Parents’ and Eligible Student's Annual Notice
of Rights Relevant to Student Records

It is the desire of the Shenandoah Valley Juvenile Center that you, as the student's parent, have a clear understanding of the content of your child's record, how the record is being handled, and your rights with regard to the record.  Clay Chandler (540-213-0241) is available to assist you in understanding this notice, and will answer any questions you might have.  Upon your child’s discharge from this facility, an Educational Transfer Summary will be forwarded to you and your child’s home school. 

The content of the student record is limited to data needed by the school to assist in the student's personal, social, educational, vocational development, and post-high school placement.  The following information will be maintained as a part of the education record.                                                                                                          

  1. Name and address of student and parent or guardian;

  2. Date of birth;

  3. Scholastic work completed and level of achievement (grades, grade point average, standardized achievement test scores);

  4. Attendance data;

  5. Special aptitudes and interests including scores on standardized group ability, aptitude, and interest instruments;

  6. School and community activities and work experience (employment evaluation for students in cooperative vocational programs);

  7. Record of employment counseling and placement;

  8. Health and physical fitness data, including immunization record, preschool physical examination report, and school physical examination report;

  9. Type of diploma;

  10. State testing identifier number (STI#).

All educational records maintained by Shenandoah Valley Juvenile Center are considered confidential records. Educational Records are housed within the education department. The confidential data contained could consist of the following:

  1. Social history;

  2. Legal, psychological and medical reports;

  3. Records of sensitive mental or physical problems;

  4. Verified reports of serious or recurrent behavior patterns;

  5. Required reports of evaluation for special education placement, to include educational, physiological, psychological, sociological assessments and other assessments;

  6. Reports from juvenile court, social welfare, and other agencies;

  7. Case studies;

  8. Vocational assessment data;

  9. Individualized Education Program;

  10. Permission form for testing, placement, and release of information;

  11. Confidential interviews and/or recommendations;

  12. Records of referral;

  13. Summary of minutes of eligibility findings for special education students;

  14. Report of appeals

J. Clay Chandler is responsible for the collection of information; the recording; maintenance; security of data; access; and control of dissemination of information from the records as described in the Administrative Manual for Teachers of Regional and Local Detention Homes.  Information other than directory information may be purged after five years according to Management of Student's Scholastic Record in the Public Schools of Virginia, May 2004.

When a request for access to records is made, the granting of such a request is made immediately, if practical, but in any case no more than five administrative days after the date of the request.

Information from the student's record may be disclosed to the following individuals:

  1. Professional personnel within the Detention Home, local education agency, and the State Department of Education who have a professionally justified reason for such access and legitimate educational interests in the student.

  2. The student who is the subject of the record who is under the age of 18, provided written consent of the parent or legal guardian has been obtained.

  3. Upon request to an official of a school or post-secondary institution in which the student intends to enroll.

  4. The parents or legal guardian of the student, until the student becomes 18 years of age, is an emancipated minor, or is attending an institution of post-secondary education.

  5. Adult clerical personnel charged with the responsibility of record maintenance.

  6. Appropriate persons in connection with a student's application for financial aid. (cumulative record data only).

  7. An employee or official of the state or local health department shall have access to the preschool physical examination report, the immunization record, and the school entrance health examination form.

  8. An authorized representative of the Comptroller General of the United States; the Secretary of the Department of Education; the local division superintendent; and state educational authorities needing information in connection with the audit and evaluation of state and federally supported programs or the enforcement of federal legal requirements related to such programs.

  9. Access and/or release of data to other persons or agencies will be allowed only as prescribed by federal or state law or by parental permission, and in all cases, a record of such access will be maintained as part of the student's file showing the signature of each person who has had access to the record, the date of access, his specific legitimate interest in seeking such access, and the signature of the principal or his designee. This form will be available to the parents, the student, and school officials responsible for record maintenance.

No fee is charged for a copy of the Individualized Education Program; nor will the Shenandoah Valley Juvenile Center charge a fee for copies of educational records to which a parent or student is legally entitled.  

Parents or their appointed representative(s) have the right to an explanation and/or interpretation of their student's scholastic record by an appropriate representative of the Shenandoah Valley Juvenile Center Education Program.   

Parents or their appointed representative(s) have the right to inspect, review and/or copy, or be provided copies of, the contents of their child's record in an expeditious manner.  They have the right to ensure that the records are not inaccurate, misleading, or otherwise in violation of the privacy or other rights of the child.  In addition, the parent or eligible student has the right to a hearing to provide an opportunity for the correction or deletion of information found to be inaccurate, misleading, or inappropriate and to file with the United States Department of Education a complaint concerning an alleged failure by the school board to comply with Title 20, United States Code, Section 1232g. 

Personally identifiable information in a student's scholastic record such as Directory Information will not be released by the Shenandoah Valley Juvenile Center.  

A copy of the Detention Home Education Program policy on the management of student records may be obtained upon request from the teacher. 

The Shenandoah Valley Juvenile Center shall expunge student's scholastic records in accordance with the requirements outlined in the Management of the Student's Scholastic Record in the Public Schools of Virginia, May 2004.

The data in the individual student's official school record and the legal and ethical maintenance and use of such data is a matter of concern to this facility.  The facility has a responsibility to protect the rights and privacy of the student and his/her parents and will adhere strictly to legal statutes designed to safeguard information in your child's record. 

If you have questions please contact J. Clay Chandler at Shenandoah Valley Juvenile Center (540) 213-0241.