Article I.14 Release of Student Information: Procedures

Policy

⇓ Procedures ⇓

Procedures: Article I.14 Release of Student Information

Student Inspection of Educational Records

Students have the right to inspect educational records maintained by the College under their name and to request correction of any records found to be inaccurate or misleading.

Directory Information

In accordance with the Family Educational Rights and Privacy Act of 1974 (FERPA), the College may release the following directory information without student consent: student name, date and place of birth, major field of study, participation in officially recognized activities and sports, weight and height of athletic team members, dates of attendance, current enrollment status, degrees and awards received, and the most recent previous educational agency or institution attended.

Non-Directory Information

Written consent from the student is required for release of non-directory information from College records.

Release of Information to Colleges and Universities

Upon request, the College will release to four-year colleges and universities the names, addresses, telephone numbers, email addresses, academic program(s), and dates of graduation for currently enrolled students, graduates, or candidates for graduation.

Requests for Student Lists

Lists of names and addresses of students will not be provided to persons or organizations for non-college related commercial or solicitation purposes. Requests for such lists, for any purpose, from external persons or organizations will not be granted without permission of the College President except as required by law. 

Student Request to Withhold Directory Information

Students who prefer directory information not be disclosed without prior written consent must inform the Office of Admissions and Recruitment prior to the end of the second week of classes in each regular term and prior to the end of the first week of classes in each summer term. A request to withhold directory information must be renewed each semester. 

Exceptions for Disclosure

The College may disclose records to the following parties without student consent:

  • College employees who have a need to know
  • Other colleges to which a student is transferring
  • Certain government officials in order to carry out lawful functions
  • Appropriate parties in connection with financial aid to a student
  • Organizations conducting certain studies for the College
  • Accrediting organizations
  • Individuals who have obtained court orders or subpoenas
  • Persons who have a need to know in cases of health or safety emergencies
  • State and local authorities, within a juvenile justice system, pursuant to specific State law

Employee Responsibilities

All employees are informed of their responsibilities under FERPA and are expected to fully comply with Board policies and administrative procedures regarding release of student information.

Content Owner: Human Resources
Revised; 05/2006, 03/2013, 11/2020

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