Student Records Policy

STUDENT RECORDS POLICY

For Shelton State Community College to comply with requirements of the Family Educational Rights and Privacy Act of 1974 (FERPA), the following policies and procedures have been established. Shelton State Community College accords all rights under the law to students who are declared independent. For the purpose of this policy, whenever a student has attained eighteen years of age, or is attending an institution of postsecondary education, the permission or consent required of and the rights accorded to the parents of the student will thereafter only be required of and accorded to the student. Responsibility for protection of the privacy of the student educational records rests primarily with the Registrar of the College. FERPA defines educational records to include records, files, documents, and other materials that contain information directly related to students and are maintained by an educational agency or institution. There are six exceptions to this definition of educational records as published in the GUIDELINES FOR POSTSECONDARY INSTITUTIONS FOR IMPLEMENTATION OF THE FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT OF 1974 AS AMENDED, Revised Edition 2001, a publication of the American Association of Collegiate Registrars and Admissions Officers.


A. Students’ Access to Their Educational Records

All students have the right to review their educational records with the following exceptions as outlined by FERPA:

1. Financial aid information

2. Confidential letters and recommendations placed in their files prior to January 1, 1975, provided these letters were collected under established policies of confidentiality and were used only for the purposes for which specifically collected

3. Confidential letters and statements of recommendation, placed in the records after January 1, 1975, to which the students have waived their right to inspect and review and to which they relate that to the students’ admission, application for employment or job placement, or receipt of honors

4. Education records containing information about more than one student; however, in such cases the institution must permit access to that part of the record that pertains only to the inquiring student

To review records, students and former students may go to the Office of Admissions and Records, present a valid photo identification card, and ask to review the record. If it is an inappropriate time to retrieve the record on short notice, students may be requested to complete a “Request to Review Education Records” form in the Office of Admissions and Records. Because of various circumstances, the College may delay to a maximum of 45 days release of the records for review. The College is not required to provide access to records of applicants for admission who are denied acceptance or, if accepted, do not attend.

B. Challenge of the Contents of Education Records

Students may challenge information in their educational records that they believe to be incorrect, inaccurate, or inappropriate. This challenge must be in writing and must be submitted to the appropriate instructional officer who is responsible for the division in which the student is enrolled. The officer must decide within a reasonable period whether corrective action will be taken, and the officer must provide written notification to the student and the Registrar of the corrective action that has been approved. Students who are not provided full relief sought by their challenge must be referred to the Dean of Students who will inform them of their right to a formal hearing. Students must make their request for a formal hearing in writing to the Office of the Dean of Students. The following procedures will apply:

1. The Office of the Dean of Students will appoint the hearing panel that will adjudicate such challenges.

2. Within a reasonable period of time after receiving the written request for a hearing, the chairperson of the Committee must inform students of the date, place, and time of the hearing reasonably in advance of the hearing.

3. Students will be afforded a full and fair opportunity to present evidence relevant to the issue raised. They may be assisted or represented at the hearing by one or more persons of their choice, including an attorney, at their expense.

4. Decisions made by the Committee must be in writing, must be based solely on the evidence presented at the hearing, and must include a summary of the evidence and the reasons for the decision. The decisions should be delivered in writing to the student, the Office of the Dean of Students, and the Registrar.

a. The Records Office will correct or amend the education record in accordance with the decision of the hearing if the decision is in favor of the student and inform the student in writing of the amendment.

b. Should Shelton State Community College decide not to amend the record in accordance with the student’s request, the Registrar must inform the student that:

(1) the student has the opportunity to place with the education record a statement commenting on the information in the record or a statement setting forth any reason for disagreeing with the decision of the hearing.

(2) the statement placed in the education record by the student will be maintained as part of the record for as long as the record is held by Shelton State Community College.

(3) this record, when disclosed to an authorized party, must include the statement held by the student.

C. Disclosure of Education Record Information

Shelton State Community College will obtain written consent from students before disclosing any personally identifiable information from their education records. Such written consent must: (a) specify the records to be released (b) state the purpose of the disclosure, (c) identify the party or class of parties to whom disclosure may be made, and (d) be signed and dated by the student.

FERPA states that certain information from student records may be classified as directory information:

Name
Address
Telephone listing
Email Address
Participation in officially recognized activities and sports
Major field of study
Weight and height if a member of an athletic team
Dates of attendance and current status (full or part-time)
Degrees and awards received


The information will be released to inquiring individuals or agencies unless the student signs a “Do Not Release Directory Information” form in the Records Office during the first two weeks of the semester. THIS FORM MUST BE RESUBMITTED ANNUALLY.

FERPA established rules stating that some personnel and agencies may have access to students’ “educational records” without written consent of the student. Shelton State Community College will disclose information from a student’s education record only with the written consent of the student except:

1. To school officials within the institution who have been determined by the College to have a legitimate educational interest in the records. A school official has a legitimate education interest if the official is performing a task that is specified in his or her position description or by a contract agreement, performing a task related to a student’s education, or performing a task related to the discipline of a student. When doubt is raised by the Registrar about an individual’s “need to know” or legitimate educational interest in having access to specific information, the issue will be decided by the President of Shelton State Community College.

2. To certain officials of the U.S. Department of Education, the Comptroller General, and state and local educational authorities in connection with certain state or federally supported education programs.

3. In connection with a student’s request for or receipt of financial aid, as necessary to determine the eligibility, amount, or conditions of the financial aid, or to enforce the terms and conditions of that aid.

4. To state and local officials to whom information is specifically required to be reported or disclosed pursuant to state statute adopted prior to November 19, 1974.

5. To organizations conducting certain studies for or on behalf of Shelton State Community College.

6. To accrediting organizations to carry out their accrediting functions.

7. To appropriate parties in a health or safety emergency subject to a determination by the President or Dean.

8. To personnel complying with a judicial order or lawfully issued subpoena, provided that the Records Office makes a reasonable attempt to notify the student in advance of compliance. NOTE: Shelton State Community College is not required to notify a student if a federal grand jury subpoena or any other subpoena issued for some law enforcement purpose orders the College not to disclose the existence or contents of the subpoena.

9. To an alleged victim of any crime of violence (as that term is defined in 18 U.S.C. 16) of the results of any institutional disciplinary proceeding against the alleged perpetrator of that crime with respect to that crime.

Shelton State Community College will inform parties to whom personally identifiable information is released that they are not permitted to disclose the information to others without the written consent of the student.

Shelton State Community College will maintain a record of all requests for and/or disclosure of information from a student’s educational records. The record will indicate the name of the party making the request, any additional party to whom it may be re-disclosed, and the legitimate interest the party had in requesting or obtaining the information. The eligible student may review the record.

D. Annual Notification of FERPA Rights

Shelton State Community College will give annual notice to current students of their rights under the Act by publishing information in the college catalog.

E. Facsimile Records (FAX)

Shelton State Community College honors FAX requests to send official transcripts to third parties, and Shelton State will accept FAX transcripts for advising purposes only. An official transcript is required for admission purposes.

F. Computer Access to Records

Shelton State Community College has established policies for initially instructing and periodically reminding school officials of FERPA’s confidentiality requirement before it gives them access to the computer system. The school officials are informed of the criteria Shelton State Community College uses to determine legitimate educational interest and of their responsibility for assuring that access is not abused.

G. Students’ Rights after Ceasing Attendance or Graduation

Students who have ceased attendance or have graduated from Shelton State Community College have basically the same FERPA rights as students currently attending, including the right to (a) inspect their education records, (b) have a hearing to amend an education record, and (c) have their education record privacy protected by Shelton State Community College. Former students do not have the right to request of Shelton State nondisclosure unless they asked, at their last opportunity as students, that no directory information be disclosed.

H. Privacy Rights of Deceased Students

For twenty-five years following the death of a student, the release of education record information will not be made unless authorized by the student’s parents or the executor/executrix of the deceased student’s estate.

I. Student Mailing Lists/Solomon Amendment

Shelton State Community College, as required by Federal law (Solomon Amendment), releases the name, address, major, and telephone number of all currently enrolled students to each branch of the military upon request. Otherwise, the College does not release mailing lists of students to outside agencies.

J. Types, Locations, and Custodians of Education Records

The following is a list of records that Shelton State Community College maintains, their locations, and their custodians.

 

Type of Record Location Custodian
  Office of Admissions and Records Registrar
Admission Records    
  Martin Campus  
  Atrium 1st Floor  
Cumulative Academic Office of Admissions and Records Registrar
Records Atrium 1st Floor  
     
  Martin Campus  
Financial Records Business Office Dean of Business
  Martin Campus Services
Financial Aid Records Office of Financial Aid Dean of Business
  Martin Campus Services
  Atrium 1st Floor  
Disciplinary Records Office of the Dean of Students Dean of Students
  Martin Campus  
  Atrium 3rd Floor