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PURPOSE: The Illinois School Records Acts states: The State Board of Education shall issue regulations that govern the contents of school student records; to implement and assure compliance with the provisions of this Act; and to prescribe appropriate procedures and forms for all administration proceedings, notices and consents required or permitted under this Act. This policy is to outline the rules and regulations relating to the maintenance of, access to, dissemination of or challenge to school student records.
POLICY/PROCEDURES
DEFINITIONS
Student: Any person enrolled or previously enrolled in school
School: Any public preschool, day care center, kindergarten, nursery, elementary or secondary educational institution, vocational school, special educational facility or any other elementary or secondary educational agency or institution and any person, agency or institution which maintains school student records from more than one school, but does not include a private or non-public school.
State Board: The State Board of Education
School Student Record: Any writing or other recorded information concerning a student and by which a student may be individually identified, maintained by a school or at its direction or by an employee of a school, regardless of how or where the information is stored. The following shall not be deemed school student records under this Act: writings or other recorded information maintained by an employee of a school or other person at the direction of a school for his or her exclusive use; provided that all such writings and other recorded information are destroyed not later than the student’s graduation or permanent withdrawal from the school; and provided further that no such records of recorded information may be released or disclosed to any person except a person designated by the school as a substitute unless they are first incorporated in a school student record and made subject to all of the provisions of this Act. School student records shall not include information maintained by law enforcement professionals working in the school.
Student Permanent Record: The minimum personal information necessary to a school in the education of the student and contained in a school student record. Such information may include the student’s name, birth date, address, grades and grade level, parents’ names and addresses, attendance records, and such other entries as the State Board may require or authorize.
School Temporary Record: All information contained in a school student record but not contained in the student permanent record. Such information may include family background information, intelligence test scores, aptitude test scores, psychological and personality test results, teacher evaluations, and other information of clear relevance to the education of the student, all subject to regulations of the State Board. The information shall include information provided under Section 8.6 of the Abused and Neglected Child Reporting Act and information contained in service logs maintained by a local education agency under subsection (d) of Section 14-8.02f of the School Code. In addition, the student temporary record shall include information regarding serious disciplinary infractions that resulted in expulsion, suspension, or the imposition of punishment or sanction. For purposes of this provision, serious disciplinary infractions means: infractions involving drugs, weapons, or bodily harm to another.
Parent: A person who is the natural parent of the student or other person who has the primary responsibility for the care and upbringing of the student. All rights and privileges accorded to a parent under this Act shall become exclusively those of the student upon his 18th birthday, graduation from secondary school, marriage or entry into military service, whichever occurs first. Such rights and privileges may also be exercised by the student at any time with respect to the student’s permanent school record.
MAINTENANCE OF STUDENT RECORDS
STUDENT TEMPORARY RECORDS
All Aspira campuses will maintain student temporary records for no less than 5 years. In addition to classroom and enrollment information in this record, information in the student’s temporary record may include the following:
● Teacher Evaluations
● Contracts
● Disciplinary Infractions
● Family Background Information
● Reports of Psychological Evaluations & Personality Test Results
● Student Policy and Procedures Acknowledgements
● Surveys
● Special Education Files, including the report of the multidisciplinary staffing on which placement or non-placement was based, and all records and tape recording relating to special education placement hearings and appeals.
● Any Verified Reports or Information From Non-Educational Persons, Agencies or Organizations.
● Other Verified Reports or Information of Clear Relevance to the Education of the Student.
STUDENT PERMANENT RECORDS
Aspira Inc of Illinois is obligated to hold student records and information physically secured and confidential in accordance with applicable federal, state, and school system regulations for no less than 60 years after the student has transferred, graduated or otherwise permanently withdrawn from the school. Records can only be shared by written request or by parent or the student.
Permanent Records include the following:
● Academic Transcript, including GPA, Grades and Graduation Date
● Attendance Records
● Basic Identifying Information, including Students’ and Parents Name and Addresses, Birth Date, and Gender at Birth
● Grades, Report Cards, and other Progress Reports
● Honors and Awards
● Information Concerning Participation in School-Sponsored Activities or Athletics
● Medical and Immunization Records
● Test Scores
● Record of Release of Permanent Record Information
The Principal or Principal Designee shall periodically review each student temporary record for verification of entries and elimination or correction of all inaccurate, misleading unnecessary or irrelevant information.
Before any school student record is destroyed or information deleted therefrom, the parent or the student, if the rights and privileges accorded to the parent under this Act have been transferred to the student, shall be given reasonable prior notice in accordance with rules adopted by the State Board and an opportunity to copy the record and information proposed to be destroyed or deleted. A campus may provide reasonable prior notice to a parent or student through
I. Notice in the school’s parent or student handbook,
II. Publication in a newspaper published in the school district or, if no newspaper is published in the school district, in a newspaper of general circulation within the school district,
III. U.S. mail delivered to the last known address of the parent or student, or (iv) other means provided the notice is confirmed to have been received.
ACCESS TO STUDENT RECORDS
Each Principal will assign an official (custodian) to maintain the student records. The custodian is responsible for the maintenance, care and security of all student records.
The custodian establishes internal controls to prevent unauthorized access to or dissemination of student records. Each Principal provides the name(s) of the individual who serves as the custodian of student records.
A parent or any person specifically designated as a representative by a parent shall have the right to inspect and copy all school student permanent and temporary records of that parent’s child. A student shall have the right to inspect and copy his or her school student permanent record. No person who is prohibited by an order of protection from inspecting or obtaining school records of a student pursuant to the Illinois Domestic Violence Act of 1986, as now or hereafter amended, shall have any right of access to, or inspection of, the school records of that student. If a school’s principal or person with like responsibilities or his designee has knowledge of such order of protection, the school shall prohibit access or inspection of the student’s school records by such person.
Whenever access to any person is granted as identified above, at the option of either the parent or a qualified professional, who may be a psychologist, counselor or other advisor, and who may be an Aspira employee or employed by the parent, may be present to interpret the information contained in the student temporary record.
A parent’s or student’s request to inspect and copy records, or to allow a specifically designated representative to inspect and copy records, must be granted within a reasonable time, and in no case later than 10 business days after the date of receipt of such request by the official records custodian.
The time for response may be extended by the Network by not more than 5 business
days from the original date for any of the following reasons:
● The requested records are stored in whole or in part at other locations than the office having charge of the requested records;
● The request requires the collection of a substantial number of specified records;
● The request is couched in categorical terms and require an extensive search for the records responsive to it;
● The requested records have not been located in the course of routine search and additional efforts are being made to locate them;
● The request for records cannot be complied with by Aspira within the time limited described above without unduly burdening or interfering with the operations of the school or network; or
● There is a need for consultation, which shall be conducted with all practicable speed, with another public body or district or among 2 or more components of a public body or school district having a substantial interest in the determination or in the subject matter of the request.
RELEASE OF STUDENT RECORDS
A record of release of student information must be made and kept as a part of the school student record and subject to the access granted. Such records shall only be available to the parent and the custodian. Each record of release includes;
● The nature and substance of the information released;
● The name and signature of the official records custodian releasing such information;
● The name of the person requesting such information, the capacity in which such a request has been made, and the purpose of such request;
● The date of release; and
● A copy of any consent to such release
Except for the student and his parents, no person to whom information is released p and no person specifically designated as a representative by a parent may permit any other person to have access to such information without a prior consent of the parent obtained.
The official Custodian of records will:
1) Upon the student/guardian request or that of the official records custodian of another school in which the student has enrolled or intends to enroll, transfer a certified copy of the student’s records to the official records custodian of the appropriate school and retain the original records.
2) Determine if the school or special education office has any record that is protected by the Mental Health and Developmental Disabilities Confidentiality Act (MHDDCA, 740 ILCS 110/) concerning the transferring student , specifically a record or report made by a therapist, social worker or psychologist.
3) Retain the original records in accordance with the requirements of 105 ILCS 10/
4) Maintain any documentation of the student’s transfer, including records indicating the school or school district to which the student transferred, in that student’s record.
PARENT/GUARDIAN RIGHTS
Parents shall have the right to challenge the accuracy, relevance or propriety of any entry in the school student records, exclusive of:
1) Academic grades of their child; and
2) References to expulsions or out-of-school suspensions
The challenge must be made at the time the student’s school records are forwarded to another school in which the student is transferring.
Parents shall also have the right to insert in their child’s school student record a statement of reasonable length setting forth their position on any disputed information contained in that record. The school shall include a copy of such statement in any subsequent dissemination of the information in dispute.
PURPOSE: This policy serves to comply with the General Provisions section of the Illinois School Code
POLICY/PROCEDURES
ENROLLMENT
Aspira Inc of Illinois accepts enrollments of all students who are residents of the City of Chicago (Board of Education District #299). Applications are accepted throughout the school year. Aspira High Schools accept transfer students throughout the school year, however credit award/attainment is dependent upon the number of seat hours completed at Aspira from the date of transfer. Antonia Pantoja High School is the only Aspira Network school with enrollment occurring at the beginning of every quarter.
During the course of the year, the Network and individual school’s level monitors, maintains, and updates the Master Aspira-Enrollment-Application spreadsheet. The master spreadsheet is updated weekly by each school with status of enrollment and any additional pertinent information that may be useful for the school administration team.
Aspira Business & Finance High School and Aspira Early College High School utilizes the GoCPS application and enrollment process for incoming 9th grade students.
For all other grade levels and after the GoCPS seat acceptance window closes, students and Parents/Guardians can complete the application online, by visiting the https://aspirail.org/our-schools/school-enrollment-application .
Priority for enrollment is given to pupils who were enrolled at an Aspira school during the previous year (unless expelled for cause). Siblings of students currently enrolled are also given enrollment priority.
If at any time there are more eligible applicants for enrollment than available space, a lottery is conducted and witnessed by an Aspira Network staff member, Principal and Parent Representative.
If by May 15th of each year there are more eligible applicants than space available for the upcoming year, eligible applicants shall be selected by lottery.
LOTTERY PROCESS
Each lottery is conducted by the School Administration and monitored by parents and open to the public. The Chief Academic Officer oversees the process. The lotteries will be held at each individual campus on the following dates.
● ASPIRA Business & Finance High School – Friday, May 24, 2024 at 9:00 AM
● ASPIRA Early College High School – Friday, May 24, 2024 @ 12:00 PM
● ASPIRA Haugan Middle School – Monday, May 27, 2024 @ 9:00 AM
● ASPIRA Antonia Pantoja High School – Monday, May 27, 2024 @ 12:00 PM
The Aspira Network offices will send CPS the results of the lottery including the waiting list as applicable within 5 business days after the lottery is held.
Students who are selected through the lottery process to attend an Aspira school will be notified within 2 business days via email and by phone. Families will have 72 hours from the notification date to accept or decline the admissions offer by contacting the Registrar’s Office. Aspira will make multiple efforts to contact the students selected via the lottery.
Failure to respond within 72 hours will result in the offer being withdrawn and the offer being extended to the next student of the waiting list.
Students that are not selected during the lottery are placed on a waiting list and are notified via email of their place on the waitlist. Students on the waitlist are notified as space becomes available, per grade level, at each of the schools. As space becomes available, students from the waiting list are notified of their admissions offer and will have 72 hours to accept or decline the admissions offer. This Process will be repeated until the waiting list is exhausted or the start of a new school year. The waitlist will be updated after each communication at each school by the campus Registrar under the supervision and review of the school administration. The waitlist will reflect why an applicant is no longer on the list: self-removal, withdrawal, etc.
REGISTRATION
As part of the registration process to an Aspira school, students and family will receive a registration
packet, which will include important information to be completed and returned to the school. In order to
complete their registration, students must report to school with a parent/guardian ready to submit the
following documents:
● Copy of student’s birth certificate
● Copy of student’s social security card (if applicable)
● Proof of address within the City of Chicago
● Official transcript(s) from school(s) previously attended new ASPIRA students
● Immunization history, physical examination & dental exam Antonia Pantoja Students must also have:
● Drop slip from the student’s previous school (Antonia Pantoja only)
● School/Drivers/State/GovernmentIdentification Card (Antonia Pantoja only)
● Proof of parent/guardian income (check stub/medical card)
Summary
Aspira is committed to ensuring success for its students. We understand that concerns and issues may arise from time to time. We believe it is always best to solve those concerns first at their source, by working with the teachers and staff directly. We also acknowledge that we may not always be in agreement but we do need to be respectful and responsive when an issue arises. We are committed to working with families to address their concerns in a timely and transparent way.
The process below is provided to make sure that we can all understand the steps we take together when a concern arises. Please make sure to follow this process. When a parent/guardian does have a concern they may follow the below steps either verbally or in writing.
Concern Resolution Steps
LEVEL 1 Teacher or Staff Member Directly Involved – Whether it is a teacher or staff member, the family must first work directly with that person to resolve.
LEVEL 2 Dean and/or Assistant Principal – If the issue cannot be resolved at the first level, then the parent/guardian should communicate with the Assistant Principal to resolve the issue.
LEVEL 3 Principal or Director (if Program Specific) of Student Services, EL, or MDV – If the first two steps cannot produce a resolution, the parent/guardian should communicate the issue either in person or in writing to the Principal and/or director. The Principal and or Director will communicate with the family to come to a resolution.
LEVEL 4 Chief of Accountability, Compliance, and Data (Cabinet Level)- One of the directors should be able to resolve any concern that a family may have. However, a parent/guardian may contact the Chief of Accountability, Compliance, and Data so that he or she may understand the issue and may decide to weigh in.
Specific Concerns
We always encourage families to bring all concerns to us formally or informally. The below categories have a special process that we follow.
1.Abuse and Neglect – Any concerns or allegations that involve child abuse or neglect or inappropriate relations between adults and students are handled in accordance with CPS Policy 18-0627-PO3, “Reporting of Child Abuse, Neglect and Inappropriate Relations Between Adults and Students” and applicable state law.
2.Bullying – Any concerns or allegations that involve bullying should be taken seriously and fully investigated. We follow the CPS Student Code of Conduct as we investigate and address these concerns.
Program Specific Resolution Process:
Special Education or 504 Grievances or Disputes
Aspira recognizes that despite best intentions of all parties, disagreements or miscommunications may arise between the school-based team and Aspira families or students. Should this situation occur, the Aspira special education/504 case manager will initiate an IEP/504 team discussion where the specific details contributing to any educational concern are fully discussed and addressed as the entire team determines what they would consider most appropriate for the student. Collaboration is a primary focus for this type of meeting, and the Aspira Special Education/504 Team seeks to establish and maintain the confidence of its families to always serve its students in order to maximize their educational success.
Dispute Resolution Options for Special Education
Communication is KEY to your child’s success. If you have questions or concerns about your child’s progress or behavior, please speak to the appropriate school staff. Regular communication can resolve many concerns.
If concerns arise regarding the special education evaluation, placement and/or services of your child, it is recommended that parents start with the informal dispute process first, as most, if not all, issues can be resolved at this level. However, parents have the right to select and proceed, at any time, with any of the formal complaint options discussed further below and in the Notice of Procedural Safeguards.
●Step 1: Talk to your child’s teacher(s) and/or service provider(s).
●Step 2: Talk to the school case manager.
●Step 3: Talk to the school principal or assistant principal.
●Step 4: Contact the Director of Student Services
Formal Dispute Resolution for Special Education
If you cannot work out disagreements or concerns with the IEP team or the Director of Student Services, you have the right to elevate your concerns. A brief outline of the three formal processes follows:
●Formal Mediation
A process in which parents and school personnel try to settle disagreements with the help of a trained mediator provided by the Illinois State Board of Education (ISBE). Contact the ISBE mediation coordinator at 217-782-5589.
●Formal Due Process Request
A formal hearing process to settle disagreements between parents and schools. A due process hearing is similar to a court of law and generally follows a formal process, with opening statements, cross examinations of witnesses, and closing statements. Parents must request a due process hearing with the CEO of Aspira in writing.
●Formal ISBE Complaint
A written complaint about special education issues concerning a child (or children) filed with the Illinois State Board of Education that is investigated by a state-appointed employee with expertise in special education.
Address complaints to:
ISBE, Special Education Division
100 N. First St.
Springfield, IL, 62777-0001
217-782-5589
Section 504 Enforcement
If you believe that an Aspira school has violated this law, and you have attempted to resolve the 504 concern, contact the Office of Civil Rights (OCR) by contacting the OCR Hotline at 800-421-3481 or visit the ISBE website for more information about filing a complaint under Section 504 of the Rehabilitation Act of 1973.
Governor Pritzker announced that in-person learning in schools will not resume during the 2019-2020 school year. Remote learning will continue for all pre-k through 12th grade.
All Chicago parks and libraries remain closed.
All ASPIRA campuses will be continue to serve as healthy meal distribution centers Monday-Friday from 9am-1pm.
Please continue to check back here for updates. If you have any questions, please fill this form out.
Remote Learning Plans:
ASPIRA Antonia Pantoja High School
ASPIRA Business and Finance High School
ASPIRA Early College High School
Student Resources:
Comprehensive Resource Packets, PreK-12
Teacher Resources:
Food, Housing, and Utilities
Greater Chicago Food Depository
Temporary Mortgage Relief Due to Coronavirus Pandemic
Updates from government agencies:
Files:
