Student Records and Data

All records submitted become the property of the College and cannot be returned to the student. All students must be aware of the importance of supplying correct information on College applications, College records, etc. Students participating in any financial aid program must inform the Office of Financial Aid of any changes in circumstances that may alter their eligibility for such financial aid. All student records must be true and correct to the best of the student’s knowledge. Falsification of student records may result in being expelled from the College. Any falsification of these records will result in the student being penalized at the discretion of the Chancellor and/or respective State Boards. All student records must be true and correct to the best of the student’s knowledge.

Student Records and Data

The Family Educational Rights and Privacy Act of 1974, as Amended (FERPA), ensures students access to their educational records maintained by the College, Region or technical college campuses and prohibits the release of personally identifiable information from these records without the student’s permission, except as specified by law. Only parties with the right to receive educational records pursuant to this policy and identified as such shall be entitled to receive the information.

A student is any individual for whom the College maintains an educational record; the term does not extend to a person who applies for admission until he/she has actually attended within the College.

An individual claiming a student as his/her dependent shall provide to Student Affairs an affidavit satisfactorily stating that the student whose records are requested is a dependent of the affiant, as defined by Section 152 of the Internal Revenue Code of 1954. At the College’s discretion, a copy of the IRS Form 1040 may be appropriate. Parents of dependent students have the same rights to access as do students, as noted above.

Educational Records

Records are those records directly related to a student and are maintained by the College or a party acting for the College. The term does not include:

Records of faculty members, deans, directors, or other College personnel which are in the sole possession of the maker and are not accessible to or revealed to any other individual except a temporary substitute for the maker of the record;
Records of physicians, psychologists, and other professional persons who provide professional services to the student which are part of the program of instruction of the program area and which are not disclosed to anyone without the student’s consent;
Records containing only information relating to a person, after that person was no longer a student of the College or the campus.

Personally Identifiable Data

This information is that which, when associated with an educational record, allows the record to be identified with a specific person. This information includes:

The name of the student, the student’s parent or other family member, the address of the student or student’s family.
A personal identifier, such as a Social Security number or student number.
A list of personal characteristics which would make the student’s identity easily traceable or other information which would make the student’s identity easily traceable.

Directory Data

This information is available to the public or specified sectors, which may or may not be published in the Student Directory or other publications. Directory information is defined as follows:

Student’s name, local address, and telephone number
Student’s home address
Student’s email address
Date/place of student’s birth
Student’s major field of study/classification
Dates of student’s attendance
Degrees, awards, and honors received by student
Most recent or previous educational institution attended by the student

Student Request to Withhold Release of Information

Students who wish to withhold any information in these categories should complete a form available in Student Services by the seventh class day in any semester and indicate which items should not be considered directory information. The hold will remain in effect until the student requests that it be lifted. Only currently enrolled students may place a hold on the release of directory information. To gain access to their educational records, students must submit a written request which identifies, as precisely as possible, the record(s) the students wish to inspect, or students must provide adequate personal identification to Student Services.