Most Student Records are available via Parchment.com. This service makes ordering transcripts and other records easier for you and more efficient for KGCS. Parchment will deliver your transcripts to the colleges you choose in the format they prefer and will deliver other records directly to the recipient in the format you chose.

Alumni

Alumni must create their own Parchment account and may request the following types of records for themselves. Fees vary based on the record requested.

• Transcripts

• Immunizations

• Special Education Record

• Long-Term Complete Cumulative Record

Third Party Requests

Third Party Requests typically include Background Check companies and Employment Agencies. The Third Party must create their own Parchment account to request records for a student. Fees vary based on the record requested.

• Graduation Verification by a Third Party

Current Students
Current students are not charged a fee to use Parchment to request the following records. (Current students may be charged a fee for other record requests.) 

• Transcripts

• Enrollment Verification

Other Records

Some records are not available via Parchment. If you need a record that is not listed in the ordering screen, please contact the Office of Student and Family Services 540-775-8664 for more information specific to your request.

Please note the following:

KGCS follows the retentions and dispositions schedules required by the Library of Virginia and Va. Code. regardless of format, e.g., paper, microfilm, electronic image, etc. Records are destroyed at the end of their retention period. Visit the Library of Virginia website for more information.

Short-Term Records

In general, the following student records are called “short-term records” and are retained for five to seven (5-7) years* from the time the student left KGCS. Not all students will have all records. After the five to seven (5-7) year retention period ends, short-term records are confidentially destroyed.

• State required standardized tests scores

• Cumulative Health Record (includes physical examination and immunization records)

• Registration and Enrollment forms

• Driver education program certificate of completion (DEC-1)

• Permission forms for release of student information

• Special Education records (assessment and placement of special needs students)

*Note: In 2024, Va Code changed the retention period for short-term records from five years to seven years, depending on when the student left school.

Long-Term Records

In general, the following records are called “long-term records” and are maintained for 75 years from the time the student left KGCS. Not all students will have all records. After the 75-year retention period ends, long-term records are confidentially destroyed.

• Final transcript (includes record of attendance, schools attended, credits earned, diploma type or reason for withdrawal)

• Immunization record

• Court documents reflecting a legal name change

• Final opt-out of Directory Information

• Access and Disclosure Log

Rev. 07/23/25