Special Education and 504 Records Disposition Notice
July 26, 2022
Special Education Records
In accordance with the state and federal regulations implementing the Individuals with Disabilities Education Act (IDEA), this is to inform you of the Clarksville-Montgomery School System’s intent to destroy personally identifiable information related to special education records maintained for students who were evaluated and/or served for special education services while attending the Clarksville-Montgomery County School System, but who are no longer enrolled. Records will be held through the individual’s age of 25. The destruction will occur after the individual’s 26th birthday.
If you wish to maintain this information for your personal records, you must notify Clarksville- Montgomery County School System upon receipt of this notice; otherwise, the information will be destroyed June 30th of every year.
Special Education Record Procedure: https://employees.cmcss.net/misc/ViewISO?filename=SPE-P007.pdf
Section 504 Records
In accordance with the state and federal regulations, this is to inform you of the Clarksville-Montgomery County School System’s intent to destroy personally identifiable information related to Section 504 education records maintained for students who were evaluated and/or received Section 504 services under a Section 504 Plan while attending the Clarksville-Montgomery County School System, but who are no longer enrolled. The records will be destroyed five (5) years after a student has transferred out of the school system, the death of a student, or the student’s graduation.
If you wish to maintain this information for your personal records, you must notify Clarksville Montgomery County School System upon receipt of this notice; otherwise, the information will be destroyed June 30th of every year.
Section 504 Record Procedure: https://employees.cmcss.net/misc/ViewISO?filename=INS-P043.pdf
Please be advised that the records may be needed by you for applying for Social Security Benefits, rehabilitation services, college entrance or other purposes.
Records to be destroyed are as follows:
- Individualized Education Programs (IEPs)
- Section 504 Plans
- Evaluation Reports – Test Protocol
- Notification of Meetings
- Review of Existing Data Summaries
- Notices of Action
- All other personally identifiable information within the Special Education or Section 504 file
*For Special Education: The reason for the destruction of the above-listed items is because they are no longer needed to provide educational services for the individual or valid information after the individual’s 26th birthday.
*For Section 504: The reason for the destruction of the above-listed items is because they are no longer needed to provide educational services for the individual or valid information after the individual transferred out of the school system, the death of an individual, or the individual’s graduation.
*The district will maintain a permanent record, without time limitation, of a student’s name, address and phone number, his/her grades, attendance record, classes attended, grade level completed, the year completed and a letter stating that the student was eligible and/or received special education or Section 504 services in CMCSS. These records should be requested from the Clarksville Montgomery County School System Student Records Office at (931) 542-5051.
Student Record Inquiry Process: https://employees.cmcss.net/misc/ViewISO?filename=REC-P002.pdf
Records Request
Special Populations: You may contact the Department of Special Populations’ Records at (931) 553-1160 or 1312 State Hwy 48, Clarksville, Tennessee 37040 to obtain your special education records.
Section 504: You may contact the District 504 Coordinator at (931) 553-1155 or 1312 State Hwy 48, Clarksville, Tennessee 37040 to obtain your Section 504 records.
Please be advised, that you must show a picture ID before records will be released.
If you are the conservator for an individual, you must show your ID and legal conservatorship documentation.
