Student Records

policies/procedures manual. Affected students will be notified of the calculation used at the time a tuition refund is applied to their accounts.

Petitions for exceptions to the refund policy must be submitted to the Enrollment Services office prior to the end of the quarter in which tuition and fees were paid. Students who wish to be considered for a refund beyond regular deadlines must withdraw from the courses, and submit this petition with supporting documentation. The following circumstances are given the strongest consideration: a call to active military duty due to national emergency, a severe and unexpected illness which began during the term and precludes any and all activity, and death of an immediate family member.

The college may block registration and/or withhold other services until all outstanding fines and debts to the college are resolved.

EvCC assigns a nine-digit number as the primary student identification number (ctcLink SID number). To comply with the Taxpayer Relief Act of 1997, EvCC must also obtain your correct social security number (SSN) to file returns with the Internal Revenue Service (IRS) and to furnish an annual statement to you that contains information about tuition and fees that may qualify for Hope Scholarship or Lifetime Learning tax credit. The Privacy Act of 1974, section 6109 of the Internal Revenue Code, requires that you give your correct SSN to agencies, which must file information returns to the IRS. For more information, please refer to Internal Revenue Code Section 6050S. EvCC also uses your SSN to support verification of your enrollment, degree(s) and transcripts, administer financial aid, collect student debt, and conduct research.

When conducting studies or using agencies to support records transactions, EvCC will only use your SSN in a manner that does not permit personal identification of you by other than authorized representatives. By providing your SSN you are consenting to the uses described above. However, you are not required to consent to the use of your SSN for research; if you choose not to do so you will not be denied access to EvCC. You may revoke your consent at any time by writing to the Enrollment Services office.

An official transcript is a copy of the student’s academic record bearing the college seal and the signature of the Registrar from Everett Community College. Upon request, a sealed copy of an official transcript may be given to the student or delivered directly to the receiving party from Everett Community College. An unofficial transcript is an unsigned and unsealed copy of the student’s record and is used primarily for advising purposes. For information on how to purchase an official transcript or access an unofficial transcript, please visit EverettCC.edu/Transcripts. EvCC will not

accept transcript requests by fax, email, or by telephone.

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. These rights include: 1. The right to inspect and review the student’s education records within 45 days of the day the college receives a request for access. Students should submit to the Enrollment Services office 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.

2. The right to request the amendment of the student’s text-based education records that the student believes inaccurate or misleading. Students may ask the college to amend a record that they believe is inaccurate or misleading or otherwise in violation of the student’s privacy rights under FERPA. Students should write to the college official responsible for the record, clearly identify 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 their 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. Please note: separate policies apply for requests for a grade change. 3. The right to provide written 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 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, collection agent, verification agency, web portal company, etc.); 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 their 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. Upon request, the college may disclose education records without consent to officials of another school in which a student seeks or intends to enroll, and to military recruitment services pursuant to the Solomon Amendment.

The college is also required to provide information to the federal government regarding students who may be eligible for the Hope Scholarship and Lifetime Learning tax credit programs. The college does not disclose education records to family members without student written consent.

4. The right to file a complaint with the U.S. Department of Education concerning alleged failures of this college to comply with the requirements of FERPA. Everett Community College is authorized under FERPA to release only directory information, which includes: student’s name

● major field of study ● quarters of attendance (not specific days) ● degrees and certificates earned

● Term degree or certificate awarded

● Honors

● Enrollment Status (Full time or Part time)

● participation in officially recognized sports

This information may be released by the college at any time unless the college has