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Records

 

STUDENT RECORDS

Student records are maintained at the main office. Parents or Legal Guardians may contact the office to obtain a copy of student records. A copying fee may be assessed. If parents change their telephone number or e-mail address, they are asked to notify their Community Family Advisor immediately. Parents or Legal Guardians are responsible for keeping contact information current within the “My Account” section of the Online School (OLS). Emails will be sent to the address listed in the “My Account” section of the OLS, which must be updated by the parent or legal guardian. A new proof of residence will be required if any address changes are made.
 

CHANGE OF ADDRESS

In the event your address is different or needs to be changed, a new proof of residence is required in order to update your address in the K12 Virtual Schools LLC (Stride K12) and state systems. OVCA will need one of the documents listed below. Once the document has been submitted, our office will be happy to update your new address.
 
To confirm your address please follow the steps below:
  • Log into the OLS with your username and password;
  • Click “My Account” at the top right of your screen;
  • Select “My Account” from the dropdown menu;
  • Your address will appear.
 
Please submit one of the following documents as new a proof of residence:
  • Utilities (i.e. gas, electric or water/sewer billing)
  • Proof of internet service
  • Payment of ad valorem taxes
  • Local agreements or contract for purchasing/leasing housing
  • Mortgage statements
  • If living with someone else, a Shared Residence Affidavit must be completed.
 
Please ensure the proof of residence is in the name of the parent or legal guardian, otherwise the documents will not be accepted.
 
Please fax the new proof of residence to 405.259.8332, Attn: Address Change or email to [email protected].
 
Additionally, you may email your new address and proof of residence to your CFA, who will notify the main office of the change.

If you have any questions regarding your address change, you may also contact the OVCA Administrative Office at 405.259.9478, Monday-Friday from 8:00am-4:30pm.
See OVCA Board Policy 3050: Residency
See Appendix A: Forms
 

TRANSCRIPTS

Transcripts are a permanent record of a student’s cumulative grades attained during high school and include information regarding courses completed, grades, rank and cumulative grade point average from any courses taken for high school credit. Courses taken for high school credit at a previous school will also be recorded. Copies of transcripts are available upon request from the registrar three weeks after each semester ends.
 

MILITARY RECRUITER ACCESS POLICY

Directory information, which is information that is generally not considered harmful or an invasion of privacy if released, can be disclosed to outside organizations without a parent’s prior written consent. In addition, federal law requires Oklahoma Virtual Charter Academy to provide military recruiters, upon request, with three directory information categories – names, addresses and telephone listings – unless parents or eligible students have advised Oklahoma Virtual Charter Academy in writing that they do not want their student’s information disclosed without prior written consent.
 
See OVCA Board Policy 3230: Military Recruiter Access Policy
 

MODEL NOTIFICATION OF RIGHTS UNDER THE PROTECTION OF PUPIL RIGHTS AMENDMENT (PPRA)

PPRA affords parents of elementary and secondary students certain rights regarding the conduct of surveys, collection and use of information for marketing purposes, and certain physical exams. These include, but are not limited to, the right to:
  • Consent before students are required to submit to a survey that concerns one or more of the following protected areas (“protected information survey”) if the survey is funded in whole or in part by a program of the U.S. Department of Education (ED)–
    1. Political affiliations or beliefs of the student or student’s parent;
    2. Mental or psychological problems of the student or student’s family;
    3. Sex behavior or attitudes;
    4. Illegal, anti-social, self-incriminating, or demeaning behavior;
    5. Critical appraisals of others with whom respondents have close family relationships;
    6. Legally recognized privileged relationships, such as with lawyers, doctors, or ministers;
    7. Religious practices, affiliations, or beliefs of the student or student’s
      parent; or
    8. Income, other than as required by law to determine program eligibility.
 
  • Receive notice and an opportunity to opt a student out of –
    1. Any other protected information survey, regardless of funding;
    2. Any non-emergency, invasive physical exam or screening required as a condition of attendance, administered by the school or its agent, and not necessary to protect the immediate health and safety of a student, except for hearing, vision, or scoliosis screenings, or any physical exam or screening permitted or required under State law or the Individuals with Disabilities Act; and
    3. Activities involving collection, disclosure, or use of personal information collected from students for the purpose of marketing or selling or otherwise distributing the information to others. (This does not apply to the collection, disclosure, or use of personal information collected from students for the exclusive purpose of developing, evaluating, or providing educational products or services for, or to, students or educational institutions.)
 
  • Inspect, upon request and before administration or use –
    1. Protected information surveys of students and surveys created by a third party;
    2. Instruments used to collect personal information from students for any of the above marketing, sales, or other distribution purposes; and
    3. Instructional material used as part of the educational curriculum if the instructional material will be used in connection with any survey, analysis, or evaluation as part of any survey funded in whole or in part by a program of ED.
 
These rights transfer from the parents to a student who is 18 years old or an emancipated minor under State law.
 
Oklahoma Virtual Charter Academy has developed and adopted policies, in consultation with parents, regarding these rights, as well as arrangements to protect student privacy in the administration of protected information surveys and the collection, disclosure, or use of personal information for marketing, sales, or other distribution purposes. OVCA will directly notify parents of these policies at least annually at the start of each school year and after any substantive changes. OVCA will also directly notify, such as through U.S. Mail or email, parents of students who are scheduled to participate in the specific activities or surveys noted below and will provide an opportunity for the parent to opt his or her child out of participation of the specific activity or survey. OVCA will make this notification to parents at the beginning of the school year if the District has identified the specific or approximate dates of the activities or surveys at that time. For surveys and activities scheduled after the school year starts, parents will be provided reasonable notification of the planned activities and surveys listed below and be provided an opportunity to opt their child out of such activities and surveys. Parents will also be provided an opportunity to review any pertinent surveys. Following is a list of the specific activities and surveys covered under this direct notification requirement:
  • Collection, disclosure, or use of personal information collected from students for marketing, sales, or other distribution.
  • Administration of any protected information survey not funded in whole or in part by ED.
  • Any non-emergency, invasive physical examination or screening as described above.
 

 

This information is from the Board-approved OVCA Handbook for SY 2023-2024, revised August 2023.