NOTIFICATION OF DESTRUCTION OF STUDENT SPECIAL EDUCATION RECORDS

In accordance with the state and federal regulations implementing the individuals with
Disabilities Education Act (IDEA), this is to inform the public of our intent to destroy personally
identifiable information related to special education services.

The Gallatin County School District would like to make Parents/Guardians, Former Students,
and Eligible (Adult) Students aware that Special Education records of students who graduated in or prior to
school year 2012-13 will be disposed of starting September 15, 2018. The District is
required to maintain records for a minimum of three (3) years from the date the child leaves the
school district.

Special Education records collected by the Gallatin County School District relate to the
identification, evaluation, educational placement, or the provision of Special Education in the
district. Special Education services end when the student is no longer eligible for services,
graduates or completes his or her educational program at age 21, or moves from the district.

This notification is solely to provide awareness to the students who graduated in or prior to

May 2013 or who left school during these years. If no student, parent or guardian
responds to this public notice, the school district will assume consent to destroy all Special
Educations records specific to the student after September 15, 2018.

The District may maintain a permanent record, without limitation, of a student’s name, address,
phone number, his/her grades, attendance record, classes attended, grade level completed,
and year completed.

Please be advised that the records may be needed by the student or parent(s) for social
security benefits or other purposes.

Request for student records may be forwarded to Jo Ann McCaughan, Gallatin County Board of
Education 859-567-1820 or joann.mccaughan@gallatin.kyschools.us

The Gallatin County School District is pleased to announce our participation in the Community Eligibility Provision Program (CEP) once again for the 2018 -2019 school year. This program, part of the Healthy, Hunger Free Kids Act of 2010, allows our district to provide breakfast, lunch and an afterschool meal to all students at NO CHARGE.

Continued participation in this program requires that our district submit data to the Kentucky Department of Education each year. Part of that documentation is the requirement of the Household Income Verification (HIF) form. The HIF form must be filled out by each household in our district on an annual basis in order for our district to maintain our CEP status. The importance of the HIF form extends beyond the free meals that we offer our students. The data from the HIF form is also used to determine the district’s funding for several programs and/or services that we offer students. Below is a list of the programs that are funded based on the data on the HIF form.

• The Family Resource Center

• Youth Service Center

• Extended School Services (ESS)

• Title 1 programs

• The network infrastructure

• Food Service Department

We understand that the information provided on the HIF form is confidential. I want to assure you that we, as a district, respect your family’s privacy. We have procedures in place to ensure a strict code of confidentiality for our employees.

If you have any questions about the HIF form, you may contact us for additional information.

Thank you for your cooperation and support of the CEP program in the Gallatin County School District.

Sincerely,

Michelle Lawrence                    Martha Sebring

Director of Technology/CIO                Director of Food Service

michelle.lawrence@gallatin.kyschools.us        martha.sebring@gallatin.kyschools.us

859-567-1820                        859-567-1820

Dana Wesley

dana.wesley@gallatin.kyschools.us