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Records

All student records relating to assessment, admissions, and enrollment are secured in a fireproof storage room or fireproof cabinets in the Office of Student Services.

Access to student records is restricted to authorized personnel. Students who wish to see their records may do so through the Student Services personnel.

Family Education Rights and Privacy Act (FERPA)

The Family Educational Rights and Privacy Act of 1974, as amended (FERPA), ensures students access to their educational records maintained by the College 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.  Permanent records, which include courses a student has completed, grades, placement, and follow-up information, are housed in Student Services.  These records are confidential.

In accordance with the Family Education Rights and Privacy Act (Sec. 513 of P.L. 93- 380, Education Amendments of 1974, which amends the General Education Provisions Act Sec. 438), post secondary students attending Central Louisiana Technical Community College have access to their official records as follows:

  1. The right to inspect and review the student’s education records.
  2. The right to request the amendment of the student’s education records.
  3. The right to consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that the Act and the regulations authorize disclosure without consent.
  4. The right to file with the U.S. Department of Education a complaint concerning alleged failures by the institution to comply with the requirements of the Act and the regulations.
  5. The right to obtain a copy of the institution’s student record policy.

FERPA requires that a student’s education records be disclosed only to persons who meet the strict definition of a school official who has a legitimate educational interest in the records (or others explicitly granted access under the law). Students may authorize individuals to access their education records at the College by filing a Consent to Release Student Information Form to the Student Services office.

The Act provides that certain information, designated as directory information, concerning the student may be released by the College unless the student has informed the College that such information should not be released.

Directory information at CLTCC includes: name/s, address(es), telephone number, email address, date of birth, dates of attendance, degrees and dates received, current schedule of classes (released to CLTCC, local, state, and federal law enforcement agencies only), classification (e.g., freshman, sophomore), program and major, full- and part-time status, and level (i.e., undergraduate).

A student who desires that any or all of the above-listed information not be released must notify the Student Services office by filing a Withhold Directory Information form each semester within 10 days after the final day of registration.

Requests for further information should be made to the Student Services office. CLTCC’s FERPA policy is available on our website at the following link: FERPA Policy (#004).

Release of Student Records/Transcripts

Release of information and/or the issuance of transcripts must be made through the proper request procedure and must be authorized by the student.  Transcript requests made by telephone or requests made by the parent, spouse, or prospective employer of a student will not be honored except with the written authorization of the student.  The parent of a student less than 18 years of age may be provided a copy of the student’s transcript if the student is a dependent of the parent as defined by the Internal Revenue Service.  Transcripts may be issued upon request to institutions to which a student transfers provided the student concurs in the request.  Transcript request forms are available through LoLA and the National Student Clearinghouse.  Students with LoLA accounts should make requests through LoLA.   Transcripts will not be issued if a student has any form of hold on his/her account.

Change of Name, Address, or Phone

Students must notify Student Services immediately when a name/phone/address change occurs.  For official name changes, official documentation must be submitted with a completed name change form that can be obtained in the Student Services Office. Name changes become effective at the beginning of the next semester.  Official name changes cannot be requested through LoLA.  Students do have the ability to change their preferred name in LoLA and CANVAS. The preferred name can be used on most student documents, however the official name must be used on the college transcript since it serves as the permanent academic record. Students with LoLA accounts may change their address through LoLA.  Communications will be e-mailed/mailed to students at the e-mail address/mailing address currently on file.

Contact with Students through Email

Electronic mail (email) is an official method of communication between the College and students, including, but not limited to, admissions, registration, financial aid, and academic Services.  CLTCC email accounts will be issued after initial registration. All electronic communications with students will be sent to the students’ CLTCC email account (YourLolaUsername@CLTCC.edu). Students should check their preferred email at least once a week. The College provides computer access for all students by way of open computer labs and in the library.