New York State School Boards Association

List of Required Notifications

Required Notifications for Districts to Send to Parents/Guardians
Current as of August 22, 2014

Asbestos notice. Written notice must be provided annually to parents, teachers and employee organizations of the availability of asbestos management plans, and any current or planned asbestos inspections, response actions and post-response actions.

Access to student records. Under the Family Educational Rights and Privacy Act (FERPA), parents and students over 18 years of age must be notified of their rights to inspect and review their child’s education records or to request the amendment of records believed to be inaccurate or misleading. They must also be advised that student records are private unless the parent or student older than 18 consents to disclosure of personally identifiable information. (FERPA authorizes disclosure of personal information without consent in limited circumstances.)

Annual Professional Performance Review of Teachers and Principals. Under New York Education Law §3012-c districts must notify parents that they have the right to access the composite APPR score for their child’s teacher and/or principal. Districts can conspicuously post this notification in its buildings, on its website and/or distribute it as part of an existing informational document that is provided to parents/guardians.

Attendance. A plain-language summary of the district’s attendance policy must be sent to parents at the beginning of the school year.

Code of conduct. An age appropriate plain-language summary of the code of conduct must be provided to all parents. This summary along with a copy of the complete code must be made available upon request.

Child nutritional programs. If a district participates in and receives aid for free- or reduced-price lunch, breakfast or milk programs, then it must distribute information regarding the qualifications and participation in such programs to parents/guardians at the beginning of the year.

Disclosure to the military. Districts must notify parents of high school students of their right, and the right of their child to request that the district not release the child’s name, address and telephone number to military recruiters without prior written consent.

Health Information Privacy. Under the Health Insurance Portability and Accountability Act (HIPPA) some districts or schools may be a “covered entity.” (This is often because the school has a health clinic.) If a district or school (or person within that school, i.e. the school nurse) is included in the “covered entity” category, then the district must provide notice of its privacy practices with regard to protected health information.

Notification of Homeless Students Policy. As required by No Child Left Behind (NCLB), all districts have responsibilities to homeless students in the district. In order to serve these students, each district must appoint a liaison for homeless children that are currently residing within a district. The liaison must first identify these students and to aid in doing so, post notifications regarding educational services and contact information at places where the parents of homeless students will see it. These locations can include, but are not limited to homeless shelters, medical clinics, post offices and local Social Service offices.

Notice of Non-discrimination under Title VI, Title IX, Section 504, Age Discrimination Act and Title II of the Americans with Disabilities Act, as well as New York’s Dignity for All Students Act. School districts must distribute to both families of students and employees the name and contact information of the district’s compliance coordinator.

This should be accompanied by a notice that the district does not discriminate basis of basis of race, color, national origin, creed, religion, marital status, sex, age, sexual orientation, disability or predisposing genetic characteristic.

The notice, based on the Dignity Act, is more expansive for students. It should include the following items: actual or perceived race, color, weight, national origin, ethnic group, religion, religious practice, disability, sex; sexual orientation, or gender (including gender identity and expression).

The district should also specify the grievance procedure to be followed if there has been a violation of the policy.

Parents’ Bill of Rights regarding Student Data Privacy and Security. The Common Core Implementation Act requires that districts protect student personally identifiable information (PII) when utilizing third-party contractors. Districts are required to notify parents of this and what their rights are pertaining to Student Data Privacy. This “Parents’ Bill of Rights” is required to be posted annually on the district’s website and also published.

Pesticide application notice. Written notice must be provided to all students, parents/guardians and staff at the beginning of the year that pesticide applications may take place during the school year and offering an opportunity to register to receive a written notice at least 48 hours prior to such application. This notice must also give the name of the school representative to contact for further information. Promotion and Placement. The recently enacted Common Core Implementation Act included provisions requiring districts to notify parents of its policy on promotion and how its policy was developed. This notification can be posted on its website and/or distribute it as part of an existing informational document that is provided to parents/guardians.

Student information (directory information). Also under FERPA, districts must provide notice to parents of the types of student information that it releases publicly without prior consent (e.g., name, ID number, address, telephone number, date and place of birth, major course of study, participation in school activities or sports, weight and height if a member of an athletic team, dates of attendance, degrees and awards received, most recent school attended, grade level, photograph, e-mail address, and enrollment status) and offer the chance to object in writing to the release of such information. This notice on student information (also known as directory information) may be combined with the FERPA notice on access to student records cited above.

Student privacy (Protection of Pupil Rights Amendment). Districts must notify parents of their student privacy policy and offer an opportunity for parents to opt out (remove) their child from participating in the following activities:

  1. Activities involving the collection, disclosure, or use of personal information collected from students for the purpose of marketing or for selling that information, or otherwise providing that information to others for that purpose. This includes all third party vendors.
  2. The administration of any survey containing one or more of the specified eight items of information pursuant to the Protection of Pupil Rights Amendment (PPRA).
  3. Any non-emergency, invasive physical examination or screening that is required as a condition of attendance, administered by the school, and scheduled by the school in advance, and is not necessary to protect the immediate health and safety of the student or other students. This law does not apply to any physical examination or screening that is permitted or required by State law, including such examinations or screenings permitted without parental notification.

Teacher Qualification Requests. Pursuant to the federal No Child Left Behind Act, parents and guardians must be notified of their right to request and receive information about the professional qualifications of their children’s classroom teachers.

Additionally, there are some notifications required by No Child Left Behind that are only required under special circumstances. Your district does not need to send these out unless it meets certain requirements.

  • Child Taught by Teacher Who Is Not Highly Qualified
  • Notification of Parental Involvement Policies
  • Notification of Student Placement in a Language Instruction Program (ESL or Bilingual)
  • Persistently Dangerous Schools.
  • Unsafe School Transfer Choice.

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