Annual Notifications

Family Educational Rights & Privacy Act

It is the policy of the Dalton Board of Education that all employees shall comply with the requirements of the Family Educational Rights and Privacy Act (FERPA) and the Pupil Protection Rights Amendment (PPRA).  The Board has developed and adopted student privacy policies in consultation with parents in accordance with federal law.  Additionally, parents will be directly notified of these policies at least annually via the Student/Parent Handbook issued to students at the beginning of the school year or at the student's time of enrollment.

The Superintendent shall implement procedures whereby every principal is directed to develop a means to notify, on an annual basis, students and parents, including non-English-speaking parents, of their rights under the Family Educational Rights and Privacy Act and the Pupil Protection Rights Amendment, either by letter or through a student handbook distributed to each student in the school.

Confidentiality of student records shall be preserved while access is provided to parents, eligible students (those over eighteen years of age or enrolled in post-secondary educational institutions), professional educators with legitimate educational interests, and those federal or state officials whose access is authorized in connection with an audit or evaluation of federal or state supported education programs or for the enforcement or compliance with federal legal requirements related to those programs.  The Superintendent shall direct the publication of procedures through which parents or eligible students may request the correction of errors in student records.

The Board of Education designates the following information as "directory information."  Unless a parent or eligible student makes a timely request to the principal of the school where the student is enrolled that such information not be designated directory information on the individual student, such information will not be considered confidential and may be disclosed upon request.

  • Student's name, address and telephone number;
  • Student's date and place of birth;
  • Student's participation in official school clubs and sports;
  • Weight and height of student if he/she is a member of an athletic team;
  • Dates of attendance at schools within the school district;
  • Honors and awards received during the time enrolled in the district's schools;
  • Video, audio or film images or recordings;
  • Photograph; and
  • Grade level.

Student records shall be provided to schools within or outside the school district upon request of the school where a student is enrolling in accordance with Georgia Board of Education Rule 160-5-1-.14, Transfer of Student Records.


Procedures for Obtaining Access to Student Records

Any parent whose parental rights have not been specifically revoked by court order, any guardian, or any individual acting as a parent in the absence of a parent or guardian may inspect the education records of his or her child.

  • Generally, a parent will be permitted to obtain a copy of education records of his child upon reasonable notice and payment of reasonable copying costs. With the exception of directory information as defined above, personally identifiable information will not be released by the school system from an education record without prior written consent of the parent or eligible student except where authorized by federal law.  These circumstances include, but are not limited to:
  • Disclosures will be made to school administrators, teachers or other professionals employed or associated by the school system who have some role in evaluating or educating the student.
  • Records will be sent to a school where the student has enrolled upon request of the institution.
  • Disclosures will be made to federal or state officials in connection with the audit of educational programs.
  • Disclosures will be made in connection with financial aid applications of the student to determine the eligibility for and amount of aid as well as enforcement of the terms and conditions of financial aid.
  • Disclosures will be made to comply with state law, Internal Revenue Service laws and regulations, judicial orders or lawfully issued subpoenas.  Unless otherwise required by a judicial order or federal grand jury subpoena, a reasonable effort will be made to notify parents or students in advance of such disclosures.
  • Disclosures will be made to organizations conducting studies on behalf of or by educational institutions for the purpose of developing, validating or administering predictive tests, administering student aid programs and improving instruction.
  • Disclosures will be made to accrediting institutions to carry out their accrediting function.
  • Disclosures will be made in connection with a health or safety emergency.
  • Disclosures will be made to the Attorney General of the United States or to his or her designee in response to an ex parte order in connection with the investigation or prosecution of terrorism crimes specified in 18 U.S.C. 2332(b)(5)(B) and 2331.
  • Each records custodian in the school district shall maintain a record of each request for access to and each disclosure of personally identifiable information from the educational records of a student in accordance with regulations governing the Act. 

A parent or eligible student who believes his record contains an error may request its correction by submitting a written explanation of the error and the basis for believing it to be in error to the principal or his or her designee, who shall investigate and determine whether or not to amend the record.  If the matter cannot be thus resolved, a parent or eligible student may request a hearing pursuant to federal regulations at 34 C.F.R. 99.21-99.22 as well as applicable state regulations.  If the hearing results in a determination that the record contained erroneous information, it shall be corrected and the parent or eligible student shall be informed in writing of the correction; if the information contained in the record is determined not to be erroneous, the parent may place a statement in the record commenting upon the contested information and stating the basis for disagreement.  The statement shall thereafter be disclosed whenever the portion to which it relates is disclosed.


Protection of Pupil Rights Amendment (PPRA)

Definition of Terms Used in PPRA:

"Instructional Material" - Instructional material that is provided to a student, regardless of format, including printed or representational materials, audio-visual materials, and materials in electronic or digital formats (such as material accessible through the Internet).  The term does not include academic tests or academic assessments.

"Invasive Physical Examination" - Any medical examination that involves the exposure of private body parts, or any act during such examination that includes incision, insertion, or injection into the body, but does not include a hearing, vision, or scoliosis screening.

"Personal Information" - Individually identifiable information including: (1) a student or parent's first and last name; (2) home address; (3) telephone number; or (4) social security number.

Requirements:

No student shall be required to submit to a survey, analysis, or evaluation that reveals information concerning:

  • Political affiliations or beliefs of the student or the student's parent;
  • Mental or psychological problems of the student or the student's family;
  • Sex behavior or attitudes;
  • Illegal, anti-social, self-incriminating, or demeaning behavior;
  • Critical appraisals of other individuals with whom respondents have close family relationships;
  • Legally recognized privileged or analogous relationships, such as those of lawyers, physicians, and ministers;
  • Religious practices, affiliations, or beliefs of the student or student's parent; or
  • Income (other than that required by law to determine eligibility for participation in a program or for receiving financial assistance under such program), without prior written consent of the parent or eligible student.

A parent of a student may, upon request, inspect any survey created by a third party containing one or more of the items listed as (1) through (8) above before the survey is administered or distributed by a school to a student and may choose to opt the student out of participation in the survey. The Superintendent shall develop procedures for: (1) granting a request by a parent for reasonable access to such survey within a reasonable period of time after the request is received, and (2) making arrangements to protect student privacy in the event of the administration or distribution of a survey to a student containing one or more of the items listed as (1) through (8).  The requirements of PPRA do not apply to a survey administered to a student in accordance with the Individuals with Disabilities Education Act (IDEA).

A parent of a student may, upon request, inspect any instructional material used as part of the educational curriculum for the student.  The Superintendent shall develop procedures for granting a request by a parent for reasonable access to instructional material within a reasonable period of time after the request is received.

Parents shall be notified prior to the administration of physical examinations or screenings that the school may administer to students.  This notice shall offer the parent the opportunity to opt the student out of any non-emergency, invasive physical examination or screening that is (1) required as a condition of attendance; (2) administered by the school and scheduled by the school in advance; and (3) not necessary to protect the immediate health and safety of the student, or of other students.

The parent of a student shall be notified prior to the commencement of activities involving the collection, disclosure, or use of personal information collected from students for the purpose of marketing or for selling that information (or otherwise providing that information to others for that purpose).  Such notice shall offer the parent the opportunity to inspect, upon request, any instrument used in the collection of such information before the instrument is administered or distributed to a student and to opt the student out of such activities. 

The Superintendent shall develop procedures that: (1) make arrangements to protect student privacy in the event of such collection, disclosure, or use, and (2) grant a request by a parent for reasonable access to such instrument within a reasonable period of time after the request is received.


Use of Social Security Numbers

Dalton Public Schools administrators use technology to more effectively maintain, store, and access student records. Our entire data system is based on the use of an assigned nine-digit number. District administration prefer, and think it is best, to use a child’s Social Security Number on student records for a number of reasons — nearly every child has a Social Security Number, the Social Security Number does not change, vocational schools, colleges, and other educational institutions use Social Security Numbers for numeric ID purposes, and, unlike names and birthdates, each Social Security Number is unique. For these reasons, the district requests that you provide your child’s Social Security Number. Although Georgia Law (O.C.G.A. 20-20150 (d) permits us to request your child’s Social Security Number, complying with this request is voluntary. 

We recognize and respect your concern about the confidentiality of your child’s Social Security Number and of your child’s school records. We, too, have these same concerns. In accordance with the Family Educational Rights and Privacy Act (FERPA) of 1974, we assure you that your child’s Social Security Number will not be shared without YOUR permission.

We will use your child’s Social Security Number for the following purposes:

  • Keeping track of attendance and reporting same to you
  • Keeping track of grades and reporting same to you
  • As the Numeric ID number to locate your child’s records in our computer system and to retrieve same

If we do not receive your child’s Social Security Number, we will assign your child a permanent nine-digit numeric ID number to be used for the above purposes. This number will be displayed on records and computer screens as FTE/SSN Number as would a Social Security Number.

Remember, you have the right to review ALL school records available in our system about your child. If you would like to do this, contact your child’s principal or counselor. If you wish additional information or have questions, please call your child’s school or call Craig Harper at (706) 876-4071.


Facilities - Annual Notification

AHERA “Annual Notification”

On Oct. 22, 1986, Congress promulgated the Asbestos Hazard Emergency Response Act (AHERA), Public Law 99-519. AHERA mandated that EPA develop regulations to respond to asbestos in schools. On October 30, 1987, EPA promulgated the Asbestos-Containing Materials in Schools Rule (hereinafter referred to as the AHERA Rule), 40 CFR Part 763, Subpart E. This rule requires that all of the nation's nonprofit elementary and secondary schools, both public and private, inspect their school buildings for both friable and non-friable asbestos-containing building materials (ACBM) and develop a plan to manage any discovered asbestos for each school building.

This is to give an “Annual Notice” that the Dalton School System has updated the (AHERA) Asbestos Management Plan as required by the Environmental Protection Agency of all public and private elementary and secondary schools in the United States, under Federal Law, 40 CFR 763, Subpart E. The school district has met the requirements including this Annual Notice as describe in the subsequent paragraph. The Management Plan is available for your review if you so desire in the main office of each school as well as the Board of Education Central and Maintenance  Office. 

The Dalton Schools AHERA designated contact person is Rusty Lount and is located at the district's Maintenance office. He may be contacted at 706-876-4075.

General LEA (Local District) Responsibilities

Under § 763.84 of the AHERA Rule, the LEA must follow these general responsibilities:

  • Ensure that the any person who performs the following are in compliance with all of the AHERA Certifications and/or Requirements: inspections, re-inspections, periodic surveillance, develop or update Management Plan, develop and implement response actions  and/or conduct maintenance or custodial activities.
  • Ensure that each building undergoes an initial Assessment and Inspection plus the required Re-inspection every 3 Years.  As part of an ongoing monitoring process the school system conducts a walk through Surveillance in or about every 6 months.
  • Ensure that all custodial and maintenance workers are properly trained to deal with any maintenance or custodial activity that deals with asbestos containing material .
  • Ensure that workers and building occupants and legal guardians are notified at least annually concerning activities relating to the Management Plan.
  • Ensure that short-term workers who may come in contact with asbestos in a school are provided the location of all confirmed or assumed ACBM.
  • Ensure that warning labels are properly posted in required Maintenance areas.
  • Ensure that (AHERA) Management Plans are available for inspection and review.