CPS General Information, Student Records

Student Records

A Midway student completes an assignment.

The Cincinnati Public School District realizes that student records are needed for employment, continuing education, entrance into the military, historical research, etc. The district maintains high standards in records management and is dedicated to providing student records for parents, students and qualifying organizations in a prompt, reliable manner.

Types of Records

Requests for student records fall into three main categories:

Transcripts — A transcript is a record of classes taken and grades received.
Graduation Verification — This is an official letter verifying the date of graduation. Often people request copies of diplomas. Unfortunately, diplomas are unique records and no copies are ever made. The only record available is a graduation verification.
Other Records from the Student Cumulative File — These records may include: enrollment/withdrawal information, activities, attendance, test results, discipline records, health/medical records, psychological records (restricted access), child abuse/neglect referrals, work permits, food service applications and emergency contact information.

Where to Find Records

Records travel with a student, so they are kept at the school the student last attended.

Current Student with Program & School Still Open

If the student is currently enrolled in a Cincinnati Public School and the school and program the student last attended is still open, please contact the school directly. It is best to ask to speak to the School Registrar. Records requests usually take about two weeks to fulfill.

Former Student with Program & School Still Open

If the student no longer attends a Cincinnati Public School, but the program and school the student last attended is still operating, please contact the school and ask for the school registrar. These records may be kept off-site, so requests may take two-four weeks to fill.

Former Student with Program or School Closed

If the program or school the student last attended has closed, those records have been moved to the Inactive Records Department. You may call 513-363-0376 and speak to the records clerk. For example, if a student attended night school at Western Hills High School, even though the school is still open, the program has been discontinued so you would need to call Inactive Records. These records are stored off-site. Requests may take two to four weeks to fill.

Special Education Records

If requesting records about a special education student, such as the child's Individual Education Plan (IEP), please contact the Department of Student Services, 513-363-0280.

Right to Privacy

Ohio law permits public release of Directory Information on a student unless the parent or guardian requests privacy.

Records Request Process

Because student records are confidential, it is important that the district releases them only to the proper parties. Anyone requesting student records is asked to fill out a Records Application Request. There is also a fee for processing the records.

Please note that student records cannot be released unless all the student's financial obligations have been paid.