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Records
Records
The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) is a federal law that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education. Student records are only available to those with authorization from the student or parent, guardian, or responsible person if the student is under 18 years of age. If the student is 18 years of age or older, school records will not be released to a parent, guardian, or responsible person without the student’s written consent and a copy of their ID.
Charlottesville City Schools maintains a confidential educational record for each student who is enrolled in the school division. Schools collect, store and destroy official academic and school-related health information in accordance with the Family Educational Rights and Privacy Act (FERPA) and Guidelines for the Management of the Student’s Scholastic Record in Virginia Public Schools. The content of a scholastic record is limited to data needed by the school to assist the student in his/her personal, social, educational, and vocational development, and there are restrictions regarding access to the information.
Charlottesville City Schools’ Policy on Student Records (Policy JO) outlines what information is collected for student records and how that information is managed within the school system. View the policy or click on the topics below to learn more.
Families and students 18 and older have federally protected rights with respect to education records. To learn more about these FERPA rights, see this guide for parents and students.
Questions? Contact your principal or the Director of Student Services at (434) 245-2405.
Short-Term Retention Requirements
Charlottesville City Schools (CCS) follows the guidelines provided by the Library of Virginia’s Records and Retention Disposition Schedule.
Effective July 1, 2024 special education records must be retained for 7 years for students with a disability who have graduated from, aged out of, or otherwise left any public elementary or secondary school in the Commonwealth of Virginia. After seven level years, these records are destroyed in compliance with the Library of Virginia policy. If you believe any of these records may be needed in the future, we highly recommend obtaining copies before they are destroyed.
Long-Term Retention Requirements
Once the short-term retention period has expired, federal and state laws require the school district to maintain a student’s permanent educational record for 75 years. The Library of Virginia’s long-term retention requirements for student educational records are included in CCS academic profiles, immunizations, and transcripts. Special education and discipline records are not retained for the long-term retention period.
Record Requests
Student Record Requests
Charlottesville City Schools offers a secure and convenient process for requesting student records through K12 District Transfer. Click the button below to access this Online Student Records Request Form. Upon submission of the request, you will receive a confirmation that the request is being processed.
Transcript Requests
All current and former Charlottesville High School students can request transcripts via Parchment. Click the button below to access our Parchment page.
Current High School Students: Transcript requests for college or work applications, please navigate to the following link to process. There is no fee for currently enrolled seniors for transcript orders. Official transcripts will be sent electronically to participating institutions as requested by the student.
Former High School Students: Former students requesting a high school transcript may do so for a fee. Login or register at Parchment and complete the required steps.
For questions or how-to’s, please see Parchment Transcript Support.
Other Records Requests
Requests for copies of records, other than transcripts, should be directed to the last school attended if it is within the seven-year records retention period. Please note that high school diplomas are not retained in a student’s permanent record.
Enrollment Verifications
Please request all Education Verifications by fax at 434-245-2609. All requests must include a signed consent form to be processed. For additional questions, please contact the Counseling Office Assistant at 434-245-2700.
Families and students 18 and older have federally protected rights with respect to education records. To learn more about these FERPA rights, see this guide for students and parents.
Promotion & Retention
A set of multiple criteria will be used for determining the promotion or retention of students. Any decision to retain a student will be made by the principal and teachers in consultation with parents/guardians. For any student in grades K-8, the decision for promotion or retention will be based on acquisition of skills and knowledge, as well as other evidence of growth determined by teachers and principal. For students at CHS, promotion to grades 10, 11, or 12 will be based on a specified number of credits earned.
CCS will offer a remediation program for any student who needs additional assistance in academic content or as a result of Virginia assessment scores. Each school offers a remediation program. Eligibility and procedures for participation are available at the school.
See also the Promotion and Retention Policy (Policy IKEC) and SOL Remediation Recovery Program (Policy IKG).
Questions?
- Contact your principal
- Or contact the Chief Academic Officer at (434) 245-2400.