Handbook - Parent/Guardian Notifications

What Families Need to Know

State and federal laws require school districts to provide families with certain notices regarding student rights, educational programs, safety, privacy, and District procedures. This section brings those notices and resources together in one location.

Student/Family Responsibilities

Families are encouraged to review required notices each school year and contact the District when they have questions or wish to exercise a right described in a notice.

How to Get Help / Who to Contact

The contact depends on the topic. Each notice should identify the appropriate District department, administrator, or form. General questions may be directed to the District Administration Center.

Required Annual Notices & Parent/Guardian Rights

Harlem School District 122 is committed to ensuring families understand their rights and have access to information required by State and federal law. The notices below summarize important policies, protections, and procedures that apply to students and families. Links are provided to the applicable Board of Education policy, administrative procedure, or additional resource. To view a comprehensive list of Harlem School District policies, select School Board under the District tab.  Harlem School District Policy Manual

Student Records & Privacy — FERPA and Illinois School Student Records Act

Parents/guardians and eligible students have rights regarding student education records under the federal Family Educational Rights and Privacy Act (FERPA) and the Illinois School Student Records Act. These rights include the right to inspect and review the student's education records; request correction of information believed to be inaccurate, misleading or otherwise in violation of the student's privacy rights; consent to disclosures of personally identifiable information except when disclosure without consent is authorized by law; and file a complaint regarding an alleged violation of FERPA.

Certain information may be designated by the District as directory information and may be released without prior written consent unless a parent/guardian or eligible student follows the District's procedures to prohibit its release. Student records may also be disclosed without consent in circumstances permitted by State or federal law, including to school officials who have a legitimate educational interest in the information.

Parents/guardians have additional rights under Illinois law concerning the contents, access, challenge, transfer, retention and destruction of student records. Families may contact their student's school for assistance accessing or reviewing records.

Applicable Policy: Board Policy 7:340 – Student Records and 7:340-AP1/E1.

Federal regulations specifically require annual notification of these FERPA rights, including inspection, amendment, disclosure and complaint rights.

Protection of Pupil Rights — Surveys, Evaluations and Certain Physical Examinations

The Protection of Pupil Rights Amendment (PPRA) provides parents/guardians and eligible students with certain rights regarding surveys, instructional materials, marketing activities and certain physical examinations.

Parents/guardians have the right to inspect certain surveys and instructional materials and, in circumstances required by law, provide consent or opt their student out of participation. These protections apply particularly to surveys addressing protected areas such as political beliefs, mental or psychological problems, sexual behavior or attitudes, illegal or self-incriminating behavior, critical appraisals of family members, privileged relationships, religious beliefs and income.

The District will provide additional notice when students are scheduled to participate in activities requiring specific notice or an opportunity to opt out under PPRA.

Applicable Policy: Board Policy 7:15 – Student and Family Privacy Rights.

Federal guidance requires both annual notice of PPRA policies and additional notice of certain scheduled activities.

Directory Information

Harlem School District may designate certain student information as "directory information" in accordance with Board policy and applicable law. Directory information may include categories of information identified in Board Policy 7:340 and may be used for purposes such as school publications, recognition of student accomplishments, programs, yearbooks, athletics and District communications.

Parents/guardians and eligible students have the right to prohibit the release of designated directory information by notifying the District in accordance with the procedures and deadline established by the District. Restricting directory information may affect the District's ability to include the student in certain publications, recognitions or other communications.

Applicable Policy: Board Policy 7:340 – Student Records.

The U.S. Department of Education provides a separate model directory-information notice for this purpose.

Student Safety & Well-Being

Bullying Prevention

Bullying, intimidation and harassment diminish a student's ability to learn and a school's ability to educate. Harlem School District prohibits bullying on the basis of actual or perceived characteristics protected by law as well as bullying based on other distinguishing characteristics.

Bullying may occur in person or through electronic communication and may include conduct occurring outside of school when the requirements of Illinois law and Board policy are met. Students, parents/guardians and staff are encouraged to report suspected bullying promptly. Reports may be made to school administration or through the District's reporting procedures, including anonymous reporting options where available. Retaliation against anyone who reports bullying or participates in an investigation is prohibited.

When school administration becomes aware of an alleged bullying incident, the District will follow the investigation, parent-notification, intervention and response procedures required by Board policy and Illinois law.

Applicable Policy: Board Policy 7:180 – Prevention of and Response to Bullying, Intimidation, and Harassment

Additional Resource: Bullying Report Form / Safe2Help Illinois

Illinois requires the bullying policy to be included in the handbook, posted online and distributed annually to parents/guardians, students and school personnel. Current law also requires notification of parents/guardians of involved students within 24 hours after administration becomes aware of their involvement.

Teen Dating Violence

Harlem School District prohibits teen dating violence involving students at school, on school property, at school-sponsored activities or in circumstances covered by Board policy. Dating violence may include physical, sexual, psychological or emotional abuse, including abuse conducted through electronic communication.

Students who experience or witness dating violence are encouraged to seek assistance from a trusted staff member, counselor, social worker or administrator. The District provides prevention education and will respond to reports in accordance with Board policy and applicable law.

Applicable Policy: Board Policy 7:185 – Teen Dating Violence Prohibited and Exhibit 7:185-E.

Suicide Awareness and Prevention

Harlem School District recognizes that student mental health and suicide prevention are important components of student safety. The District maintains a youth suicide awareness and prevention policy addressing prevention, intervention, referral and response.

Students or families concerned about a student's mental health are encouraged to contact a school counselor, social worker, psychologist, administrator or other trusted adult.

For immediate assistance, call or text 988 to reach the 988 Suicide & Crisis Lifeline. Students and families may also use Safe2Help Illinois to confidentially report concerns involving self-harm, suicide or other safety issues. In an immediate life-threatening emergency, call 911.

Applicable Policy: Board Policy 7:290 – Suicide and Depression Awareness and Prevention.

Illinois requires school districts to inform both employees and parents/guardians of enrolled students of the District's suicide awareness and prevention policy and post it publicly online.

Anaphylaxis and Severe Allergies

Harlem School District maintains an anaphylaxis prevention, response and management program to reduce the risk of exposure to allergens and provide an appropriate response when a student experiences a severe allergic reaction.

Parents/guardians should inform the school nurse when a student has a known allergy or risk of anaphylaxis and provide the health information, medication and emergency action plan requested by the District. Families with questions regarding individualized allergy precautions or the District's procedures should contact their student's school nurse.

Applicable Policy: Board Policy 7:285 – Anaphylaxis Prevention, Response, and Management Program.

Illinois requires districts at least once each calendar year to notify parents/guardians about the anaphylaxis policy and provide contact information for learning more about individualized aspects of it.

Sexual Abuse and Assault Awareness and Prevention Education

Illinois law requires schools to provide age-appropriate instruction designed to help students recognize and respond to sexual abuse and assault. Instruction may address concepts such as body safety, appropriate and inappropriate touching, consent, grooming, trusted adults, reporting unsafe situations and available resources, with content varying according to student age and grade level.

The District will provide parents/guardians with information regarding this instruction as required by law. Families may review applicable instructional materials and should contact their student's school with questions about the program.

Applicable Resource: 6:60-AP1,E1 – Notice to Parents/Guardians of Sexual Abuse and Assault Awareness and Prevention Education.

Child Sexual Abuse Resource Guide

The Illinois State Board of Education maintains a resource guide for students and families affected by child sexual abuse. The guide includes information about children's advocacy centers, medical evaluation and treatment, mental-health services, legal assistance and victim advocacy.

The resource guide is available to any parent/guardian upon request and may also be accessed through District resources.

Applicable Resource: ISBE Sexual Abuse Response and Prevention Resource Guide.  

Illinois requires schools to notify parents/guardians at the beginning of the school year that this resource guide is available.

Nondiscrimination & Student Rights

Nondiscrimination and Equal Educational Opportunities

Harlem School District provides equal educational opportunities and prohibits unlawful discrimination, harassment and retaliation. Students are protected from discrimination based on characteristics protected by State and federal law.

Students or families who believe a student has experienced discrimination, harassment or retaliation are encouraged to report the concern promptly to a school administrator or the District's Nondiscrimination Coordinator. Complaints will be addressed in accordance with applicable District complaint procedures.

Nondiscrimination Coordinator: Assistant Superintendent of Human Resources, Harlem Administration Center, 8605 N. 2nd Street, Machesney Park, IL 61115, 815-654-4500.

Applicable Policies: 7:10 – Equal Educational Opportunities; 7:20 – Harassment of Students Prohibited; 2:270 – Discrimination and Harassment on the Basis of Race, Color, and National Origin Prohibited.

Illinois now specifically requires the race/color/national-origin policy to appear on the District website and in the student handbook, with an accessible, age-appropriate summary distributed annually to students and parents/guardians.

Title IX — Sex Discrimination and Sexual Harassment

Harlem School District does not discriminate on the basis of sex in its education programs or activities as prohibited by Title IX and applicable law. Prohibited conduct may include sex discrimination, sexual harassment and other conduct prohibited under applicable District policy.

Students and families may report concerns to the District's Title IX Coordinator or a school administrator. The District will respond to reports and complaints in accordance with the Title IX grievance procedures and applicable law.

Applicable Policy: Board Policy 7:20 – Harassment of Students Prohibited and the District's applicable Title IX procedures.

Section 504

Students with disabilities who do not qualify for an Individualized Education Program under IDEA may qualify for protections and services under Section 504 of the Rehabilitation Act of 1973 if they have a physical or mental impairment that substantially limits one or more major life activities, have a record of such an impairment or are regarded as having such an impairment.

Parents/guardians who believe their student may qualify for a Section 504 plan should contact the student's school or Student Support Services.

Contact: Director of Student Support Services, 815-654-4500.

Applicable Policy: Board Policy 6:120 – Education of Children with Disabilities and District Section 504 procedures.

Employee Code of Professional Conduct and Staff-Student Boundaries

Harlem School District employees are expected to maintain professional relationships with students and observe appropriate staff-student boundaries. District employees are prohibited from engaging in sexual misconduct, grooming behaviors, and other conduct inconsistent with the District's professional-conduct expectations.

Employees are required to report suspected violations as required by Board policy and law. A violation of the employee Code of Professional Conduct, including failure to report a violation when required, may result in disciplinary action up to and including dismissal.

Students and families who have concerns about an employee's conduct or boundaries should report the concern to a building administrator or District administration.

Applicable Policy: Board Policy 5:120 – Employee Ethics; Code of Professional Conduct; and Conflict of Interest.

Special Populations & Educational Rights

Students Experiencing Homelessness — McKinney-Vento

Students who lack a fixed, regular, and adequate nighttime residence may qualify for protections under the federal McKinney-Vento Homeless Assistance Act. Eligible students have the right to immediate school enrollment even when records normally required for enrollment are unavailable and may have rights regarding school stability, transportation and other educational supports.

Families experiencing homelessness, temporary housing, doubled-up housing due to loss of housing or economic hardship, shelter placement or another unstable housing situation are encouraged to contact the District's Students and Families in Transition (SAF-T) Coordinator.

Contact: Leandra Hudson, SAF-T & Youth in Care Coordinator, 815-654-4511 ext. 2344.

Applicable Policy: Board Policy 6:140 – Education of Homeless Children.

Special Education — Child Find

Harlem School District is responsible for identifying, locating, and evaluating children with disabilities who reside within the District and may need special education and related services, including eligible children who attend private schools or who may not currently be enrolled in a District school.

Parents/guardians who have concerns about their child's development, learning, communication, behavior, or other disability-related needs may request information about an evaluation by contacting their child's school or Student Support Services.

Applicable Policy: Board Policy 6:120 – Education of Children with Disabilities.

Title I — Parent Right to Know

Parents/guardians of students attending a school receiving Title I funds have the right to request information regarding the professional qualifications of their student's classroom teachers and, when applicable, paraprofessionals. Title I schools also provide families with opportunities to participate in planning and reviewing Title I programs and family-engagement activities.

Families seeking information regarding teacher qualifications or Title I services may contact the school principal or District administration.

Applicable Policies: 5:190 – Teacher Qualifications; 6:170 – Title I Programs; 8:95 – Parental Involvement.

Health, Facilities & Environment

Asbestos Management — AHERA

In accordance with the federal Asbestos Hazard Emergency Response Act (AHERA), Harlem School District maintains an asbestos management plan for applicable District facilities. The plans contain information concerning inspections, surveillance, response actions and the location and condition of identified asbestos-containing building materials.

Asbestos management plans are available for inspection by parents/guardians, employees and members of the public as required by law. Questions or requests to review a plan may be directed to the District's Property Services Department.

Contact: Property Services, Harlem School District 122.

Applicable Requirement: Federal Asbestos Hazard Emergency Response Act (AHERA).

Pesticide Application Notification

Harlem School District uses integrated pest-management practices to reduce pest problems while minimizing unnecessary pesticide use. Illinois law requires the District either to maintain a registry of parents/guardians who wish to receive advance notice of pesticide applications or provide advance notification to all parents/guardians.

Parents/guardians who wish to receive pesticide notifications may contact the District to be added to the notification registry. When advance notice is required, the District will provide the anticipated application date and contact information for the person responsible for the pesticide program. Advance notice may not be possible when an immediate threat to health or property requires treatment; notice will then be provided as soon as practicable as required by law.

Contact: Property Services, Harlem School District 122.

Applicable Requirement: Illinois Structural Pest Control Act and Lawn Care Products Application and Notice Act.

Technology & Digital Privacy

Educational Technology and Student Data Privacy

Harlem School District uses educational technology to support teaching and learning. The District protects covered student information in accordance with the Illinois Student Online Personal Protection Act (SOPPA), FERPA and other applicable privacy laws.

The District maintains information regarding approved educational technology operators and applicable data-privacy agreements. Parents/guardians may review the District's student data-privacy resources and contact the District with questions regarding the collection, use or protection of student information.

Applicable Policy: 7:345 – Use of Educational Technologies; Student Data Privacy and Security.

Additional Resource: Harlem Student Data & Privacy webpage.

Children's Online Privacy Protection Act (COPPA)

The District may use approved online educational services and applications as part of instruction. For students under age 13, the Children's Online Privacy Protection Act regulates the online collection of personal information. When applicable, the District may provide consent on behalf of parents for approved educational use consistent with federal law and District procedures.

Families may review District-approved educational technologies and should contact the District with questions regarding an application or the information it collects.

Applicable Resource: 6:235-E5 – Children's Online Privacy Protection Act.

Community & Other Required Notices

Sex Offender and Violent Offender Community Notification

State law provides public access to information concerning registered sex offenders and certain violent offenders against youth. Parents/guardians may obtain information from the Illinois State Police and other authorized public resources.

The District follows applicable laws and procedures regarding offender notifications and access to school property.

Applicable Resource: 4:175-AP1-E1 – Informing Parents/Guardians About Offender Community Notification Laws.

Visits to School by Child Sex Offenders

Illinois law places restrictions on when a child sex offender may be present on school property. When an individual subject to these restrictions has a lawful reason to be on school property, the District will follow the supervision and notification requirements established by law and Board policy.

Applicable Resource: 8:30-E1 – Letter to Parent Regarding Visits to School by Child Sex Offenders.

School Visitation Rights for Working Parents

The Illinois School Visitation Rights Act may allow eligible employed parents/guardians to take unpaid leave from work to attend certain school conferences, behavioral meetings or academic meetings when those meetings cannot reasonably be scheduled outside working hours.

Eligibility and leave requirements are established by State law. Parents/guardians who need verification of a qualifying school visit may contact their student's school.

Applicable Resource: 8:95-E1 – Letter Notifying Parents/Guardians of School Visitation Rights.

Dangers of Underage Drinking — 4:170-AP2-E2

Disruptive Social Media Apps — 4:170-AP2-E3

Preventing and Reducing Sexting — 4:170-AP2-E4

Targeted School Violence Prevention & Threat Assessment — 4:190-AP2-E6

Right to Privacy in the School Setting Act — 7:140-E

Student Behavior — 7:190

Storage and Destruction of Student Records — 7:340-AP1,E1

General Information

4:160
Environmental Quality of Buildings and Grounds

4:160-AP
Environmental Quality of Buildings and Grounds

4:170-AP5
Unsafe School Choice Option

5:190-E1
Teacher Qualifications

7:340-AP1, E1
Notice to Parents/Guardians and Students of Their Rights Concerning a Student's School Records

7:345-AP
Use of Educational Technologies; Student Data Privacy and Security

8:30-E1
Letter to Parent Regarding Visits to School by Child Sex Offenders

8:95-E1
Letter Notifying Parents/Guardians of School Visitation Rights

Student Programs

6:60-AP1
Comprehensive Health Education Program

6:60-AP1, E1
Notice to Parents/Guardians of Sexual Abuse and Assault Awareness and Prevention Education; Requests to Examine Materials; Written Objection(s) and/or Opt-Outs

Student Safety

2:270
Discrimination on the Basis of Race, Color, and National Origin Prohibited

4:170-AP1-E2
District Policies Regarding Student Safety

4:170-AP-2 E-1
Visitor Accident or Injury Form

4:170-AP-2-E2
Letter to Parents/Guardians Regarding the Dangers of Underage Drinking

4:170-AP-2-E3
Letter to Parents/Guardians About Disruptive Social Media Apps; Dangers

4:170-AP-2-E4
Letter to Parents/Guardians About Preventing and Reducing Incidents of Sexting

4:170-AP-2-E6
Letter to Parents/Guardians About Safe Firearm Storage

4:170-AP-6-E2
Letter to Parents about CPR and AED Video

4:170-E8
Informing Parents About Offender Community Notification Laws

4:175-AP1
Criminal Offender Notification Laws; Screening

4:175-AP-1-E1
Informing Parents/Guardians About Offender Community Notification Laws

4:190-AP2-E6
Targeted School Violence Prevention and Threat Assessment Education

6:60-AP1,E1
Notice to Parents/Guardians of Sexual Abuse and Assault Awareness and Prevention Education

7:180-AP1, E4
Memo to Parents/Guardians Regarding Bullying

7:185-E
Memo to Parents/Guardians Regarding Teen Dating Violence

7:190-AP6
Student Behavior

Student Services

6:170
Notice to Parents Required by Elementary and Secondary Education, McKinney-Vento Homeless Assistance, and Protection of Pupil Rights Laws

Student Rights

5:190
Teacher Qualifications

5:190-E1
Notice to Parents of Their Right to Request Their Child's Classroom Teachers' Qualifications

5:190-E2
Notice to Parents When Their Child is Assigned to or Has been taught for at Least Four Straight Weeks by a Teacher Who Does Not Meet Applicable State Certification/Licensure Requirements

6:15
School Accountability

6:235-E5
Children's Online Privacy Protection Act

7:140-AP1-E3
Letter to Parents/Guardians Regarding the Right to Privacy in the School Setting Act.

7:340-AP1, E1
Notice to Parents/Guardians and Students of Their Rights Concerning a Student's School Records

7:340-AP1-E2
Using a photograph or video recording of a student

7:340-AP1, E3
Letter to Parents and Eligible Students Concerning Military Recruiters and Postsecondary Institutions Receiving Student Directory Information

7:340-AP1, E4
Frequently Asked Questions Regarding Military Recruiter Access to Students and Student Information