Parental Involvement

Student and Teacher Records: What are the Privacy Rules?

By Matthew Lynch

Personal histories and records exist for every student who attends, and every teacher who teaches, at a school.  This history, in the form of school records, test scores and the opinion of teachers and mentors, can have a huge impact on a student’s future. In some cases, it is on the basis of these assessments about an individual’s potential and overall disposition that life-changing decisions are made about them.

These histories could determine what colleges they attend, the privileges that they are allowed, or even the jobs that may eventually be able to attain. It’s important, then, for these records to be maintained properly and justly and be void of impartial or biased content.

School records and who should have access to them was first realized in the 1970s when instances of parents and students being denied access to them came into the spotlight. The passing of the Family Educational Rights and Privacy Act (or the Buckley Amendment, as it is popularly known) by the U.S. Congress in 1974 was the first federal piece of legislation that expressly addressed what students could and could not access.

The Act makes clear who may have access to a student’s records and who may not. The move was largely beneficial for parents who were previously denied access to records that were very likely to affect their children’s lives.  The Act made it mandatory for schools to share all information about students with their parents, when requested.  It also required schools to explain or interpret the recorded observations to parents, with the failure to do so resulting in federal funds being denied to the school. At the same time, the Act serves in the best interests of teachers.  It clearly denies parents the right to inspect a teacher’s or an administrator’s unofficial records.

The Buckley amendment applies to all schools that receive federal money.  The act has been a promising step in ensuring transparency in dealing with and handling student’s records.  Aspects of the Act, such as the confidentiality granted to both parties, and fundamental fairness, make it stand out as a reformative measure in ensuring the right to privacy for individuals wanting to be educated.

Here is how the FERPA Act empowers parents and guardians and puts them in a better position than they were previously:

  • Parents and guardians can inspect their child’s school records.
  • The Act ensures that information about students under 18 years of age cannot be passed on without parental consent.
  • Parents have the right to challenge the accuracy of information at any point in time and to request a hearing to contest such information.
  • A legal route to get corrections made in children’s school records and to place a statement of disagreement in student regards too is now open to parents.
  • Parents can single-handedly decide who can access the information about their child.
  • In cases where parents find any discrepancies, they can always file a complaint with the U.S. Department of Education to seek relief in the civil courts.

It is important for schools, parents and students to realize the importance of what is contained in teacher and student records, while still having reasonable access to both.

Parental Involvement: Strengthening Communication is the Key

The Information Age has brought with it a lot more options for communication, but in the process has fragmented it. Teachers now have more avenues than ever when it comes to connecting with parents, but all of this communication can be overwhelming. Between emails, Facebook group pages, text messages, phone calls and send-home flyers, information can be easily lost in translation between educators and parents – and students are the ones who then suffer.

Each piece of communication is an attempt to reach parents and keep them updated on what is going on in the classroom and what their kids are learning, but instead it all collectively just becomes challenging and confusing.

What if parental involvement could be streamlined and reach parents in ways that work best for them?  A central location where information, messages, files and photos could live and be easily accessible to parents, teachers and admins from anywhere? This is exactly what ParentSquare delivers,  an innovative two-way communication and collaboration platform purpose-built for educators and parents.

How ParentSquare Works

ParentSquare is a simple to use, private communication platform that streamlines communication via web, email, text or mobile app. The easy-to-use interface offers two-way messaging, file and photo sharing, event and volunteer sign-up and more. With tabs for messages, events, people, photos, files and other options, parents can log into one system and have all the information they need. In short, ParentSquare makes school-to-home messaging simple, empowering parents to take a more active role in the academic success of their kids. Some of the standout features of ParentSquare include:

  • Two-way messaging
  • Text, email, web and mobile apps ensure schools reach every parent
  • Collaboration tools
  • Safe place to store photos – Unlimited photo upload and parents can see and download the full resolution pictures
  • Family-friendly features – easy to sign up to volunteer/bring classroom supply, ask a question, share photos and calendar
  • In addition to classroom communication, Parents can join and interact with school groups like fundraising committees or ELAC.
  • An instant Spanish translation option, removing this language barrier in homes where it may otherwise prevent parents from being completely in the know regarding their kids’ academics.
  • A people directory that gives contact information for important figures at the school and allows for messaging them within the platform
  • Statistics – A dashboard that shows who receives, reads and engages in the messages.

How it Helps Teachers and Administrators

The ParentSquare platform increases efficiency and strengthens communication in schools by:

  • Cutting costs. Forget daily reminders that need to be printed out and placed in folders. ParentSquare makes it all digital.
  • Reducing teacher stress. One message can be input into the ParentSquare system and then distributed a number of ways, including web, text, email and mobile apps. Messages can also be scheduled in advance helping teachers plan their week in advance.
  • Increasing parental involvement. Using the ParentSquare platform to sign up volunteers or ask for needed items in the classroom assures that no school need falls between the cracks of missed communication.

When it comes to fragmented school-to-home communication, there can be a lot left to chance. ParentSquare combines messaging functions into one simple platform and offers collaboration tools that encourage greater parental involvement in the schools that use it. Knowledge truly is power – and ParentSquare allows parents to have more of it through an effective system that ensures stronger lines of communication.

For more information on how ParentSquare works, visit ParentSquare.com.

Read all of our posts about EdTech and Innovation by clicking here. 

Are parents missing from schools or are they being pushed out?

**The Edvocate is pleased to publish guest posts as way to fuel important conversations surrounding P-20 education in America. The opinions contained within guest posts are those of the authors and do not necessarily reflect the official opinion of The Edvocate or Dr. Matthew Lynch.**

A guest column by Regina Paul

Dr. Matthew Lynch’s “Parents: The Missing Ingredient in K–12 Success” in the September 24 issue of The Edvocate is insightful as far as it goes, though that is not far enough.  Dr. Lynch writes, “As K-12 academic standards become more rigorous, parents are becoming an even more integral piece of a student’s success.”  Yes, most of us policymakers and advocates would agree that parents should understand what their children are expected to learn in school and should be engaged in helping them learn it.  That goes for parents with college educations, parents with high school educations, and parents with grade school educations.  That goes for parents with great jobs, parents with not-great jobs, and parents with no jobs.  In fact, as we prove time and again, all parents can help teach their children.  

Some three decades ago when the Cleveland Public Schools were the subject of a long Court-ordered desegregation case, we worked on behalf of the Federal District Court to establish new reading curriculum objectives for grades 1 through 9 and to develop new districtwide tests to see whether children were learning the new objectives.  It sounds so old-fashioned now, but it worked.  Reading improved, but not just because of what teachers did in the classroom.

Reading improved because we sent the new reading objectives home to every family of every child in those nine grades—the actual objectives that teachers taught every day.  On the back of the Reading Skills Checklist (there was one for each grade), we had an important tagline—Remember:  The schools cannot do it all alone.  We followed up the parent checklists with Reading at Home:  A Parent’s Guide to Helping Children Read (there was one for each grade), which explained each objective, gave some easy-to-do activities for parents to use to teach it, and gave a sample test question from the districtwide test.  We sent a parent handbook to every family of every child in those nine grades.  

Many people told us that parents in Cleveland were way too busy to help their children learn to read.  Many people told us that parents in Cleveland wouldn’t be able to help their children learn to read even if they wanted to.  Many people were wrong on both counts.

When we did the same thing a few years later in the Savannah-Chatham County Public Schools—this time with parent checklists and parent handbooks for language arts, mathematics, science, social studies, and health objectives for each marking period—we got the same pushback.  People told us that the parents who still had children in the public schools after desegregation were just not able to do what we imagined.  They told us we were wasting the district’s money.  They were wrong again.

When the school district was late sending out Savannah’s parent checklists at the beginning of the next school year, the principals said their phones were ringing off the hook, with parents calling to say, “Where is my checklist?  How do you expect me to help my child this year when you haven’t sent me my checklist?”  Standardized test scores improved so much that the testing company rescored the tests; gains like that were never seen, the testing company said.

So, I know that parents can make a big difference—maybe all the difference.  But here is a problem I have run into in some of the hundred school districts I have worked with:  Some schools and school districts are staffed with professionals who would rather that parents just stayed out of the way.  They are willing for parents to come to back-to-school night in the fall, to take part in fundraisers, to sign homework before it is turned in or tests after they are graded, and to attend twice-yearly parent-teacher conferences.  But are they willing to give parents any power, any say about how things are done?

Are they willing to let parents have a voice in the curriculum, for example?  Not long ago, I attended a statewide PTA convention.  The Common Core and its matching statewide tests were all most people were talking about.  Yet, there was not one workshop session about the Common Core, the tests, or any curriculum topic.  The sessions were about how to get more PTA members, how to conduct meetings, and how to raise money—all useful topics, but far less important than what kids are being taught.  The exhibit hall was full of parents with misinformation about the Common Core and the tests being used to measure them, but there was not a workshop to be found.  Who was benefitting from the parents’ confusion?

My question is this:  Are the parents missing or are they being pushed out?  Do they even realize that they are often being held at arm’s length?  Could they do more if they were invited in?  Would schools be better if parents had a real voice in more school decisions, if they wielded real power and not just a rubber stamp?

One clear path to increased parent power is for parents to run for local school boards.  As someone who has worked with and trained literally thousands of school board members nationwide, I can honestly say that I think there is no nobler calling.  I continue to be amazed at how smart and perceptive most school boards are when their members are working together to improve schools.  Parents, if you haven’t attended a school board meeting lately—or ever—it is time.  Watch the way the board handles its power.

And when you go, ask the board to discuss its policies on parent involvement.  Look at how parents in your school district are encouraged and expected to engage with teachers and administrators.  Are there structures in place that put any power in the hands of parents and that give parents a real voice in important decisions?  If there are policies that call for real engagement, then you are lucky.  Make sure you take advantage of them—in the best possible way.

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Regina H. Paul is president of Policy Studies in Education (PSE), a nonprofit organization with more than 40 years of experience in working with schools, local and state boards of education, state and federal education agencies, foundations, professional associations, and colleges to improve education.  Ms. Paul is the co-host of NYCollegeChat, a weekly podcast for parents about negotiating the world of college, and the co-author of a new book, How To Find the Right College:  A Workbook for Parents of High School Students.  She blogs regularly at ParentChatwithRegina.org.