act (FERPA) specifies rights related to educational records. This act gives the parent or guardian the right to:

  • Inspect and review his/her child’s educational records.
  • Make copies of these records.
  • Receive a list of all individuals having access to those records.
  • Ask for an explanation of any item in the records.
  • Ask for an amendment to any report on the grounds that it is inaccurate, misleading or violates the child’s rights.
  • A hearing on the issue if the school refuses to make the amendment. Place a statement in the record about their view of the contested information if after the hearing the school decides not to change the record.

The Protection of Pupil Rights Amendment

The Albuquerque Public Schools abides by the Protection of Pupil Rights Amendment (PPRA) to the Family Educational Rights and Privacy Act (FERPA). The PPRA:

  • Requires APS to obtain parental consent as a condition for students to participate in certain types of surveys, analyses, or evaluations that require the disclosure of private information.
  • Allows parents the right to inspect certain survey and curriculum information.
  • Provides parents the opportunity to opt their child out of certain activities involving the collection, disclosure, or use of personal information, the administration of certain surveys, and non- emergency, invasive physical examinations or screenings.

These policies, and a more comprehensive version of this notice, will be made available for review on the APS website or upon request from the APS Student, Parent, Employee Service Center.

Student Directory Information

Student directory information may be released without prior consent unless the parent or student (over the age of 18) informs the District within a reasonable period of time that any or all of the information should not be released. Directory information includes a student’s name, mailing address, phone number and grade level Parents may choose to have their student’s name and directory information removed from any of the following: military recruiter lists, college/university lists, or other requested lists. Parents can exempt their children from Directory Information during the enrollment process, through on-line registration or while completing a registration card at the school. They should be returned to the school upon completion.

APS Policy Regarding Records

  • Educational records are to be kept to an essential and relevant minimum.
  • Records are reviewed at the end of each school year and non-essential or irrelevant material is deleted.
  • Access to records is limited to the persons and under the circumstances listed in the Records section.
  • Copies are to be made available to persons entitled to copies at the cost of twenty-five (25) cents per page.
  • Individuals have the right to challenge the contents of the records.
  • If records contain information on more than one student, the right to inspect relates only to that portion of the records concerning the particular student in question.