Information Assurance & Archives

Enrollment Documentation

• Procedure for collecting birth certificate or other documentation verifying date of birth after enrollment

• Immunization Requirement

Destruction Forms

• Destruction Form ARM-11

FERPA / Pupil Privacy Act

• FERPA Annual Notification of Rights - Notice to parents/ guardians and eligible students of their rights with respect to student’s educational records

• Quick Reference Guide To: Protecting & Handling Student and Personnel-Related Data and Complying with FERPA 

• Parents and Eligible Students Access Rights

• Directory Information Annual Notification - Notice to parents/guardians and eligible students of their right to opt-out of directory information release (English and Spanish). Must be issued annually.

• Directory Information Opt-Out - Enables parent or eligible student to stop the release of directory information (English and Spanish). Must be completed annually.

• Protecting & Handling Student and Personal-Related Data - GCS Quick Reference Guide To: Protecting & Handling Student and Personal-Related Data - List of “Do’s” and ”Don’ts” to Protecting and Handling Student and Personnel-Related Data and Complying with FERPA

• Protection of Pupils Rights Annual Notification - Notice to parents/guardians and eligible students of the right to opt-out of “protected information” surveys, regardless of funding.

• Safeguarding Our Children’s Educational Records - Privacy training presentation for school faculty/staff (PPS - PowerPoint)

• Student Information Release Matrix - Matrix that lists the various types of privacy protected student information, access groups, and disclosure requirements

GCS Student Transcript/Records Request

• GCS Transcript / Record Request - Use when written consent is required to release student educational data (English and Spanish). Download and open in Adobe Reader to access fillable version.

Chain of Custody Agreement

• Chain of Custody Agreement - Chain of Custody Agreement – Complete form when transferring material containing personally identifiable information to an outside vendor (Note: Ensure data sharing agreement has been completed by vendor prior to releasing any information).

National Clearinghouse

• National Clearinghouse Directory Information Letter - National Clearinghouse Directory Information Letter - Must be placed in graduate packages annually

• National Clearinghouse Directory Information Letter (Spanish) - National Clearinghouse Directory Information Letter (Spanish Version) - Must be placed in graduate packages annually

• National Clearinghouse Directory Information Opt-out (Spanish) - National Clearinghouse Directory Information Opt-out (Spanish Version): Must be placed in graduate packages annually

• National Clearinghouse Directory Information Opt-out: - National Clearinghouse Directory Information Opt-out: - Must be placed in graduate packages annually

• Procedure for National Clearinghouse Directory Information Notice and Opt-Out

Secure Email

• Secure Email Instructions - Procedure for sending secure email using GCS Securemail.

Professional Development Training Sessions

• School Level Records Management Training - February 12, 2026

• The Records Drop In - A Virtual Training - Session 2 - 11/18/2025

• The Records Drop In – A Virtual Training – Session 1 - 10/3/2025

• Record Readiness Roundtable - New Clerk Training - July 29, 2025