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The procedures for protecting the confidentiality of student records are based on the Family Educational Rights and Privacy Act of 1974 (FERPA). FERPA affords students certain rights with respect to their education records. The rights include the following:
- The right to inspect and review the student’s educational records within 45 days of the day the College receives a request for access.
Students should submit written requests to the Registrar that identify the record(s) they wish to inspect. The Registrar will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the Registrar, the Registrar will advise the student of the appropriate official to whom the request should be addressed.
- The right to request the amendment of the student’s educational records that the student believes are inaccurate or misleading.
Students may ask the College to amend a record they believe is inaccurate or misleading. They should submit written requests to the College official responsible for the record, clearly identifying the part of the record they want changed and specify why it is inaccurate or misleading.
If the College decides not to amend the record as requested by the student, the College will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
- The right to file a complaint with the US Department of Education, concerning alleged failures by the College to comply with the requirements of FERPA. The name and address of the office that administers FERPA is: Family Policy Compliance Office, US Department of Education, 400 Maryland Avenue, SW, Washington, DC 20202-4605.
- The right to request that the College not disclose personally identifiable information contained in the student’s educational records, except to the extent that FERPA authorizes disclosure without consent.
One exception that permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by the College in an administrative, supervisory, academic, research, or support staff position (including law enforcement, unit personnel, and health staff); a person or company with whom the College has contracted (such as an attorney, auditor, or collection agent); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks.
A school official has a legitimate interest if the official needs to review an education record in order to fulfill his or her professional responsibility.
Upon request, the College discloses educational records without consent to officials of another school in which a student seeks or intends to enroll.