Teaching · Special Education

Who saw the file, when, and on what basis.

Log each request and disclosure in a line. The summary applies the FERPA or IDEA rule for the file, shows which entries must be on the record, catches missing purposes and dates a parent’s request to inspect.

Start a logWhat you get
$19one-time · every device you sign in on
Buy · $19

Included with Caveat Classroom and Whole-school licenses. Or get it in the Special Education toolkit, $99 for 100 items.

The access log

One log per student file, under a student code. The example student and entries are made up.

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What you get

Teaching · Special Education$19 · included with Classroom and Whole-school licenses

What you finish with
For each student file, a dated record of every request and disclosure, the entries the law requires, gaps to fix and the due date of a parent’s request to inspect.
Who it is for
Case managers, records custodians, administrators and related service staff who keep or open student files.
Format
Browser log kept for the life of the file. One saved log per student file; printed with the summary or as a blank form; CSV of the entries; export and import a file.
Access
$19 one-time, yours on every device you sign in on; the tool opens once you are signed in with it. Included with Caveat Classroom and Whole-school licenses. Also in the Special Education toolkit ($99) and the Teaching Suite pass ($199), and 1 more bundle. Everything you type stays in this browser; nothing is sent to Caveat.
Where it lives
The Special Education space in Caveat Teaching.
Support
Questions about an order, access or a correction: team@caveatacademic.com.
who saw the file, when and why
Drawn for this page. A short line for every request and disclosure is what lets a school answer a parent who asks who has seen the records.

How to use it

  1. Start a log with the student code and the date you begin it.
  2. Choose which records the log covers.
  3. Add a line each time someone asks for, sees or receives the records.
  4. Record any parent request to inspect.
  5. Print the log and keep it with the file.

Start a log

What the log is for

Two federal rules

FERPA requires a record of each request for and disclosure of personally identifiable information, with the parties and their legitimate interests, but not for disclosures to parents, school officials with a legitimate educational interest, parties with written consent or for directory information. IDEA asks more of special education records: a record of everyone given access other than parents and authorized employees.

Requests to inspect

Parents may inspect and review their child’s education records. FERPA allows up to 45 days to comply. For special education records IDEA adds: without unnecessary delay and before any IEP meeting or due process hearing.

What this is not

A log for the federal requirements in general terms; not legal advice. States and districts may set shorter timelines or require their own forms.

Sources

  1. Family Educational Rights and Privacy Act regulations, 34 CFR 99.10 (right to inspect, 45 days) and 99.32 (record of requests and disclosures).
  2. 34 CFR 99.31(a)(1) and (a)(2) (school officials with a legitimate educational interest; schools where the student seeks or intends to enroll).
  3. Individuals with Disabilities Education Act regulations, 34 CFR 300.613 (access rights), 300.614 (record of access) and 300.623 (safeguards).
  4. U.S. Department of Education, Student Privacy Policy Office, FERPA guidance for schools (studentprivacy.ed.gov).

The example student and entries are made up. This page describes federal requirements in general terms; it is not legal advice. Support: team@caveatacademic.com.