Especially for Parents

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Surveys and Activities

Students will not be required to participate without parental consent in any survey, analysis, or evaluation – funded in whole or in part by the U.S. Department of Education – that concerns:

• 1. Political affiliations or beliefs of the student or the student’s parent(s).
• 2. Mental or psychological problems of the student or the student’s family.
• 3. Sexual behavior or attitudes.
• 4. Illegal, antisocial, self-incriminating or demeaning behavior.
• 5. Critical appraisals of individuals with whom the student has a close family relationship.
• 6. Relationships privileged under law, such as relationships with lawyers, physicians and ministers.
• 7. Religious practices, affiliations, or beliefs of the student or parents.
• 8. Income, except when the information is required by law and will be used to determine the student’s eligibility to participate in a special program or to receive financial assistance under such a program.

Parents will be able to inspect the survey or other instrument and any instructional materials used in connection with such a survey, analysis or evaluation.

“Opting Out” of Surveys and Activities

Parents have a right to receive notice of and deny permission for their child’s participation in:

• 1. Any survey concerning the private information listed above, regardless of funding.
• 2. School activities involving the collection, disclosure, or use of personal information gathered from your child for the purpose of marketing or selling that information.
• 3. Any non-emergency, invasive physical examination or screening required as a condition of attendance, administered and scheduled by the school in advance and not necessary to protect the immediate health and safety of the student. Exceptions are hearing, vision, or scoliosis screenings, or any physical exam or screening permitted or required under state law.

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Notification of Teacher Qualification

Harmony Public Schools will provide parents with the qualifications of each teacher employed by the school. Parents may also request, and Harmony will provide in a timely manner information regarding the professional qualifications of their student's classroom teachers, to include:

• • • 1. Whether the student’s teacher has met state qualification and licensing criteria for the grade levels and subject areas in which the teacher provides instruction;
    • 2. Whether the student’s teacher is teaching under emergency or other provisional status through which state qualification or licensing criteria have been waived;
    • 3. Whether the student’s teacher is teaching in the field of discipline of the certification of the teacher; and
    • 4. Whether the student is provided services by paraprofessionals and, if so, their qualifications.

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Communication

Communication between parents and school staff is a key component of student success. Parents are responsible for notifying the school of any change of address, telephone number, or e-mail address. Parents may contact school staff by using several methods, including:

• Calling a teacher’s extension during school hours (8:00 a.m.–4:30 p.m.). Teacher phone extensions are available at the front desk. If the teacher is conducting class, please leave a voice message. The teacher will respond as soon as possible.
• Sending an email to teachers. Teacher email addresses are available at the front desk.
• Checking a student’s progress and conduct on-line by viewing the school website and logging into your child’s database account.
• Checking the weekly mail envelope, and signing and returning included documents and having your student timely return them to their homeroom teacher.
• Checking the “Letters and Messages to Parents” board in the front office.
• Checking the school marquee in front of the school, if available.

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Classroom Visit or Observation

To meet with school personnel, please make an appointment ahead of time by contacting the staff member directly. Visits to individual classrooms during instructional time are permitted only with approval of the principal and teacher, and such visits are not permitted if the duration or frequency interferes with the delivery of instruction or disrupts the normal school environment. Observers in classrooms are limited to no more than one hour unless the principal approves an extended classroom observation. All visitors are expected to demonstrate the highest standards of courtesy and conduct; disruptive behavior will not be permitted. Trespassing on school premises is strictly prohibited in accordance with Section 37.107 of the Texas Education Code.

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Accommodations for Children of Military Families

Children of military families will be provided flexibility regarding certain school requirements, including:

• Immunization requirements;
• Grade level, course, or educational program placement;
• Eligibility requirements for participating in extracurricular activities; and
• Graduation requirements.

In addition, absences related to a student visiting with his or her parents, including a stepparent or legal guardian, who has been called to active duty for, is on leave from, or is returning from a deployment of at least four months will be excused by Harmony Public Schools. The school will permit no more than five excused absences per year for this purpose. For the absence to be excused, the absence must occur no earlier than the 60th day before deployment or no later than the 30th day after the parent’s return from deployment.

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Parent and Student Complaints and Concerns

Informal Conferences

Parents and students are encouraged to discuss their concerns through informal conferences with the appropriate teacher, principal, or other appropriate campus administrator. If the parent or student is not satisfied with the results of the informal conference, he or she may submit a written grievance form pursuant to applicable Board policy. Parents and students should make their concerns known as soon as possible, and attempt to reach an informal resolution within five school days from the time the parent or student knew or should have known of the event(s) giving rise to the complaint.

Formal Process

The formal complaint process provides parents and students an opportunity to be heard up to the Board of Directors if they are dissatisfied with an administrative response.

Complaints must be submitted in writing on a form provided by the school. Copies of documents that support the complaint shall be attached to the complaint form or presented at the Level One conference. After the Level One conference, no new documents may be submitted unless their existence was unknown to the complainant before the Level One conference. A complaint that is incomplete may be dismissed.

A parent or student should not submit separate or serial complaints regarding the same event or action; multiple complaints may be consolidated at the school’s discretion. All time limits shall be strictly complied with; however, if an administrator determines that additional time is needed to complete a thorough investigation of the complaint and/or to issue a response, the administrator shall inform the parent or student in writing of the need to extend the response time and provide a specific date by which the response will be issued. Costs of any complaint to a parent or student shall be paid by the parent or student.

For purposes of the formal complaint process, “days” shall mean school business days, and announcement of a decision in the student or parent’s presence shall constitute communication of the decision.

Level One

The student or parent shall request, in writing, a conference with the Principal or designee within the later of (1) five days from the time the event(s) causing the complaint were or should have been known, or (2) within five days following an informal conference with the Principal or designee. Harmony Public Schools reserves the right to require the complaint to begin at Level Two or Level Three, depending on the nature of the complaint or the requested relief.

The Principal or designee will schedule a Level One conference with the complaining parent or student within ten days after receiving the Level One complaint. Following this conference, the Principal shall have ten days to issue a written Level One decision.

Note: A complaint against an Area Superintendent shall begin at Level Three, and a complaint against the Superintendent shall begin at Level Four.

Level Two

If the student or parents are not satisfied with the Level One decision, or if no decision is provided within the appropriate timeline, the student or parent may request in writing a conference with the Area Superintendent or designee. The request must include a signed statement of the complaint, any evidence supporting the complaint, and the date and results of the conference with the Principal. The request must be filed within ten school days of the Level One decision or the response deadline if no decision is made.

The Area Superintendent or designee shall hold a conference within ten school days of the request. The Area Superintendent or designee shall have ten school days following the conference to issue a Level Two decision and to provide a written Level Two decision.

Level Three

If the student or parent is not satisfied with the Level Two decision, or if no decision is provided within the appropriate timeline, the student or parent may request in writing a conference with the Superintendent of Schools or designee. The request must include the documentation submitted to Area Superintendent or designee, and the date and results of the Level Two conference. The request must be filed within ten days of the Level Two decision or the response deadline if no decision is made.

The Superintendent of Schools or designee shall hold a conference within ten days of the request. The Superintendent of Schools or designee shall have ten days following the conference to issue a written Level Three decision.

Level Four

If the student or parent is not satisfied with the Level Three decision, or if no timely decision is provided, the student or parent may submit to the Superintendent of Schools or designee in writing an appeal to the Board of Directors. The request must be filed within ten days of the Level Three decision or the response deadline if no decision is made.

The appeal will be placed on the agenda of a future Board meeting. The student or parent will be notified in writing of the date, time, and location of the meeting at which the Board of Directors will consider the student or parent complaint.

The Board of Directors shall consider the student or parent complaint based on the written documentation previously submitted by the student or parent and administration. Additionally, the student, parent, and/or the administration may present written comments for consideration by the Board of Directors. If the student, parent, and/or the administration choose to submit written comments such comments must be presented no later than seven calendar days before the Board meeting at which the complaint will be considered by the Board of Directors.

If, after considering the complaint and the written documentation previously submitted and written comments submitted for the Board of Directors’ consideration, if any, the Board of Directors desires to hear an oral presentation the Board of Directors may, at its discretion, require the appearance of the student or parent and administration in a future board meeting. The Superintendent of Schools or designee shall inform the student or parent of the date, time, and location of the meeting and the Board may set a reasonable time limit for oral presentations.

The Board of Directors shall communicate its decision, if any, orally or in writing, at any time up to and including the next regularly scheduled Board meeting after considering the complaint, provided that if the Board of Directors decides to hear oral presentations the Board of Directors shall communicate its decision, if any, orally or in writing, at any time up to and including the next Board meeting after hearing the oral presentations. If no decision is made by the end of the next regularly scheduled Board meeting, the last decision below shall be upheld. The Board of Directors may not delegate its authority to issue a decision, and any decision by the Board of Directors is final and may not be appealed. The Board of Directors or designee shall inform the student or parent complaining of the Board’s decision in writing.

If the complaint involves concerns or charges regarding a student or Harmony employee, it shall be heard by the Board of Directors in closed meeting unless the employee to whom the complaint pertains requests that it be heard in public.

Additional Complaint Procedures

This Parent and Student Complaints and Concerns Process does not apply to all complaints:

• 1. Complaints alleging discrimination or harassment based on race, color, gender, national origin, disability, or religion shall be submitted in accordance with Board Policy PG-3.41 (discussing procedures for reporting prohibited conduct).
• 2. Complaints concerning retaliation related to discrimination and harassment shall be submitted in accordance with Board Policy PG-3.41 (discussing procedures for reporting prohibited conduct).
• 3. Complaints concerning bullying or retaliation related to bullying shall be submitted in accordance with “Freedom from Bullying and Cyberbullying,” see page 39.
• 4. For complaints concerning loss of credit on the basis of attendance, see page 14.
• 5. For complaints concerning disciplinary expulsions, see page 67.
• 6. Complaints concerning identification, evaluation, or educational placement of a student with a disability within the scope of Section 504, shall be submitted in accordance with Board Policy PG-3.30 (Parent and Student Complaints and Grievances), subject to the time limitations referenced in Board Policy PG-3.11 (Equal Educational Opportunity) and the procedural safeguards handbook. In accordance with PG-3.11 (Equal Educational Opportunity), Level One complaints concerning identification, evaluation, or educational placement of a student with a disability within the scope of Section 504 shall be filed within fifteen (15) school days of the time the event(s) causing the complaint were or should have been known.
• 7. Complaints concerning identification, evaluation, educational placement, or discipline of a student with a disability within the scope of the Individuals with Disabilities Education Act shall be submitted in accordance with Board Policy 3.26 (Student Discipline: Students with Disabilities) and the procedural safeguards provided to parents of all students referred to special education.
• 8. For complaints regarding the Free and Reduced-Price Meal Program, see Board Policy 3.30.

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Annual Notice of Parent and Student Rights (Annual FERPA Confidentiality Notice)

The Family Educational Rights and Privacy Act (“FERPA”) affords parents and students who are 18 years of age or older (“eligible students”) certain rights with respect to the student’s educational records. These rights are:

• 1. The right to inspect and review the student’s education record within 45 days after the day Harmony Public Schools receives a request for access.

Parents or eligible students who wish to inspect their child’s or their education records should submit to the Principal a written request that identifies the records they wish to inspect. The Principal or designee will make arrangements for access and notify the parent or eligible student of the time and place where the records may be inspected.

• 2. The right to request the amendment of the student’s education records that the parent or eligible student believes are inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA.

Parents or eligible students who wish to ask Harmony Public Schools to amend their child’s or their education record should write to the Principal, clearly identify the part of the record they want changed, and specify why it should be changed. If Harmony Public Schools decides not to amend the record as requested by the parent or eligible student, Harmony Public Schools will notify the parent or eligible student of the decision and of their right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the parent or eligible student when notified of the right to a hearing.

• 3. The right to provide written consent before Harmony Public Schools discloses personally identifiable information (PII) from the student's education records, except to the extent that FERPA authorizes disclosure without consent.

One exception, which permits disclosure without consent, is disclosure to school officials with legitimate educational interests. A “school official” is:

• A person employed by Harmony Public Schools as an administrator, supervisor, instructor, or support staff member (including health or medical staff and law enforcement unit personnel);
• A person serving on the Board of Directors;
• A volunteer, contractor, or consultant who, while not employed by Harmony Public Schools, performs an institutional service or function for which Harmony Public Schools would otherwise use its own employees and who is under the direct control of Harmony Public Schools with respect to the use and maintenance of PII from education records, such as an attorney, auditor, medical consultant, therapist, or providers of video conferencing or other virtual learning software apps to hold classes or conduct instructional activities virtually;
• A parent or student volunteering to serve on an official committee, such as a disciplinary or grievance committee; or
• A parent, student, or other volunteer assisting another school official in performing his or her tasks.

A school official typically has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.

Upon request, Harmony Public Schools discloses education records without consent to officials of another school or school district in which a student seeks or intends to enroll, or is already enrolled if the disclosure is for purposes of the student’s enrollment or transfer.

• 4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by Harmony Public Schools to comply with the requirements of FERPA. The name and address of the Office that administers FERPA:

Student Privacy Policy Office

U.S. Department of Education

400 Maryland Avenue, SW

Washington, DC 20202

Disclosure of PII without Consent

FERPA permits the disclosure of PII from students’ education records, without consent of the parent or eligible student, if the disclosure meets certain conditions found in § 99.31 of the FERPA regulations. Except for disclosures to school officials, disclosures related to some judicial orders or lawfully issued subpoenas, disclosures of directory information, and disclosures to the parent or eligible student, § 99.32 of the FERPA regulations requires Harmony Public Schools to record the disclosure. Parents and eligible students have a right to inspect and review the record of disclosures.

Harmony Public Schools may disclose PII from the education records of a student without obtaining prior written consent of the parents or the eligible student:

• To other school officials, including teachers, within the educational agency or institution whom Harmony Public Schools has determined to have legitimate educational interests. This includes contractors, consultants, volunteers, or other parties to whom Harmony Public Schools has outsourced institutional services or functions, provided applicable requirements are met.
• To officials of another school, school system, or institution of postsecondary education where the student seeks or intends to enroll, or where the student is already enrolled if the disclosure is for purposes related to the student’s enrollment or transfer, provided applicable requirements are met.
• To authorized representatives of the U.S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or State and local educational authorities, such as the Texas Education Agency. Disclosures under this provision may be made, subject to the requirements of the FERPA regulations, in connection with an audit or evaluation of Federal- or State-supported education programs, or for the enforcement of or compliance with Federal legal requirements that relate to those programs. These entities may make further disclosures of PII to outside entities that are designated by them as their authorized representatives to conduct any audit, evaluation, or enforcement or compliance activity on their behalf, if applicable requirements are met.
• In connection with financial aid for which the student has applied or which the student has received, if the information is necessary for such purposes as to determine eligibility for the aid, determine the amount of the aid, determine the conditions of the aid, or enforce the terms and conditions of the aid.
• To State and local officials or authorities to whom information is specifically allowed to be reported or disclosed by a State statute that concerns the juvenile justice system and the system’s ability to effectively serve, prior to adjudication, the student whose records were released, provided applicable requirements are met.
• To organizations conducting studies for, or on behalf of, the school, in order to: (a) develop, validate, or administer predictive tests; (b) administer student aid programs; or (c) improve instruction, under certain conditions.
• To accrediting organizations to carry out their accrediting functions.
• To parents of an eligible student if the student is a dependent for IRS tax purposes.
• To comply with a judicial order or lawfully issued subpoena if applicable requirements are met.
• To appropriate officials in connection with a health or safety emergency, under certain conditions.
• Information Harmony Public Schools has designated as “directory information” if applicable requirements are met.
• To an agency caseworker or other representative of a State or local child welfare agency or tribal organization who is authorized to access a student’s case plan when such agency or organization is legally responsible, in accordance with State or tribal law, for the care and protection of the student in foster care placement.
• To the Secretary of Agriculture or authorized representatives of the Food and Nutrition Service for purposes of conducting program monitoring, evaluations, and performance measurements of programs authorized under the Richard B. Russell National School Lunch Act or the Child Nutrition Act of 1966, under certain conditions.

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Notice of Directory Information

FERPA, a federal law, requires that Harmony Public Schools, with certain exceptions, obtain your written consent prior to the disclosure of personally identifiable information from your child’s education records. However, Harmony Public Schools may disclose appropriately designated “directory information” without written consent, unless you have advised Harmony Public Schools to the contrary in accordance with school procedures.

Directory information, which is information that is generally not considered harmful or an invasion of privacy if released, can also be disclosed to outside organization’s prior written consent. Outside organizations include, but are not limited to, companies that manufacture class rings or publish yearbooks, or other organizations with which Harmony Public Schools has a contractual relationship to perform services related to the school’s educational mission. Additionally, certain federal laws require Harmony Public Schools to provide basic student contact information for secondary students to military and college recruiters, upon request, unless parents or eligible students have advised Harmony Public Schools that they do not want the student’s information disclosed without their prior written consent.

If you do not want Harmony Public Schools to disclose any or all of the types of information designated below as directory information from your child’s education records without your prior written consent, you must notify Harmony Public Schools in writing by completing and returning the “FERPA Directory Information Opt-Out Form” that follows this notice.

Harmony Public Schools has designated four categories of student information as directory information; these categories are:

Category One: Directory Information for School-Related Purposes

Harmony Public Schools has designated the following information as directory information for school-related purposes:

• Student name, address, and telephone listing
• Student email address
• Student date and place of birth
• Student photograph (including video images)
• Honors and awards received
• Dates of attendance in Harmony Public Schools
• Most recent educational institution attended in the Harmony Public Schools system
• Participation in officially recognized activities and sports
• Weight and height of members of athletic teams

School-related purposes are those events/activities that Harmony Public Schools conducts and/or sponsors to support the school’s mission. Examples include, but are not limited to:

• Publication related to extracurricular programs or events (e.g., playbills or programs for events like school plays, concerts, athletic events, graduation ceremonies, etc.).
• Publication related to school activities (e.g., printing student names and pictures in newsletters and yearbooks, etc.), including sharing directory information with companies who have a contractual relationship with Harmony Public Schools such as class ring manufacturers, class picture photographers, and yearbook publishers.
• Publication of honor rolls and other student recognition lists.
• Marketing materials of Harmony Public Schools, for example, using directory information for print media, websites operated by Harmony Public Schools or its teachers, social media accounts operated by Harmony Public Schools or its teachers for class social media accounts, video marketing materials, newspaper articles, etc.

Category Two: Directory Information Supplied to Military and College Recruiters (Secondary Students Only)

Two federal laws require Harmony Public Schools to provide military recruiters or an institution of higher education, upon request, with access to the name, address, and telephone listing of each secondary student served by Harmony Public Schools, unless parents have advised Harmony Public Schools that they do not want their student’s information disclosed without their prior written consent.

Harmony Public Schools will also provide military or college recruiters with a student’s email address, upon request.

Category Three: Directory Information Supplied to Other School Systems

Harmony Public Schools may release the following information to another Texas public school that has adopted a student directory information policy authorizing Harmony Public Schools to access student directories:

• Student name and address
• Honors and awards received
• Grade level

Category Four: Directory Information for Online / Distance Learning Partners

Harmony Public Schools may release the following information to providers of online education services used for classroom instruction and/or for distance learning as needed to set up student accounts:

• Student name
• Student email address issued by Harmony Public Schools

If you do not want Harmony Public Schools to disclose any or all of the types of information designated above as directory information from your child’s education records without your prior written consent, you must notify Harmony Public Schools in writing within 15 days after receiving this “notice of parent and student rights (annual FERPA confidentiality notice).”

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