Advancement · School Operations

Every request answered,
every disclosure on the record.

Walk through one office at a time: the notices families get, who can see what, how records are handled and which apps hold student data. Log every records request, and the checklist counts the days against FERPA’s 45-day limit and flags disclosures that need a record.

Start a reviewWhat you get
$5one-time · every device you sign in on
Buy · $5

Included with Caveat Classroom and Whole-school licenses. Or get it in the School operations toolkit, $49 for 32 items.

Reviews

The worked example is made up: a counseling office with a parent’s request at day 40, opt-outs not flagged and an app without a data agreement, and a front office review from September. Records save on this device only and use student codes.

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What you get

Advancement · School Operations$5 · included with Classroom and Whole-school licenses

What you finish with
A record per review with school, area, date and reviewer; six notice and access checks, six handling checks and two online tool checks; a records request log with student code, requester and dates; days per request against the 45-day limit; flags for requests past or near 45 days, open outside requests and checks not yet done.
Who it is for
Principals and assistant principals, records custodians, counseling and special education coordinators, school nurses and front office staff.
Format
Browser checklist with a saved record per review. Prints a review for the compliance file, every review as a table or a blank checklist; downloads a spreadsheet (.csv); exports and imports a file.
Access
$5 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 School operations toolkit ($49) and the Advancement Suite pass ($99), and 1 more bundle. Everything you type stays in this browser; nothing is sent to Caveat.
Where it lives
The School Operations space in Caveat Advancement.
Support
Questions about access, an order or a correction: team@caveatacademic.com.

How to use it

  1. Pick one office or program and walk through it with the person who runs it.
  2. Mark each check; fix what you can on the spot.
  3. Log every open records request with the date it came in.
  4. Answer parent requests well inside 45 days; record any disclosure made without consent.
  5. Repeat for the next office, and review again each year.

Start a review

Who can see what

Who can see a student’s recordsParents and eligible studentsMay see the records; school answers within 45 daysSchool officialsWith a legitimate educational interest, as the annual noticedefinesDirectory informationMay be released unless the family opted outEveryone elseWritten consent, or a listed exception (such as another schoolthe student is enrolling in, a court order, a health or safetyemergency), recordedWho can see a student’s recordsParents and eligible studentsMay see the records; school answerswithin 45 daysSchool officialsWith a legitimate educationalinterest, as the annual noticedefinesDirectory informationMay be released unless the familyopted outEveryone elseWritten consent, or a listedexception (such as another schoolthe student is enrolling in, a courtorder, a health or safetyemergency), recorded
A summary of the federal rule. State law and district policy often add more protection.

Two numbers to remember

FERPA gives parents, and students once they turn 18 or enter college, the right to see education records within 45 days of asking. Most disclosures without consent, other than to school officials, the parent or eligible student and for directory information, must be recorded in the student’s file with who asked and why. Both are easy to miss in a busy office and easy to fix with a log.

Health and special education records

In most K to 12 schools, records kept by the school nurse are education records covered by FERPA rather than HIPAA. Special education records are also covered by IDEA’s confidentiality rules, which add their own access log. Treat both with the same care as any other record.

Sources

  1. Family Educational Rights and Privacy Act, 34 CFR 99.10 (access within 45 days), 99.31 (exceptions to consent), 99.32 (record of disclosures), 99.37 (directory information).
  2. U.S. Department of Education, Student Privacy Policy Office. Model annual notification and guidance (studentprivacy.ed.gov).
  3. U.S. Departments of Health and Human Services and Education. Joint Guidance on the Application of FERPA and HIPAA to Student Health Records.
  4. Individuals with Disabilities Education Act, 34 CFR 300.610 to 300.627: confidentiality of information, including the access record.

The worked example is made up. State law and district policy may add requirements; follow them. This is not legal advice. Nothing you type is sent to Caveat. Support: team@caveatacademic.com.