5200 Student Records

Initial Date of Approval: 4/22/09

Revision Date(s):  5/17/21

Administrative Responsibility: Vice President of Student Services

PURPOSE

To comply with the Family Educational Rights and Privacy Act (FERPA) guidelines, federal and state rules and regulations with respect to release of student records.

REFERENCES

Family Educational Rights and Privacy Act of 1974 (FERPA) (20 U.S.C. § 1232g) American Association of Collegiate Registrars and Admissions Officers (ACRAO) FERPA Guide

SBCTC Policy Manual

POLICY

To comply with the Family Educational Rights and Privacy Act (FERPA) guidelines, federal and state rules and regulations with respect to release of student records.

PROCEDURES

The Dean of Enrollment Services/Registrar is responsible for reviewing requests for information and assisting in interpretation of the rules and regulations of the “Family Educational Rights and Privacy Act of 1974” and subsequent revisions. “Directory Information” is a term used by the “Family Education Rights and Privacy Act of 1974”. Directory Information is a term used by the “Family Educational Rights and Privacy Act of 1974” (FERPA). According to FERPA the directory information definition is “Information contained in an education record of a student that would not generally be considered harmful or an invasion of privacy if disclosed. Under FERPA, some information included in a student’s education record is defined as directory information. Institutions may disclose that information without violating the law if it has specifically designated that information as “directory information.” Directory information may include: name; address; telephone number; major field of study; dates of attendance; current enrollment status (full-time/part-time); class standing; receipt or non-receipt of a degree; academic awards received Each institution of higher education must define what information constitutes directory information as part of its records policy.

At Skagit Valley College, directory information includes:

• Student name;
• Major field of Study;
• Enrollment Status;
• Dates of attendance;
• Participation in recognized sports;
• Degree or certificate earned;
• Term degree or certificate awarded;
• Honors.

 

1. Directory information may not be released without the express permission of the Dean of Enrollment Services/Registrar or their designee(s). 
2. Information contained in the student record will not be released without written consent of the student with the exception of directory information. Prospective employers, creditors, parents, or other interested parties must obtain a signed release from the student and submit it to Enrollment Services at the time of the request. 
3. A parent wishing to obtain information from these educational records or to grant consent for the release of these records without consent of the student must submit an affidavit stating that the student is a dependent for income tax purposes. 
4. The Dean of Enrollment Services/Registrar, or their designee(s), may disclose in writing to the Financial Aid Officer, personally identifiable information from the educational records of a student without the written consent of the eligible student if the disclosure is in connection with financial aid for which a student has applied, or received, for such purposes as: 
   • To determine the eligibility of the student for financial aid; 
   • To determine the amount of the financial aid; 
   • To determine the conditions which will be imposed regarding the financial aid; and/or 
   • To enforce the terms and conditions of the financial aid. 
5. The Dean of Enrollment Services/Registrar or their designee may disclose personally identifiable information from the educational record of a student without the written consent of the student, to comply with a judicial order or lawfully issued subpoena. Reasonable effort must be made to notify the student of the order or subpoena in advance of compliance, unless the information is required for a criminal investigation or the judicial order or subpoena states that this note done. 
6. Information obtained during professional medical and psychological treatment or counseling will be released by the professional only in accordance with the ethics of their profession; provided that the records can be personally reviewed by a physician or other appropriate professional of the student’s choice.
7. Where required for the performance of responsibilities to the College, faculty and staff may obtain the following information on the basis of need to know without the consent of the student involved:
   • Academic record and status. 
   • Reports of academic and other campus misconduct, including disciplinary action. 
   • Results of counseling other than professional medical or psychological. 
   • National origin and ethnic background. 
   • Standard test data regarding individual tests for decision about an individual. 
   • Student-produced papers for class assignments. 
   • Financial information including delinquencies, etc. 
   • Evaluation materials about a student, with the consent of the author of the evaluation. 
   • Determination of student eligibility for athletic participation. 
   • College disciplinary and investigating authorities may have access to all of the information above if it is required in the performance of their duties. 
   • Recognized college student organizations, such as scholastic and service honoraria, may obtain information relating to a student’s academic record and status. 
   • In special circumstances, qualified research personnel may be permitted access to information contained in a student’s records where the student’s name will not accompany the data. 
8. Students may inspect and review their own educational records at the college with some exceptions. The college is not required to permit a student to inspect and review the following records: 
   • Financial records and statements of their parents or any information contained therein; 
   • Confidential letters and confidential statements of recommendation which were placed in the educational records of a student prior to January 1, 1975; and 
   • Confidential letters and confidential statements of recommendation which were placed in the educational records of the student after January 1, 1975: 
     • respecting admission to an educational institution; 
     • respecting an application for employment; and 
     • respecting the receipt of an honor or honorary recognition; provided that the student has waived their right to inspect and review those letters and statements of recommendation. 

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