FERPA & Privacy
Student rights under FERPA transfer to the student at this age.
What is 18 years old?
This common form of ID is issued by the state and is acceptable for records requests
What is a Driver's License?
All records requests must be fulfilled within this many days.
45
The first step in the records digitization workflow.
What is scheduling pickup of boxes from schools?
Schools should no longer conduct routine transfers of these between DCPS schools.
What are paper cumulative files?
Permission required when someone other than the student, parent, or legal guardian requests records.
What is consent?
This document can be used in place of a Driver's License for identification
What is a State Identification Card?
This system tracks current records requests across DCPS schools.
What is STARS QuickBase?
Physical documents are converted into this format during digitization.
What are digital records?
Student demographic, enrollment, grades, attendance, and transcript information are maintained in this system.
What is ASPEN?
The federal law that protects the privacy of student education records.
FERPA
A passport or passport card must be this to be accepted.
What is current and valid?
School base staff should document all requests in this system to improve accountability and visibility.
What is the Student Records Request Log?
After scanning, records are organized into these.
What are digital folders?
The name appearing in this system is the name printed on the diploma.
What is ASPEN?
This information should never be disclosed without proper consent
What are student education records?
Acceptable IDs must include these four elements
What are a photo, full name, date of birth, and address?
This information helps narrow a search when locating student records.
What is the last school attended?
Digitized records are ultimately stored in this system
What is FileNet?
Legacy records frequently used by Vital Statistics for identity verification.
What are Census Cards?
Once students turn 18, they gain control of this.
What are their FERPA rights and access permissions?
These government-issued credentials are also acceptable forms of identification.
What are Federal, State, Local, or Tribal Government IDs?
This should occur if a records request approaches or exceeds the 45-day timeline.
What is escalation and immediate follow-up?
The district-wide deadline for schools to complete boxing and preparation of records.
What is August 21, 2026?
Electronic student records can be found in systems such as ASPEN, Special Programs, and this English learner platform.
Ellevation