STUDENT RECORDS The college has an approved policy for maintaining the confidentiality of student records. This policy is in accordance with the Family Educational Rights and Privacy Act (FERPA) of 1974 (P.L.93-380, 513). FERPA affords students certain rights with respect to their education records. These rights include: • The right to inspect and review student’s education records within 45 days of the day the college receives a request for access. Students should submit to the Registrar, written requests that identify the record(s) they wish to inspect. The college official 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 college official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed. • The right to request the amendment of information in the student’s education records that the student believes is inaccurate. Students should write the Registrar, clearly identifying the part of the record they want changed and specifying why it is inaccurate. 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 consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent. One exception, which permits disclosure without consent, is the disclosure to school officials with legitimate educational interests. A school official is a person employed by the college in an administrative, supervisory, academic or 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 Governing Board; 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 educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.
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The right to file a complaint with the U.S. 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 U.S. Department of Education 400 Maryland Ave. SW Washington, DC 20202-5901
ACCESS TO STUDENT RECORDS All currently enrolled and former students may have access to their educational records. Other people and agencies that may have access to students’ records include: 1. College faculty and staff performing their job responsibilities related to academic and educational programs; 2. Parents claiming the student as a dependent on their federal income tax returns; 3. Scholarship and other financial aid organizations supporting the student; 4. Federal, state and local officials who by law must receive information from the college; 5. Any party designated by judicial order or subpoena, provided that the college notifies the student of the subpoena; 6. Any person with the written consent of the student; and 7. Higher Education Center partner schools for transfer.
PUBLIC DIRECTORY INFORMATION Public directory information is only disseminated on a needto-know basis such as internal processing for financial aid and federal and state reporting. The college has defined public directory information as a student’s name, local and permanent addresses, campus email, major field of study, dates of attendance, and degrees and awards received. A written request to withhold any information can be filed annually by the student at the Registrar’s Office. Request forms may be obtained at the Registrar’s Office and must be submitted within two weeks of the first day of a semester to be honored that semester. For information, contact the Registrar’s Office at 505-428-1264.
CHALLENGE OF THE CONTENT OF THE STUDENT RECORD Students have the right to challenge the content of their student record if they believe the information is misleading, inaccurate or otherwise in violation of privacy or other rights. Disputes are handled through informal meetings between the student and the Assistant Vice President for Academic Support and Student Retention. If the dispute can’t be resolved 34