Records Requests: Guides & Sample Letters

Requesting Education Records

  • Biological parents- Unless their rights have been limited or terminated by a court
  • Adoptive Parents with adoption order
  • Legal Guardians with letters of guardianship from a court
  • Responsible adults appointed by the court to hold education rights via JV-535 (ex. Foster parents, Relative caregivers, Court Appointed Special Advocates)
  • Track education performance over time
  • To help better understand the child’s needs
  • To determine interventions that have or have not worked in the past
  • They allow comparison between old testing and new testing to monitor academic progress
  • Report cards: They will show academic progress throughout the child’s education history
  • Transcripts: These show how close to graduation a child may be based on their accumulated class credits
  • Attendance records: They show whether the child is going to all of their class periods daily
  • Special Education Assessments: These show a child’s current functioning both academically and behaviorally
  • Individualized Education Programs (“IEPs”): These show whether services/goals are meeting the child’s needs

Requesting Regional Center Records

  • Biological parents- Unless their rights have been limited or terminated by a court
  • Adoptive Parents with adoption order
  • Legal Guardians with letters of guardianship from a court
  • Responsible adults appointed by the court to hold education rights via JV-535 (ex. Foster parents, Relative caregivers, Court Appointed Special Advocates)
  • To track the child’s development over time
  • To help better understand the child’s needs
  • To determine early intervention services that have or have not worked in the past
  • Interdisciplinary (“ID”) notes: These show what actions the service coordinator has taken on the child’s case.
  • Evaluations/Assessments: Evaluations review all of the child’s developmental areas (cognitive, communication, physical and motor, adaptive, and social-emotional); Assessments focus on a specific area of concern (i.e., communication) and are used to determine the services the child needs.
  • Individualized Family Service Plans (“IFSPs”): These are the plans that include the services necessary to improve the child’s development