Medicaid Memo to Families

Posted Date: 09/26/26 (03:35 PM)

September 24th, 2026
To: All Families in the HSD who access Medicaid Services
RE: Changes to Student Data Access

Dear Hartford School District Families,

We are reaching out to share an important update regarding how our district handles health-related services and student data privacy.

The State of Vermont’s Agency of Human Services (AHS) and the Department of Vermont Health Access (DVHA) are transitioning to a new statewide electronic health record system called VT NEST. To prepare for this change, Hartford School District is required to enter into a Data Safeguarding Agreement with the state.

This agreement names DVHA as a "School Official" under the Family Educational Rights and Privacy Act (FERPA). This provides DVHA and AHS with access to your child’s information under FERPA to proceed with creating and maintaining the VT NEST system.

The district is required to sign the Agreement in order to bill Medicaid. This does not automatically sign our district or your child up for any new health services.

Why this matters for our schools:

Completing this agreement is required for our district to stay compliant with Vermont's Medicaid School-Based Services program. Without this agreement, Hartford School District risks losing Medicaid funding. We rely on these funds across our entire district to support essential health, developmental, and special education services for our students. Keeping this agreement in place ensures these vital resources remain available for our kids.

How your child's information stays protected under this agreement; the state and its partner agencies must follow strict privacy rules:

They can only access student records for specific, approved school health and Medicaid administrative purposes.
They cannot share or use student data for any other reason.
All authorized staff must complete required privacy training and follow strict data security protocols.

Questions, concerns, or opting out

You always have a say in how your child’s records are handled.

Families in Vermont can manage their Medicaid consent options, update their account details, or modify their agreement choices through Vermont Health Connect or the Department of Vermont Health Access (DVHA).

Online Portal: Access or update consent and application details at VermontHealthConnect.gov.
Customer Support Line: Call the Vermont Health Connect Customer Service Center at 1-855-899-9600 (Monday–Friday, 8:00 AM – 4:30 PM).
Paper Forms & Mail: Download printable PDF application and update forms via the Vermont Health Connect Paper Applications page, then mail completed documentation to: Vermont Health Connect Application and Document Processing Center 280 State Drive Waterbury, VT 05671-8100
In-Person Assisters: Families needing guided help can connect with a certified local Assister through the Department of Vermont Health Access directory.

Thank you for your partnership as we work to keep our students' data safe while maintaining the funding that supports their everyday needs.

Sincerely,

Caty Sutton, Hartford School District Superintendent
Erica Rogstad, Hartford Director of Student Support Services

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