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Student Records

The Madison Elementary School District retains student records for four years after the student’s promotion or withdrawal from the District. Following a student’s 8th grade promotion from the District or when a withdrawn student turns 16 years old, permanent student records are archived.

Only basic identifying information (student name, date of birth, student number), immunization records, last grade reports, and last State standardized test results are permanently archived, when applicable.

All cumulative student records (except for permanently archived records) will be destroyed four years after the school year of last attendance. Special Education records are retained for five years after the student is withdrawn or dismissed from Special Education. Special Education records are not permanently archived.

Before any records are destroyed, parents have the right to review and obtain copies of their child’s records. Please contact Madison School District, Student Records Department. If the student is a minor (17 years of age or younger), parent(s) or legal guardian must provide all legal documentation verifying relationship AND government issued picture ID. Former students over the age of 18 must request their own records.

Student records requests are processed as quickly as possible and in the order in which they are received. Please be advised that our student records department experiences a surge in requests each August as the District enrolls new students; you may experience a delay in processing during this time. Per 20 U.S.C. 1232g, school districts have 45 days to fulfill student records requests.

Destruction of Special Education Records

Pursuant to ARS 41-1347, the district destroys all psychological and special education records on students five years after those students have been dismissed from special education or have withdrawn from the district. The district maintains a permanent record of their special education services with the student’s name, date of birth, ethnicity and special education eligibility.

Parents have the right to inspect and review all educational records, and all other rights guaranteed by the Family Educational Rights and Privacy Act (FERPA)

Public Notice for Destruction of Records

The Madison Elementary School District retains student cumulative files for three years after the student’s promotion or withdrawal from the district. Following a student’s 8th grade promotion, or when a withdrawn student turns 16 years old, permanent student records are archived to microfilm.

Only basic identifying information (student name, date of birth, student number), immunization records, last grade reports, and last State standardized test results are permanently archived, when applicable.

All cumulative student records (except for permanent information stored on microfilm) will be destroyed three years after the school year of last attendance. Special Education records are retained for five years after the student is withdrawn or dismissed from Special Ed. Special Ed records are not microfilmed.

Before any records are destroyed, parents have the right to review and obtain copies of their child’s records. Please contact Madison School District, Student Records Department at (602) 664-7958.

FERPA Annual Notification of Parent Rights

The Family Educational Rights and Privacy Act (FERPA) affords parents certain rights with respect to their
student's education records. These rights are:

  • The right to inspect and review your child’s educational record.

  • The right to request the amendment of your child’s educational record if you feel the educational record is misleading, inaccurate, or in violation of the student’s rights.

  • The right to give written consent before any personally identifiable information is released about your child, except to the extent that FERPA authorizes disclosure without consent.

  • The right to file a complaint with the U.S. Department of Education concerning alleged failures by the District to comply with the requirements of FERPA if you have been unable to resolve those differences at the school district level.

Procedures to Obtain Educational Records

To request records of students currently enrolled in the district, please contact the school principal and inform him/her that you would like a copy of your child’s educational record. The school will respond to any request without unnecessary delay, and within forty-five (45) days of receiving the request. There may be a small fee to cover the copying.

To request records of former students who have withdrawn or promoted from the district, please contact our student records office. Student records requests are
processed as quickly as possible and in the order in which they are received. Former students over the age of 18 must request their own records.