End-of-Year Student Records Newsletter: What Families Can Request Before Summer

Most families do not think about student records until they need them. Then they find out they needed to request them two weeks ago. The end-of-year records newsletter is how schools get ahead of that scramble and give families what they need before they realize they need it.

Remind Families of Their Rights Under FERPA

Parents and eligible students have a federal right to inspect and receive copies of education records. Most families do not know this. A brief, plain-language explanation in the newsletter puts that right in context without turning the newsletter into a legal document.

"Under federal law, parents have the right to request copies of their child's school records, including transcripts, attendance records, and evaluation reports. Here is how to submit a request before summer." That is enough.

Explain the Request Process Step by Step

How do families submit a request? Is there a form on the school website? Do they send an email? Is there a release form that must be signed in person? Name each step. Families who encounter a vague "contact the office to request records" often delay and then miss the window.

Include the contact name and email for the person who handles records requests. The registrar or school secretary. A specific name and a direct email address gets responses faster than a general school contact.

Name the Summer Deadline Clearly

If the records office closes on a specific date and is unavailable until August, say so. Families who need records for a summer camp health file or an outside evaluation in July need to know whether they can still request records after the school year ends.

"The school office closes for summer on June 20th and reopens August 18th. Records requests received during this window will be processed when the office reopens. If you need records before August 18th, please submit your request by June 13th."

Address Graduating and Transferring Students Specifically

Graduating seniors and students transferring to a new school have different records needs than students who are simply moving to the next grade. Address these groups separately in the newsletter. For seniors: how to request transcripts after graduation, how long records are retained, and who the contact is for former students. For transferring families: what records the receiving school typically needs and how to authorize direct school-to-school transfer.

Cover Any Fees for Records Copies

Some schools charge a per-page fee for paper copies of records. If yours does, state it. Families who show up to pick up a records packet without knowing there is a fee feel ambushed. Transparency about minor fees is easy to include and builds trust. "Copies of records are available at no cost. Certified copies are $1.00 per page." That line takes five seconds to write and prevents a common source of frustration.