Handbook » Records

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 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:
  1. Log into the OLS with your username and password;
  2. Click “My Account” at the top right of your screen;
  3. Select “My Account” from the dropdown menu;
  4. 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. 
 
To submit, please use one of these methods:
 
If you have any questions regarding your address change, you may also contact the OVCA Administrative Office at 405.259.9478 ext 1014, Monday-Friday from 8:00am-4:30pm.
 
 

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.
 

FAMILY EDUCATION RIGHTS AND PRIVACY ACT (FERPA)

The Family Educational Rights and Privacy Act (FERPA) gives parents and students over 18 years of age (“eligible students”) certain rights regarding the student’s education records. These rights are:
  1. The right to inspect and review the student’s education records within 45 days of the day the school receives a request for access.

    To request an inspection and review, the parent or eligible student should submit a written request to the Operations Manager that identifies the record(s) they wish to inspect. The Operations Manager make arrangements for access and the parent or eligible student of the time and place where the records may be inspected.

  2. The right to request an amendment of the student’s education records that the parent or eligible student believes is inaccurate.

    They should write the Operations Manager identify the part of the record they want changed and specify why it is inaccurate. If the school decides not to amend the record as requested by the parent or eligible student, the school notifies the parent or eligible student of the decision and advises them of their right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures is provided to the parent or eligible student when notified of the right to a hearing.

  3. The right to consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that FERPA allows disclosure without consent.

    One exception, which permits the school to disclose information without consent, is when the school discloses information to school officials with legitimate educational interests. A school official is a person employed by or contracted to provide services to or designated by the contractor to provide services to the school 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 of the school; a person or company with whom the school has contracted to perform a special task (such as an attorney, auditor, medical consultant, or therapist); or a parent or student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks.

    A school official 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 district in which a student seeks or intends to enroll.

  4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by the school to comply with the requirements of FERPA. The name and address of the Office that administers FERPA is:
    Family Policy Compliance Office
    U.S. Department of Education 400 Maryland Ave., S.W.
    Washington, D.C. 20202-4605
 
FERPA requires that the school, with certain exceptions, obtain a parent’s or eligible student’s written consent prior to the disclosure of personally identifiable information from a child’s education records. However, the school may disclose “directory information” without written consent, unless you, the parent or eligible student, have advised the school in writing that you do not want all or part of the directory information disclosed. The method for objecting to disclosure of directory information is specified below. The primary purpose of directory information is to allow the school to include the following information from education records in certain school publications or disclose it to certain parties. Examples include
  • shipment of computer and school materials to and from student’s home,
  • entry of student enrollment information into a computer database for use byschool officials,
  • honor roll or other recognition lists,
  • sports activity sheets, such as for wrestling, showing weight and height of team members, and school yearbook.
 
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 laws require the school to provide military recruiters, upon request, with three directory information categories – names, addresses and telephone listings – unless parents or eligible students have advised the School in writing that they do not want their student’s information disclosed without prior written consent.

The school has designated the following information as directory information:
  • Name
  • Address
  • Telephone number
  • Email address
  • Photo
  • Athletic information
  • Honor roll status
  • Grade level
  • Activities and clubs
  • Awards
 
If there are certain items the school has chosen to designate as directory information that you do not want disclosed from your child’s education records, without your prior written consent, please send an e-mail identifying the information you do not want disclosed, your student’s name, and the name of the virtual academy or affiliate school where your student is enrolled to: directoryinformation@k12.com. This e-mail must be sent within 30 days of enrolling in OVCA.

Notice of these rights is available, upon request, on audiotape, in Braille, and in languages other than English.
The Oklahoma Department of Education may be contacted at 405.521.3301.
 
 

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.
 
 
 
This information is from the Board-approved OVCA Handbook for SY 2020-2021.