809.01: Student Records: General

The Family Education Rights and Privacy Act of 1974 (PL 93-380), known as the Buckley Amendment, shall apply to the handling of student records at all institutions.

Requests for information concerning students from a person not a member of the College staff must be referred to the Dean of Students or the Registrar.  Student records will not be released without the student’s permission.  A detailed policy concerning student records is included in the College Catalog and Student Handbook.

Academic Records and Awarding Credits

1. Maintaining Academic Records

1.1 The Registrar maintains all student academic records. A complete record on each student is available in the Registrar’s Office on a need to know basis to all faculty members and the administration. Records must be signed out from a member of the office staff and viewed in the Registrar’s Office only.

1.2 Student academic records are maintained in accordance with regulations as outlined in the Family Educational Rights and Privacy Act (FERPA) and approved practices of the American Association of College Registrars and Admissions Officers.

1.3 Student notification of rights under the Family Educational Rights and Privacy Act is published in the College Catalog and Student Handbook.

1.4 Security of hardcopy permanent student records is maintained as follows:

1.4.1 Hardcopy student records are stored in locked, fireproof cabinets. 

1.4.2 Fireproof cabinets containing hardcopy student records are located in a limited access, windowless room. 

1.4.3 Hardcopy student records are housed in a building equipped with a security system. 

1.5 Security of student records maintained in the electronic file is maintained as follows:

1.5.1 The electronic file is double password protected. 

1.5.2 Student records are available only to college officials determined by the institution to have a legitimate educational interest or "need to know" in order to perform the duties required by their job. 

1.6 Confidentiality of student records is maintained as follows:

1.6.1 All college personnel receive periodic instruction on the Family Educational Rights and Privacy Act. 

1.6.2 Work-study students who see student records are required to receive instruction and sign a statement regarding the confidentiality of student records. 

1.6.3 Student records are not released without the written consent of the student unless specifically allowed according to FERPA regulations. 

1.6.4 Directory information is released in accordance with FERPA guidelines as published in the College Catalog. Students may prevent the release of directory information by notifying the Registrar’s Office in writing. 

1.7 Integrity of student records is maintained as follows:

1.7.1 The Registrar’s Office does not handle grade disputes and can only process a change of grade that is properly authorized by the instructor of record or the department head. 

1.7.2 Signed faculty grade sheets are maintained as a backup for the accuracy of grades listed on the student record.