Instructions
You can use this letter when you need to get copies of your child’s school records. Submit the letter to the District’s Administration and the School Principal. Make sure to keep proof of the letter’s delivery. You can:
- Email the letter and ask them to confirm receipt by emailing you back
- Deliver the letter in person and ask that your letter be date stamped, initialed, and a copy of it given to you before you leave the office
Note: There are two places records are kept—in the regular (cumulative) file at the school site, and, if your child has an IEP/receives special education services or has been evaluated to see if they qualify for services, in a special education file.
A written letter requesting records triggers an important timeline under the Family Educational Rights and Privacy Act (FERPA). In California, from the time the school district receives your letter, the school district has five business days to provide access to, or copies of records. This includes the summer, but it may be hard to find staff available to help, so be sure to follow up if there is any delay.
Schools may charge a reasonable fee for records, but they are not required to. If paying for records will be difficult for you, use the suggested language in the sample letter.
For students in public school, the current school should have records from all previous schools. If these are not included, follow up to request them. Records follow a student from school to school until they exit the public school system.
Students 18 or older must request their own school records unless they are conserved. Colleges and universities do not send records to another institution without the student’s written request and authorization, and may charge a fee to do so.
If a student is in college, even if they are under 18, only they can request their school records from the college or have them sent to another institution.
Sample Letter
[Date]
From:
[Your Name]
[Your Email]
[Your Telephone Number]
To:
[Name of the Director of Special Education]
[Email for the Director of Special Education]
[Name of Your Childs School District]
To:
[Name of School Principal]
[School Name]
[School Address]
[Principals Email]
Re:
[Name of Child]
[Date of Birth]
Dear [Administrator Name],
I am writing to request that you provide copies of all my child’s educational/school records within five business days, as required by Cal. Ed. Code Sec. 49069. I would like copies of both the cumulative file and special education file, and any other records kept, including but not limited to any files related to behavioral concerns, testing and academic progress, health and safety, and disciplinary actions.
[Optional] Paying for copies would constitute a financial hardship. Please provide copies at no charge to protect my right to educational records.
I will call or email to arrange to pick up these records
[Or]
Please send the records to the address above.
Please let me know that you got this letter. Thank you for your assistance.
Sincerely,
[Your Name]