FERPA Annual Notification and Policy
Aldersgate Christian Academy
Last Updated: July 2025

Overview

The Family Educational Rights and Privacy Act (FERPA) is a federal law that protects the privacy of student education records.

FERPA applies to all educational institutions that receive funds under programs administered by the U.S. Department of Education.

At Aldersgate Christian Academy, we believe that honoring privacy is part of honoring others in Christ (Romans 12:10). FERPA grants parents and eligible students certain rights with respect to their education records.

“Eligible Students” are those who are either 18 years of age or enrolled in a postsecondary program. For all other students, these rights belong to the parent or legal guardian.

1. Right to Inspect and Review Education Records

Parents or Eligible Students have the right to inspect and review the student’s education records within 45 days of the day the Academy receives a written request.

To inspect records, a written request should be submitted to the school’s administrator clearly identifying the specific records to be reviewed. The Academy will arrange a time and place for inspection and notify the requester accordingly.

2. Right to Request an Amendment to Education Records

Parents or Eligible Students may request that Aldersgate Christian Academy amend a student’s education record if they believe the record is inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA.

To request an amendment, submit a written request to the principal, clearly identifying the record to be changed and stating the reason for the change.

If the Academy decides not to amend the record as requested, the parent or Eligible Student will be notified in writing of the decision and their right to a formal hearing. Additional information about the hearing process will be provided at that time.

Note: This right does not permit challenges to grades, disciplinary decisions, or other subjective judgments unless they involve a violation of privacy rights.

3. Right to Consent to Disclosure of Personally Identifiable Information (PII)

FERPA requires that the Academy obtain written consent before disclosing PII from a student’s education records, except in specific cases permitted by law.

The Academy may disclose records without prior consent to:

• School officials with legitimate educational interests. A “school official” includes:
  • Employees of Aldersgate Christian Academy (teachers, administrators,
    support staff),
  • Members of the school board or governing board,
  • Volunteers or contractors who perform services for the Academy (e.g., legal counsel, auditors, IT providers), and
  • Parents or students serving in official School capacity.
• A school official has a legitimate educational interest if they need to review a record to fulfill their professional responsibilities.
• Other schools to which a student is transferring or has enrolled;
• Accrediting organizations;
• Health and safety officials in emergencies;
• State and local authorities in compliance with state law;
• Judicial orders or lawfully issued subpoenas;
• Financial aid offices to process aid;
• Parents of Eligible Students if the student is claimed as a dependent for IRS purposes.

4. Right to File a Complaint

Parents or Eligible Students who believe their FERPA rights have been violated can file a written complaint with the U.S. Department of Education:

Student Privacy Policy Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202

Directory Information

FERPA allows schools to identify certain information as “Directory Information” which may be released without prior consent unless the parent or Eligible Student opts out.

Aldersgate Christian Academy considers the following to be directory information:

• Full Name
• Previous Name
• Photograph
• Gender
• Expected Graduation Date
• Student Standing
• Dates of Attendance
• Telephone Listings
• Most Recent School Attended
• Diplomas and Awards Received
• Participation in Officially Recognized Activities

Military Opt-Out: Federal law requires that high schools provide military recruiters, upon request, with student names, addresses, and telephone numbers unless a parent or Eligible Student opts out.

To opt out of the release of Directory Information, please submit a written request to the school office within 20 days of enrollment or the beginning of each school year.

Custody and Access

Both custodial and noncustodial parents are afforded equal rights under FERPA unless a court order or legally binding document provides otherwise. If such documentation exists, it must be submitted to the school office.

For students aged 18 and older, access to education records by parents requires evidence of financial dependency, as defined in Section 152 of the Internal Revenue Code (e.g., latest tax return).

Contact Information

For questions or concerns regarding FERPA and your rights, please contact:

FERPA Compliance Officer
Aldersgate Christian Academy
1810 Young Street, Cincinnati, Ohio 45202
513- 763-6655
academy@aldersgatechristian.com