Records Management

Family Educational Rights and Privacy Act (FERPA)

The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) is a Federal law that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education. Student records are only available to those with authorization from the student or parent, guardian, or responsible person if the student is under 18 years of age. If the student is 18 years of age or older, school records will not be released to a parent, guardian, or responsible person without the student’s written consent and a copy of their ID.

Records Management

Elda Dobson
Phone:  757-494-8078
Email Elda Dobson

Records Management Specialist

Student Records

Short-Term Retention Requirements

Chesapeake Public Schools (CPS) follows the guidelines provided in the Library of Virginia’s Records and Retention Disposition Schedule – General Schedule No. 21 – Public School regarding student educational records retention and disposition. Educational records of students who have permanently withdrawn or graduated from a Chesapeake Public School are retained at the last school attended for the short-term retention requirement of five years. Please note that student special education records are only retained for the five-year retention requirement after a student has permanently withdrawn or graduated from CPS. Special education record contents may include: Individualized Education Program (IEP), psychological assessments, evaluations, eligibility review meeting notes, and any other documents related to the eligibility review process for special education services.

Long-Term Retention Requirements

Once the short-term, five-year retention requirement has expired, federal and state laws require the school district to maintain a student’s permanent educational record for 75 years. The Library of Virginia’s long-term retention requirements for student educational records are included in CPS academic profiles, immunizations, and transcripts. Special education and discipline records are not retained for long-term retention.

Graphic with a megaphone to represent a "notice"

Notice: Student Records Destruction

In accordance with the records retention schedules provided by the Library of Virginia pursuant to Virginia Code § 42.1-85, Chesapeake Public Schools will commence with the destruction of students records who graduated or permanently withdrew during the 2018-2019 school year. These records may include special education and health information not required for long-term retention. Copies of student records may be requested by contacting the last school attended before June 1, 2024. This allows time for the school to process the request before the scheduled destruction date of July 1, 2024.

Record Requests

Student record requests, including transcripts, should be placed through Parchment.com. All requests are processed within ten (10) business days once the order has been received and in the order of receipt.