Student Records

"Education records" are records that are directly related to a student and that are maintained by an educational agency. Education records may also be referred to as ‘student records’, ‘cumulative records’, and ‘scholastic records’ in various local, state, and federal regulations. In most cases, the terms can be used interchangeably.

Education records may include but are not limited to grades, transcripts, class lists, student course schedules, health records (at the K-12 level), and student discipline files. The information may be recorded in any way, including, but not limited to, handwriting, print, computer media, videotape, audiotape, film, microfilm, microfiche, and e-mail.

General email communications are transient in nature and are not maintained by KGCS as an education record. Except where otherwise required by law, emails are not regarded as part of a student’s scholastic record.

KGCS maintains and destroys education records in accordance with the Library of Virginia Retention and Disposition General Schedule No. 21 (Schedule 21), which is mandated by the Code of Virginia as part of the Virginia Public Records Act Virginia Code § 42.1-76.

Records must be destroyed or discarded in a timely manner, typically within 6 months of the end of the retention period. After the retention and destruction period, records will no longer be available and will be destroyed as required by Schedule 21.

All education records are reviewed annually for compliance with retention and destruction schedules. Education records are also reviewed when a student separates (withdraws, graduates, transfers) from KGCS or changes school levels within KGCS. During these reviews, documents are removed and destroyed in accordance with the record retention schedules.

Some education records are maintained for longer periods of time under “Short-Term Records” or “Long Term Records”.

Student Records: Long Term and Short Term

Short Term Records
Long Term Records

Short Term Records

In general, the following student records are called “short-term records” and are retained for five to seven (5-7) years from the time the student separated from KGCS. Not all students will have all records. After the five to seven (5-7) year retention period ends, short-term records are confidentially destroyed.

State required standardized tests scores
Cumulative Health Record (includes physical examination and immunization records)
Registration and Enrollment forms
Driver education program certificate of completion (DEC-1)
Permission forms for release of student information
Special Education records (assessment and placement of special needs students)

Long Term Records

In general, the following records are called “long-term records” and are maintained for 75 years from the time the student separated from KGCS. Not all students will have all records. After the 75-year retention period ends, long-term records are confidentially destroyed.

Final transcript (includes record of attendance, schools attended, credits earned, diploma type or reason for withdrawal)
Immunization record
Court documents reflecting a legal name change
Final opt-out of Directory Information
Access and Disclosure Log

If you wish to retain copies of education records, including but not limited to medical and health records, discipline records, Section 504 Plans, and IEPs and related documentation for determining eligibility under IDEA, you are encouraged to keep a copy at the time of submission to or receipt from the school.

Access to Student Records

Currently Enrolled Students: Parents of currently enrolled students have the right to access and review their child’s education record by contacting their child’s school to schedule an appointment for review. Schools must schedule this appointment within 45 days from the date of the request.

Former Students: Parents of former students (if the student is still under the age of 18), former students who are over the age of 18, and certain third-parties with consent of the former student, may order a copy of their education record by visiting Parchment.com. See below for more information

Ordering Records through Parchment

Alumni and Former Students

Former students must create their own Parchment account to request copies of their own records. Not all students will have all records, and fees vary based on the type of record requested and chosen delivery format. Available records may include:

Transcripts
Replacement Diplomas
Immunizations
Special Education Record
Discipline Record
Attendance Record
Home Instruction Record
Complete Cumulative Record

Third Party Requests

Current Students

Contact Information

Current students should contact their school registrar for records requests.

Mary Fisher
Supervisor of Student and Family Services
📞 540-775-8614
📧mfisher@kgcs.k12.va.us

Tammy Groves
Secretary, Student and Family Services
📞 540-775-8664
📧tgroves@kgcs.k12.va.us

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