Commonwealth of Virginia

Department of Education

P. O. Box 2120

Richmond, Virginia 23218-2120


May 28, 2004



Division Superintendents



Jo Lynne DeMary

Superintendent of Public Instruction



Management of Student Scholastic Records



The Department of Education has recently revised the Management of Student Scholastic Records. This guidance document addresses the responsibilities of local educational agencies to manage the scholastic records of all students in compliance with applicable federal and state laws and regulations. These include the Family Educational Rights and Privacy Act (FERPA) of 1974, 20 USC 1232g, 34 CFR 99; the Individuals with Disabilities Education Act (IDEA), 20 USC 1400 1485, 34 CFR 300; the Protection of Pupil Rights (PPRA), 20 USC 1232h, 34 CFR 98; Health Insurance Portability and Accountability Act (HIPAA), 40 USC 1320d, 45 CFR Part 160 and 164; the Virginia Public Records Act, Code of Virginia 42.1-76; and other relevant sections of the Code of Virginia.


The resource document is designed to assist school officials, teachers, and parents in meeting these requirements and to ensure the protection of private information from unauthorized disclosure. The document is available on the Department of Educations website at



For questions, please contact Sandra E. Ruffin, director, office of federal program monitoring at or (804) 225-2768 or Lissa Power-deFur, director, office of student services at or (804) 225-2818.