Cumulative Records:

A cumulative record is kept for each student enrolled in school. The folder contains health records, an attendance record, and a scholarship record. This folder is kept curent and accompanies the student throughout his/her school career. The name used on the cumulative record must be the same as that shown on the birth certificate, unless evidence is presented that such name has been legally changed. Student records are kept confidental and are subject to the Family Educational Right to Privacy Acts. Only authorized school officals may have access to student information for legitimate educational purposes without the consent of the parent/guardian (or student if age 18).

Inspection of Student Records:

Parents and eligible(Eighteen-year-old) students may inspect and review the education record upon written request to the records custodian. The records custodian will contact the same to discuss how access will best be arranged as promptly and practable as possible. This inspection procedure must be completed within 45 days from the receipt of the request. A reasonable fee for copies provided will be determined.

Directory Information:

Information relating to a student includes the following: name, address, telephone listing, date and place of birth, major field of study, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, degrees and awards received and the most recent or previous educational agency or institution attended by the student.

Parents of students or eligibel students have two weeks after notification to advise the school system in writing of items they designate not to be used as directory information. The records custodian will mark the appropriate student records for which directory information is to be limited, and thus, designation will remain in effect until it is modified by the written direction of the student’s parent(s) or the eligible student. Student directory information for 11th and 12th graders shall be made available upon request to persons or groups which make students aware of occupational and educational options.

Privacy Rights:

The student's parent(s) or the eligible student has the right to:

• inspect and review the student's education records
• seek correction of items in the record which are believed to be inaccurate, misleading, or in violation of the student's rights
• file a complaint with the appropriate state or federal officials when the school system violates laws and regulations relative to student records
• obtain a copy of the educational records exercise control over other people's access to the records, except when prior written consent is given, or under circumstances as provided by law or regulations, or where the school system has designated certain information as directory information.

Transcript Requests:

Eighteen-year-old students (or eligible students who have graduated) may request transcripts for employment purposes or for admission purposes to a post- secondary school.

Transcript requests must contain (1) Student name, (2) Date of Birth, (3) Social Security Number, (4) Date of last atttendance/graduation, and (5) last school attended in Robertson County.

Transcript request should be sent to :

Donna Fryer, Records Clerk
Robertson County Schools
Post Office Box 130
Springfield, TN 3717

Download the Transcript Request form.