TR ANSCR IPTS OF PER MANEN T R ECORD S FOR SFU SD

TRANSCRIPT OFFICE
SAN FRANCISCO UNIFIED SCHOOL DISTRICT
727 GOLDEN GATE AVENUE, BUNGALOW 1
SAN FRANCISCO, CA 94102
(415) 241-3030

TRANSCRIPT RETRIEVAL INFORMATION

The information on high school and middle school transcripts is confidential and protected by
federal law. For this reason we must have your permission in writing with your signature to
release your records.

You may come in person and fill out a form or mail a letter to us:

TRANSCRIPT OFFICE
San Francisco Unified School District
727 Golden Gate Avenue, Bungalow 1
San Francisco, CA 94102

Hours of operation:

Monday through Friday

8:00 A.M. -- 4:30 P.M.

When writing a letter, you must include:

• your name and the name you used in school

• your birthdate

• the school(s) you attended

• the year you left that school

• where to send the record

• a $5.00 fee for each copy requested (We will accept checks made out to SFUSD, money
orders or cash.)
(there is no charge for current SFUSD students, students currently enrolled in a
secondary school outside of SFUSD, or out of school minors who are otherwise eligible
for enrollment in a secondary school.)
 SFUSD SAN FRANCISCO UNIFIED SCHOOL DISTRICT
TRANSCRIPT OFFICE
727 Golden Gate Avenue, Bungalow 1
San Francisco, CA 94102
(415) 241-3030

R E Q U E S T F O R S T U D E N T T R A N S C R I P T S

All information must be provided

I hereby authorize release of my scholastic record:

1. Date:_______________
2. Name: _______________________________________________________ 3. Male Female
Last First Middle
4. Name as Enrolled: __________________________________________________________________
Last First Middle
5. Last SFUSD School Attended ________________________________________ Last Year Attended _______

6. Current Address: 7. Date of Birth ___________

_______________________________________________ Phone _______________

street
_______________________________________________
city state zip

Number of copies required _____ $5.00 for each copy

I wish to take my records with me.

I will pick them up on __________________

Please mail to:

________________________________________ _______________________________________
Name/ Place Name/ Place

________________________________________ _______________________________________
Address Address

________________________________________ _______________________________________
City State Zip City State Zip

8 Identification

AUTHORIZED SIGNATURE

OFFICE USE ONLY

No. copies made Date Clerk Charges: $
 P R I V A C Y O F S T U D E N T R E C O R D S

Student education records are official and confidential documents protected by one of the nation's strongest
privacy protection laws, the Family Educational Rights and Privacy Act (FERPA) enacted by Congress in 1974.
Also known as the Buckley Amendment, it defines the policy of the U.S. Department of Education to protect the
privacy of individuals to the fullest extent possible while nonetheless permitting the exchange of records
required to fulfill the administrative responsibilities of maintaining records on students by educational agencies.
FERPA gives parents and students in postsecondary schools the right to review and confirm the accuracy of all
educational records including postsecondary records. Since its inception FERPA has continually tested, refined
and clarified its definitions of privacy and access.
FERPA's legal statute citation can be found in the U.S. Code (20 USC 1232g), which incorporates all
amendments. FERPA regulations are found in the Federal Register (34CFR PART99). FERPA's 1994
amendments are found in Public Law (PL) 103-382.

PRIVACY
FERPA applies to public schools and state or local education agencies that receive funds from the U. S.
Department of Education, and it protects both paper, microfilmed and computerized records. In addition to the
Federal laws that restrict disclosure of information from student records, most state also have privacy protection
laws. State laws can reinforce and supplement FERPA, but compliance with FERPA is necessary if schools are
to be eligible to receive Federal education funds.

NOTIFICATION
FERPA requires schools and local education agencies to have written and accessible policies regarding privacy
and access of student records. These policies must explain procedures to access and review records as well as
restrict records and define "directory information" which is information that may be made public. They must
also explain procedures for correcting records.

ACCESS
FERPA gives the parent or legal guardian equal access to student records. This includes parents who are
divorced, unless there has been a court order revoking these rights. Whenever a pupil has attained the age of 18
years or is attending an institution of postsecondary education, the permission of the parent shall be accorded to
the pupil. At this time a parent will only have access if the pupil has granted them written permission or the
pupil is still considered a dependent as defined in Section 152 of the Internal Revenue Code of 1954.
Education agencies and schools can release information from student's education records, but only under the
limited conditions specified by law and stated in their student record policy. The policy must explain why, how,
and with whom information can be shared. The same rules apply to records maintained by any agencies
receiving federal education funds or acting on behalf of schools, such as state and local agencies, intermediate
administrative units' researchers, psychologists, or medical practitioners who work for the schools.
Two groups have access to education records: teachers and other school professionals who work with students,
and schools to which students apply for entrance. In addition, information from student records may be
disclosed to agencies for specified studies, legal audits, or in response to judicial actions. A school district is
required, however, to have a policy that specifies the categories of officials, agencies, and the activities
conducted by those to whom records may be released. Policies that explain disclosure rules must also be readily
accessible for review by parents.
In emergencies, schools can make information from student records available to appropriate officials providing
the information is needed to protect the health or safety of the student or others. A 1994 ruling states that
disciplinary actions taken against students may be shared, without parents' consent, with officials in other
education institutions.
Schools may release records in compliance with judicial orders and subpoenas without notifying parents.
Subpoenas which are not issued by the court will require notification in order to give parents an opportunity to
block the subpoena. Probation officers are not considered arms of the court unless specified by county statutes.

DEFINITION OF EDUCATIONAL RECORDS

Any information recorded, collected and maintained that is directly related to an identifiable student is defined
as a student record:
• Directory information is a part of the record that may be made public and is defined by the policy of
individual school systems. It typically contains: name, date of birth, address, phone number, major field of
study, dates of attendance, degrees and awards, and other information which may be found in a yearbook,
etc.;
• Names of parent/guardian, place of birth, emergencies contacts and phone numbers;
• Personal information such as student's identification code, social security number, picture, or list of personal
characteristics that would make it easy to identify or locate a student.
• Grades, test scores, courses taken, academic specialization activities, and official letters regarding student's
status in school.
• Documentation of attendance, schools attended, awards conferred, and degrees earned;
• Special education records;
• Medical and health records that the school collects and maintains;
• Disciplinary records.
Each year, schools must give parents the opportunity to review directory information before it is released. When
notice is given, parents may ask to designate all or part of the information they do not wish to be public. For
administrative purposes there should be a "window of opportunity" provided every year.

THE RIGHT TO REVIEW AND APPEAL

If, upon review, parents find an education record is inaccurate or misleading, they may request changes or
corrections and schools and education agencies must respond promptly to these requests. Requests should be
made in writing according to local policies. Within 180 days, the school or agency must decide if the request to
change the record is consistent with its own assessment of the accuracy of the record. If the parents' request is
denied, he or she must be offered the opportunity for a hearing. If parents' disagreement with the record
continues after the hearing, they may insert an explanation of their objection in the record. (Personal notes made
by school personnel that they do not share with others and records created and maintained by school or district's
law enforcement units for their own records are not considered education records and are not open for review.)
While parents have a right of review, schools are not required by Federal law to make copies of information,
unless making copies would be the only way of providing parents access. Schools may charge a reasonable fee
not to exceed the actual cost of furnishing copies provided and that no charge be made for the search or retrieval
of the record. Total charges should not exceed $25.00.
In 1994 provisions were added giving parents the right to review the education records of their children
maintained by state agencies. Any agency or institution that inappropriately releases private information will
not be allowed to have access to education records for five years.

EDUCATION STUDIES AND RESEARCH

There are cases when schools or school systems decide it is in the public interest to participate in program
evaluations or research studies. If student records are to be released to agencies or researchers, the school or
education agency must seek and confirm prior parental consent. The signed and dated, written consent must:
• Specify the records that will be released;
• State the reason for releasing the records;
• Identify the groups or individuals who will receive the records.
In such cases, education agencies must inform those receiving records, in writing, about restrictions in the
release of information. Users must then account for any further releases of student information, indicating who
receives the information and for what purpose. Information about each request for records access and each
release of information must be maintained until the school or agency destroys the education record.
Information can be supplied without first getting parents' consent under a limited number of conditions.
Parent consent to participate in studies is not required when the records will be released in connection with
Federal, state, and local audits or in compliance with laws or legal reviews; financial aid requests or
reviews; state agency requests for information in compliance with education laws and regulations; or
authorized studies conducted on behalf of schools or education agencies. Release is not required on test
protocol and other studies as long as the student's name is not connected to the data.

Information Sources:
FERPA legislation Compiled by Far West Laboratories and
Internal Revenue Code San Francisco Unified School District Registrar 6/96
TRANSCRIPT OFFICE
(at the John Swett Campus, where Civic Center Secondary School is located)
727 Golden Gate Avenue, Bungalow 1
San Francisco, CA 94102
(415) 241-3030

Bungalow 1 is located to the right of the main building at 727 Golden Gate (when facing the building from the
sidewalk). Two hours restricted and metered parking are available in the neighborhood. Please be sure to
check the posted street parking signs for possible tow- away zones during the morning or afternoon rush
hours.