Student Records Management & Data Protection
Commitment to Privacy
Summit College Preparatory School is fully committed to safeguarding the confidentiality and security of student records. We comply with all relevant privacy laws, including the Family Educational Rights and Privacy Act (FERPA) and the General Data Protection Regulation (GDPR). Our practices ensure that student records are handled securely and only accessible to authorized personnel for educational purposes.
FERPA Policy Compliance
Summit College Preparatory School follows the guidelines set forth by the Family Educational Rights and Privacy Act (FERPA). FERPA provides specific rights to parents and eligible students regarding access to and protection of student educational records. Below are the rights under FERPA:
Right to Inspect and Review Records: Parents and eligible students have the right to inspect and review the student’s education records maintained by Summit. Requests must be submitted to the school’s designated FERPA contact, and Summit will provide access to these records within 45 days of a request.
Right to Request Corrections: Parents and eligible students have the right to request corrections to any part of the student’s education records they believe are inaccurate, misleading, or otherwise in violation of the student’s privacy rights. Summit will review and amend the records if necessary or notify the parent/eligible student of its decision.
Right to Consent to Disclosures: Summit College Preparatory School will not disclose personally identifiable information from a student’s records without written consent unless permitted by law. FERPA allows disclosures in specific cases such as to school officials with a legitimate educational interest, to other institutions to which a student is transferring, in response to subpoenas or judicial orders, to accrediting organizations, and for financial aid purposes.
Right to File a Complaint: Parents and eligible students have the right to file a complaint with the U.S. Department of Education’s Family Policy Compliance Office (FPCO) if they believe Summit has not complied with FERPA’s requirements.
Data Storage and Security
Summit College Preparatory School takes all necessary steps to protect student data, ensuring compliance with FERPA, GDPR, and other applicable privacy laws. We store all educational records in secure, encrypted systems that meet the highest standards for data protection. These systems are regularly monitored to ensure security and to prevent unauthorized access to student data.
Cloud Storage: Student records are stored in encrypted cloud storage systems, which ensure compliance with FERPA and GDPR. Data in transit and at rest is encrypted using industry-standard security protocols to protect against unauthorized access.
Physical Storage: Any physical records that are necessary for educational purposes are stored in locked cabinets with restricted access. Once they are no longer needed, physical records are shredded to prevent unauthorized access.
Access Control
Access to student records is restricted to authorized personnel. Only those individuals with a legitimate educational interest, such as teachers, administrators, and school counselors, are granted access to student data. All staff members must complete annual privacy and security training to ensure that they understand and comply with our data protection policies.
Two-Factor Authentication: To further secure access to student records, Summit College Preparatory School requires two-factor authentication (2FA) for all staff members accessing student data online. This extra layer of security ensures that only authorized personnel can access sensitive information.
Disclosure of Information
Summit College Preparatory School will disclose student records only in accordance with FERPA and other applicable laws. We do not share student records with unauthorized third parties without explicit consent, except in the following cases:
Disclosure Without Consent: FERPA permits Summit to disclose educational records in certain situations without prior consent, including:
- To other schools where the student intends to enroll or transfer.
- To school officials with a legitimate educational interest.
- To authorized representatives of the U.S. Comptroller General, U.S. Attorney General, U.S. Department of Education, and state and local educational authorities.
- In response to a court order or subpoena.
- For health and safety emergencies, if necessary to protect the student or others.
Student Rights Under GDPR and FERPA
Students and parents have the following rights concerning their educational records under FERPA and GDPR:
Right to Access and Review: Students and parents can request to view the student’s educational records at any time. Summit will provide access within 45 days of the request.
Right to Request Correction: If a student or parent believes that a record is incorrect, they can request corrections, and Summit will amend or provide an explanation for the decision.
Right to Deletion and Data Portability (GDPR): Under GDPR, students may request the deletion of their personal data if it is no longer necessary for educational purposes. Students also have the right to request that their data be provided in a portable format, allowing them to use it with other educational service providers.
Annual Notification
Summit College Preparatory School provides an annual notification to all parents and eligible students about their FERPA rights. This notification includes information on how to exercise their rights, how to file complaints, and how to contact the appropriate personnel for record access and correction requests.
Contact Information
Data Protection Officer
Email: admin@summithighschool.org
Phone: +1 (727) 339 7339
Address: Summit College Preparatory School Inc., 7901 4th Street North, Suite 18025, St. Petersburg, FL 33702