Counseling & Student Records

All City Schools of Decatur enrollment registration is completed at the Wilson Center. Please see this link for more information. 

The Decatur High School Counseling Department is staffed by professional school counselors who advocate, collaborate and facilitate individual and system change to ensure every student has the knowledge and skills necessary for academic success and personal growth. School counselors strive to empower students to succeed and achieve their personal and academic aspirations. School counselors deliver prevention and intervention services that support the healthy academic, career, personal, and interpersonal development of all students.

The counselors offer developmentally appropriate individual and group counseling services in the areas of academic, career, and personal/social development.  While it is not the role of the professional school counselor to provide long-term therapy, school counselors do provide support for student well-being and short-term mental and emotional health.

Confidentiality Statement: Confidentiality is a key component for working with students and parents. Every effort will be made to maintain that confidentiality. Confidentiality is the counselor’s commitment to respect the students’ privacy by not divulging anything shared in a counseling session except under certain limited conditions. These conditions include mandated reporting requirements, safety issues (to prevent serious and foreseeable harm to self and/or others), legal issues, and professional responsibilities (see the ASCA Ethical Standards for School Counselors at www.schoolcounselor.org and the GAPSC code of ethics).

Decatur High School has full-time counselors. The school counselors are the primary academic advisors in the school. Counselors and grade-level advisors meet with students during the school year to assist them in planning their academic programs. The counselors help students select the most appropriate program of study to ensure success in high school and to plan for the years after graduation. Should parents wish to opt out of such services, they should contact the student’s counselor.

DHS Counseling Department Web Page

Course Registration

Advisors, teachers, counselors, and parents/guardians are involved in the proper selection of levels of coursework and the choice of the student's electives. Registration for the next school year occurs between November and January. Students and parents will receive communication about specific deadlines related to course registration. 

Schedule Changes During the Year

Schedule changes often take tremendous time and resources of school counselors, especially at the start of the year.  At Decatur High School, we spend significant time and energy working to select appropriate courses for each student.  For this reason, student course requests should be accurate at the time the schedule was created.  Schedule changes will only be considered during the first ten days of school for the following reasons:

1. to make adjustments for failing grades in summer school work

2. to correct clerical or administrative errors

3. if the student has already received credit for the course

4. if the student has not met the course prerequisite

5. if a student has been assigned the wrong course level

Schedule initiated changes will not be considered for any other reason.  Schedule changes will only be considered after ten days if the change is recommended by the school administration or counselor. 

Student Scheduling

The school day consists of eight academic periods and a lunch period. School hours are 8:35 AM to 3:35 PM. Students are also assigned a Tools for Success, Personal and Professional Skills, or Theory of Knowledge class that meets three times a week. The school year consists of two semesters. Students earn one unit of credit for each course per year. 

Graduation Requirements

Graduation = A student has earned 25 credits [See below.] 

Decatur High School students need to earn 25 units of credit in the following specific content areas to earn a diploma:

4.0 English/Language Arts

4.0 Humanities/Social Studies*

4.0 Mathematics

4.0 Science

2.0 World Language

3.0 Career Technical/Fine Arts/Additional World Language

3.0 Elective

0.5 Health

0.5 Personal Fitness

* Starting with the Class of 2027, only 3.0 credits of Humanities/Social Studies will be required.

**Each summer there is a review of credits earned and final transcripts to ensure that (a) all credits are accurately recorded to DHS transcripts, (b) students are scheduled into the appropriate classes for promotion/graduation/program eligibility, and (c) students are taking advantage of opportunities for career exploration.

**Students coming in mid-year – counselors evaluate transcripts from former schools and create an appropriate plan for meeting graduation requirements and preparing for post-secondary goals.

Post-Secondary and Career Information: Life Beyond High School

Online information regarding college, career information, SAT/ACT preparation materials, financial aid information for colleges, etc., is available on the DHS Counseling webpage. You are encouraged to use these resources from your freshman year on. Consult the counselors' offices for an appointment or schedule an appointment online.

Communicating with Outside Tutors

Teachers will communicate directly with parents about student progress and allow parents to communicate with tutors. Parents may invite a tutor to a scheduled conference with the teacher; however, the parent should notify the teacher if a tutor will be attending the conference. IMPORTANT NOTE: As a tutor is not a legal guardian, teachers cannot communicate student records or information directly to tutors. Tutors cannot attend conferences in lieu of parents or guardians.

Student Records

Parental Rights Under the Family Educational Rights Privacy Act and Georgia Student Data Privacy, Accessibility, and Transparency Act

The Family Educational Rights and Privacy Act (FERPA)

FERPA affords parents and students who are 18 years of age or older ("eligible students") certain rights with respect to the student's education records. These rights are:

1. The right to inspect and review the student's education records within 45 days after the day City Schools of Decatur receives a request for access.

Parents or eligible students who wish to inspect their child’s or their education records should submit to the school principal a written request that identifies the records they wish to inspect. The school official 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 the City Schools of Decatur to amend their child’s or their education record should write the school principal, clearly identify the part of the record they want changed, and specify why it should be changed. If the school decides not to amend the record as requested by the parent or eligible student, the school 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 the school 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. The criteria for determining who constitutes a school official and what constitutes a legitimate educational interest must be set forth in the school’s or school district’s annual notification for FERPA rights. A school official typically includes a person employed by the school or school district as an ad­ministrator, supervisor, instructor, or support staff member (including health or medical staff and law enforcement unit personnel) or a person serving on the school board. A school official also may include a volunteer, contractor, or consultant who, while not employed by the school, performs an institutional service or function for which the school would otherwise use its own employees and who is under the direct control of the school with respect to the use and maintenance of PII from education records, such as an attorney, audi­tor, medical consultant, or therapist; 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, the school 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 the City Schools of Decatur to comply with the requirements of FERPA. The name and address of the Office that administers FERPA are:

Family Policy Compliance Office

U.S. Department of Education

400 Maryland Avenue, SW

Washington, DC 20202

In accordance with the Family Educational Rights and Privacy Act, the following information is classified as “directory” information, which may be released to the public without written permission of parents: Student’s name, address, telephone number, date and place of birth, participation in clubs and sports, height and weight if students are involved in athletics, grade level, parent email address, school name, dates of attendance, parent/guardian email address, and awards received; video, film, photographs and recording. The form to opt out of disclosing this information is available at https://www.csdecatur.net/forms.

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 the school to record the disclosure. Parents and eligible students have a right to inspect and review the record of disclosures. A school may disclose PII from the education records of a student without obtaining prior written consent of the parents or the eligible student:

1. To other school officials, including teachers, within the educational agency or institution whom the school has determined to have legitimate educational interests. This includes contractors, consultants, volunteers, or other parties to whom the school has outsourced institutional services or functions, provided that the conditions listed in § 99.31(a)(1)(i)(B)(1) - (a)(1)(i)(B)(3) are met. (§ 99.31(a)(1))

2. 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, subject to the requirements of § 99.34. (§ 99.31(a)(2))

3. 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 State educational agency (SEA) in the parent or eligible student’s State. Disclosures under this provision may be made, subject to the requirements of § 99.35, 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, enforcement, or compliance activity on their behalf if applicable requirements are met. (§§ 99.31(a)(3) and 99.35)

4. 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. (§ 99.31(a)(4))

5. 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, subject to § 99.38. (§ 99.31(a)(5))

6. 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, if applicable requirements are met. (§ 99.31(a)(6))

7. To accrediting organizations to carry out their accrediting functions. (§ 99.31(a)(7))

8. To parents of an eligible student if the student is a dependent for IRS tax purposes. (§ 99.31(a)(8))

9. To comply with a judicial order or lawfully issued subpoena if applicable requirements are met. (§ 99.31(a)(9))

10. To appropriate officials in connection with a health or safety emergency, subject to § 99.36. (§ 99.31(a)(10)

11. Information the school has designated as “directory information” if applicable requirements under § 99.37 are met. (§ 99.31(a)(11))

12. 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. (20 U.S.C. § 1232g(b)(1)(L)) 

13. 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. (20 U.S.C. § 1232g(b)(1)(K))

14. The Georgia Student Data Privacy, Accessibility, and Transparency Act afford parents and students who are 18 years of age or older (“eligible students”) the right to file a complaint with their local school system regarding a possible violation of rights under O.C.G.A. 20-2-667 or under other federal or state student data privacy and security laws. Parents and eligible students who wish to file a complaint must use the privacy complaint form provided at https://www.csdecatur.net/forms and submit their complaint in writing to:

City Schools of Decatur

Executive Director of Information Services

125 Electric Ave

Decatur, GA 30030

Release of Records

In accordance with the Family Education Rights and Privacy Act (FERPA), school records to a third party may be released only with written permission from a custodial parent if the student is under 18 years of age except in cases where the records are required by an educational agency in which the student seeks to enroll. If the student is 18 or older, they may grant permission for the release. All financial and/or equipment obligations should be cleared before requesting student records be sent.

Proofs of Residency

To classify as a resident, a student shall be required to reside with their parent, legal custodian, or legal guardian within the city limits of the City of Decatur. For purposes of this policy, a resident is defined as an individual who is legally domiciled within the city limits of the City of Decatur and who, on any given school day, is likely to be at their stated address when not at work or school. Where custody of a child is shared by two or more persons, that person who has the majority of time in physical custody shall be the parent or legal custodian whose residency shall be used for determining domicile and enrollment. A person who owns property in the City of Decatur,  but does not reside in the city, is not considered a resident for purposes of enrollment. Proof of residency is required when a student initially enrolls in a school and whenever a change of residence occurs. For additional information related to proof of residency please visit: CSD Residency. 

Change of Address or Phone Number

Parents should contact the DHS Registrar if there are any changes to student or family contact information (Home Phone, Cell phone, Email Address, etc.). When changing the address of residence, the parent must complete an Affidavit of Residence form and present two pieces of approved documentation. This is essential in order for school information and grade reports to reach the student’s home in a timely manner. Failure to provide current phone numbers could create a situation for the student in the event of emergency medical treatment being needed. It is very important that a current parent's email address be provided to the school as well.

Driver’s License Certificate

Students may secure the Certificate of Attendance and ADAP forms required for a driver’s license and permit in the Counseling Suite, room 2541. The signed and notarized form may be picked up in the Counseling Suite the following Wednesday after the request is submitted. NOTE: If an ADAP Certificate is needed, please indicate this on the form when you request your Certificate of Attendance.

Withdrawal/Transfer

Parent/Guardian must notify the school 24 hours in advance. for withdrawal requests. Parents/guardians should contact the DHS Registrar (see contact list at the beginning of the document) to begin the withdrawal process to ensure that all necessary records are brought up to date before the student leaves school. Students withdrawing from school should have a parent/guardian contact the student’s counselor prior to the withdrawal. No student, regardless of age, will be withdrawn until parental contact is made. A parent signature is required for all students under the age of 18. The student will circulate a withdrawal form among their teachers as well as other school personnel on the last full day of attendance. Each teacher will sign, indicating a current course grade and if any money or property is owed to the school. Make sure that all financial obligations are cleared. The completed withdrawal form should be returned to the registrar in the  Counseling Suite. The student will receive a copy of the withdrawal form and an unofficial transcript to take to their new school. Students withdrawn by the school for non-attendance are expected to return all school property and clear all financial obligations (cash or money order only) before requesting records to be released.

Steps to complete Withdrawal and/or Transfer:

1. The parent or guardian must make an official request for the withdrawal of a student.

2. Obtain appropriate forms from the counseling office.

3. Submit the withdrawal form provided by the counseling office. 

4. Return all books, Chromebook, and any other property. Pay all fees owed.

5. Get appropriate signatures for final clearance.

6. All fees and textbook fines must be paid before your records can be released.

Residency and Registration

The initial steps of new student registration and residency determination for the City Schools of Decatur are completed at the M. Elizabeth Wilson School Support Center located at 125 Elective Ave. Please visit CSD Registration for complete information about how to enroll a student in the City Schools of Decatur. 

DHS Beliefs or Guiding Principles Regarding Course Registration 

Opportunity 

Students have the opportunity to pursue any course of study. Students have full access to all elements of the school curriculum and assessment policy. 

Equity 

Students have equity of opportunity both in terms of access to courses and accessibility of course content. Students are to be supported so that they can meet the learning expectations of their courses through both classroom-originated (e.g. differentiation) or support staff-originated (e.g. IEP, 504, etc.) approaches. 

Partnerships 

At DHS, we recognize that learning does not occur in a vacuum and that successful learning requires the support and participation of students, teachers, parents, administrators, and support staff. We desire for all students to feel welcome and recognize that students gain knowledge and skills at different rates and through different means. We also recognize that students are lifelong learners with different education and learning needs, abilities, and goals. As a school community, we endeavor to partner together to ensure that students have the maximum opportunity to be successful and to demonstrate their growth and learning.

Students will... 

• Take responsibility for their learning by engaging with their subjects inside and outside of the classroom, by exercising personal responsibility in the process of learning course concepts, and by developing respectful communication regarding their academic growth and learning

• Determine which optional supports are needed and make requests of teachers in advance of deadlines

• Work to identify areas of personal learning and growth where additional support might be needed, and develop self-advocacy skills 

Teachers will... 

• Recognize that students are lifelong learners and that all students are unique and capable

• Support all students by understanding individualized needs and implementing necessary accommodations

• Create accessible classrooms that allow students to participate in regular or advanced programming by providing support and assistance when needed 

• Develop a classroom culture of inclusiveness and model an attitude of positivity and encouragement

• Be attentive to the learning needs of students and work with students to help develop confidence in self-advocating

• Follow all requirements for support and accommodation as documented in the IEP or 504

• Follow all national, state, and local laws regarding special education

• Provide Students and parents with a course syllabus that clearly explains all course requirements, expectations, grading, etc.

Parents will... 

• Support and reinforce teacher expectations of student learning to promote positive collaboration between school and home

• Engage with the learning process by communicating respectfully and positively with questions about student progress

• Help students to make informed decisions about courses to help maintain balance and overall well-being

• Participate in the learning process by communicating with students about problem-solving and making wise choices

• Engage with the content being learned in class to further engage student learning beyond the school building 

Administrators and Supporting Staff will…

• Provide support to teachers by protecting collaborative time and encouraging teacher reflection on student assessments

• Provide instruction, training, and support to teachers in the implementation of student supports