Policies & Procedures Manual

453

Policy No: 816.1 Policy Contact: Vice President for Student Services Policy Title: NOTICE OF COLLEGE POLICY AND STUDENT RIGHTS UNDER THE FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT (FERPA) East Central Community College is in compliance with provisions granted under the Family Educational Rights and Privacy Act of 1974. Under this law, students enrolled in any educational institution receiving federal funds are given certain rights concerning school records. 2. Request for access to records concerning academic grades, transcripts and absences should be filed with the Director of Admissions and Records. Request for access to records and personal data should be filed with the Vice President for Student Services. 3. Students are entitled to inspect and review the contents of their school records and to challenge the contents if they feel the contents are inaccurate, misleading, or inappropriate. If a student wishes to challenge the contents, the Director of Admissions and Records or the Vice President for Student Services will provide written copy of procedures to be followed. 4. Before any school records will be released to third parties the school must have the student’s written permission. 5. Upon receipt of a subpoena or judicial order requiring the Director of Admissions and Records and/or the Vice President for Student Services to relinquish control of a student’s records, the requested action will be taken. 6. When a student seeks to enroll in another institution the student must approve the transfer of his/her record by personal signature. 7. The law allows “directory information” about students to be made public without specific permission. Students are entitled, however, to request the deletion of certain information from school directories. Any request of directory information must be made within fourteen (14) calendar days from the date of registration. Forms for requesting the deletion of information may be secured from the Office of the Director of Admissions and Records. The College recognizes that the maintenance of student information and educational records is necessary and vital to assist the student’s education and development and to provide opportunities for College research and policy formulation. The College recognizes its obligation to exercise discretion in recording and disseminating information about students to insure that their rights of privacy are maintained. The College will furnish annual notification to students of their right to inspect and review their educational records, the right to request amendment of educational records considered by them to be inaccurate or misleading or that violate privacy or other rights; and of their right to a hearing should the College decline to amend such records. The annual notice will be published. The College utilizes The Guide for Retention and Disposal of Records as published by the American Association of Collegiate Registrars and Admissions Officers as the policy for disposal of student records. The following guidelines have been developed to insure the privacy rights of students. For the purposes of the policy statement a student is defined as an individual who has been admitted and has been in attendance in the College. 1. Students are entitled to access to school records upon request.