General Concerns or Complaints

There are two avenues to pursue initially when it comes to concerns or complaints.

1. General comments and complaints can be submitted at: https://www.lcps.org/LCPSCommentandComplaintform

2. Reach out to the Office of the Ombuds for nearly any questions, concerns, and guidance. The Ombuds can provide assistance and research while keeping you anonymous whenever possible. Contact: https://www.lcps.org/o/lcps/page/contacting-the-ombuds

Note — Let’s Talk form submissions do allow you to remain anonymous, so this is an option for some comments or complaints.

Student Record Corrections

To dispute or correct a student record at the school level, submit an RT-19 Form to the school Principal.

Note — you should be offered this if you have a conversation with your child’s school or simply request a record amendment if “records contain information that is inaccurate, misleading, or a violation of the student’s privacy rights.” If this is not offered to you, report the failure to follow policy and keep you informed of your rights to the HRTD Office and the Department of School Leadership (see below).

Within 15 days, you should receive a formal letter (emailed AND US Mail) with the Principal’s decision.

Records Appeals

If the Principal refuses the amendment, you may request an appeal hearing, in writing, with the Assistant Superintendent of Student Services. You will reference your “right to have [your] appeal heard at a FERPA Hearing conducted by Loudoun County Public Schools (LCPS).”

As of July 2024, the Assistant Superintendent of Student Services is Tedra Richardson: Tedra.Richardson@lcps.org.

Note — you should see this appeal option as part of the letter from the Principal, though it may be a vague statement only, if at all.

The Assistant Superintendent of Student Services “shall notify his/her designee to schedule a hearing within 30 days and notify the parent or eligible student at least 5 days prior to the hearing of the time and place.”

At the FERPA Hearing

Though the designee may request notes, materials, and/or evidence via email before or after the hearing, be prepared to present all information during the hearing. Do not concern yourself with the scheduled duration of the hearing; make sure that every bit of your evidence and stance is part of this hearing. In addition, provide all written and evidentiary materials to any staff member who is part of the hearing both before the hearing and as a follow-up. Include the Assistant Superintendent of Student Services in those emails if they are not a part of the hearing.

After the FERPA Hearing

Within 45 days, you should receive a formal letter (emailed AND US Mail) with the decision.

“A summary of the evidence and reasons for the decision will be included.

a. If decision is in favor of parent or eligible student, the record is amended.

b. If decision is against the parent or eligible student, they will be informed of their right to place a statement commenting on the information in the student’s record which will be maintained as part of the student’s record for as long as the contested portion of the record remains.”

In the event of an unsatisfactory decision, do NOT consider this decision final if your evidence is not properly taken into account. Continue to reach out to the Assistant Superintendent of Student Services and the Ombuds Office with your evidence and perspective.

At this time, you may choose to ask your School Board Representative for assistance as well: https://www.lcps.org/o/lcps/page/contact-the-loudoun-county-school-board

Note — if any part of this process is bypassed or kept from you, report the failure to follow policy and keep you informed of your rights to the HRTD Office and the Department of School Leadership (see below).

Human Resources Concerns

The Department of Human Resources and Talent Development will handle concerns from any LCPS employees, but they should also be notified about concerns that students, parents, or the community have regarding an LCPS employee’s performance on the job and/or in any capacity as an employee representative of LCPS. HRTD is “responsible for the overall administration of compliance and equity issues as they relate to LCPS employees and the management of employee relations issues.”

General topics and contact: https://www.lcps.org/o/hr

It may be helpful to send the same information to the Office of the Ombuds for tracking, guidance, and creating an evidence trail.

Title IX Concerns

Use the Student / Employee Conduct Incident Reporting Form to share the information with the HRTD department. This will NOT initiate a formal investigation, but make this complaint and have it in writing so that you have it for your records.

Fill out the form “to report an allegation of sex/gender-based discrimination, sex/gender-based harassment, sexual harassment (including sexual assault, dating violence, domestic violence, and stalking), or retaliation which are prohibited by Title IX and LCPS policy. LCPS will use the information provided to reach out to the individual who experienced sex-based discrimination/sexual harassment to offer supportive measures and share information about reporting options.”

In addition, reach out to the Title IX Coordinator and notify them that you want to initiate a formal complaint:

(as of July 2024) Christopher Moy, Division Title IX Coordinator
21000 Education Court, Ashburn, VA 20148
(571) 252-1548
TitleIXCoordinator@lcps.org

Disability Discrimination

Special Education and disability grievances (i.e. - Section 504, ADA) must be filed in writing within 30 days of the incident. However, if you have spoken with School Administration or other staff and they did not inform you about the grievance process in time, you should note that in your written filing because investigation extension can be granted. For details about filing a grievance, see page 11 of the Section 504 Procedure Manual.

An LCPS investigator will meet with you and may request notes, materials, and/or evidence via email before or after the meeting, but be prepared to present all information in your written complaint and during your initial interview meeting. Do not concern yourself with the length of your filing or the scheduled duration of the meeting; make sure that every bit of your evidence and stance is part of this filing.

Though the investigator may say that they’ll come to you with any follow-up questions, do NOT rely on them to be thorough after your initial meeting. Give every single bit of information in your filing and initial interview, and email them if you think of anything after you file. Be as specific and detailed as possible and identify every corroborating witness possible.

Expect heavy bias against your filing, so be as persistent, specific, and adamant as possible.

DEIA Concerns

Though there are offices, complaint forms, and processes for Special Education and Title IX concerns, consider looping in the Diversity, Equity, Inclusion and Accessibility Office. Of course, if you experience racial, gender, sexual orientation, religious, or other discrimination, this office should hear from you as well.

School Administration Concerns

The Department of School Leadership includes the Executive Principals of Elementary, Middle, and High Schools. These individuals are essentially the direct supervisors of school principals at each level. In addition to the HRTD office, you should contact the Department of School Leadership with complaints and/or concerns about school-level administrators.

Retaliation

If you find that an educator, administrator, or other staff member has retaliated against you, your child, or your family, you should report it in detail to HRTD. In fact, you will see this copy-and-paste statement in many written responses to any of your concerns:

“As a reminder, retaliation is prohibited by law. If you believe you have been subject to retaliation, I request that you contact me and/or the Department of Human Resources and Talent Development. Please be aware that protection from retaliation applies to the complainant (you), the subject, and any witnesses that may have been (or may be) interviewed as part of the review of your concerns.”

However, currently there is little to no evidence that retaliation is addressed via discipline, retraining, and/or job dismissal. Therefore, you may want to consider consulting your own legal counsel if you have been subject to retaliation. Be sure to document all instances in minute detail, be prepared to present evidence, and seek the input of any witnesses.

Waste, Fraud, and Abuse

If you suspect theft, misuse of school funds, abuse of authority for advancement or financial gain, bribery, or other related inappropriate conduct within LCPS, you can report this to the Office of the Auditor General. Provide as much detail as possible and:

call (571) 252-2488
or
email fraudwasteabusehotline@lcps.org