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808.01: 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. The Family Educational Rights and Privacy Act or FERPA (20 U.S.C. §1232g; 34 CFR Part 99) provides certain rights for parents regarding their children’s education records. When a student attends an institution of postsecondary education at any age, the student becomes an “eligible student,” and all rights under FERPA transfer from the parent to the student.

FERPA is a federal law that protects "education records," which are generally defined as records that are directly related to a student and maintained by a college or by a party acting for the college.

Disclosure of Education Records

The College generally needs written permission from an eligible student to release any information from a student's education record, but there are exceptions to this rule. Colleges that do not comply with FERPA risk losing federal funding. College employees are prohibited from disclosing student information or student educational records to any third party without the student's prior written consent, unless an exception applies. Violations of this rule will result in employee discipline.

Exceptions

There are several exceptions to FERPA’s general written consent requirement. FERPA allows the College to disclose information from a student’s education record, without consent, to the following parties or under the following conditions:

  • School officials with legitimate educational interest;
  • Other schools to which a student is transferring;
  • Specified officials for audit or evaluation purposes;
  • Appropriate parties in connection with financial aid to a student;
  • Organizations conducting certain studies for, or on behalf of, the school;
  • Accrediting organizations;
  • Appropriate officials in cases of health and safety emergencies;
  • State and local authorities, within a juvenile justice system, pursuant to specific state law;
  • To comply with a judicial order or lawfully issued subpoena;
  • To provide Directory Information when a student has not opted-out.

Directory Information

"Directory information" is defined as information in a student's education record that would not generally be considered harmful or an invasion of privacy if disclosed. The College designates the following information as "directory information": the student's name, address, telephone number, email address, photograph, date and place of birth, major field of study, grade level, enrollment status (e.g., undergraduate or graduate, full-time or part-time), dates of attendance, participation in officially recognized activities and sports, weight and height of members of athletic teams, degrees, honors and awards received, and the most recent school attended.

The College may disclose this directory information from an eligible student's education records, without consent, when the eligible student has not opted out of the disclosure of such designated information. An eligible student has 120 days from his or her first day of class at the College to opt-out of the disclosure of directory information. This opt-out notice must be in writing, timely, and directed to the College Registrar.


Besides maintaining the confidentiality of a student's records, the rights provided by FERPA to an eligible student include:

  • Access to Education Records - The College will provide an eligible student with an opportunity to inspect and review their education records within a reasonable period of time, but not more than 45 calendar days following the receipt of a request. The College is generally not required to provide an eligible student with copies of education records unless circumstances effectively prevent an eligible student from exercising their right to inspect and review the education records.
  • Amendment of Education Records - An eligible student has the right to seek amendment or correction of their education records that the eligible student believes to be inaccurate, misleading, or in violation of their rights of privacy by contacting the Registrar at 334-347-2623, ext. 2320. If the College decides not to change the record, the eligible student then has the right to a formal hearing. After the hearing, if the College still decides not to change the record, the eligible student has the right to place a statement with the record that explains his or her view about the contested information. Eligible students who believe that their FERPA rights may have been violated may file a complaint in compliance with Policy 812.01, or by notifying:

Student Privacy Policy Office

U.S. Department of Education

400 Maryland Avenue, SW

Washington, DC 20202-852

 

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

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.
1.7.3 Name changes, address and telephone number changes are processed only upon the receipt of signed authorization from the student.