School Records Request Letter - Template, Sample Form Pro · US-law

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Telephone: ________
Email: ________

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Attention: ________
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Re: Request for Inspection and Copies of Education Records Pursuant to the Family Educational Rights and Privacy Act (FERPA) — Student: ________

Dear Sir or Madam:

§ 1. Identity of Requesting Party. I, ________, submit this letter in my capacity as ________ (e.g., the eligible student, or the parent/legal guardian of a student under eighteen (18) years of age). The student to whom this request relates is ________, date of birth ________, student identification number ________, who attended or is attending the above-named institution.

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§ 3. Records Requested. I hereby request to inspect, review, and receive copies of all education records maintained by your institution that relate to the above-named student for the period from ________ through ________, including but not limited to:

1. academic transcripts, grade reports, and report cards;
2. attendance records;
3. standardized test scores and assessment results;
4. disciplinary records;
5. health and immunization records maintained in the education file;
6. any individualized education program (IEP), Section 504 plan, or related special-education documentation, if applicable;
7. correspondence, evaluations, and any other documents contained in the student's education file: ________.

§ 4. Timing of Response. In accordance with 34 C.F.R. § 99.10(b), I respectfully request that the institution comply with this request within forty-five (45) days of its receipt, and in no event later than any shorter period required by applicable state law.

§ 5. Form of Production. Please provide the requested records in the following format: ________ (e.g., paper copies, electronic copies, or in-person inspection). If you are unable to provide copies, please advise me of a date and time at which I may inspect the records at your offices, as permitted under 34 C.F.R. § 99.10(c).

§ 6. Fees. I understand that, pursuant to 34 C.F.R. § 99.11, the institution may charge a reasonable fee for copies of records, provided that such fee does not effectively prevent the exercise of the right to inspect and review the records. If the cost of copying and delivering the requested records will exceed ________, please provide a written estimate or billing statement before incurring the charge.

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§ 8. Delivery and Contact. Please send the requested records to the address listed above, or to the following alternate address if different: ________. Should you have any questions, require verification of my identity, or need additional information to process this request, please contact me using the information provided above.

Thank you for your prompt attention to this matter.

Sincerely,

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Date: ________