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Student Records - Confidentiality

A. General Provisions

  • The terms used in this policy are defined in the federal Family Educational Rights and Privacy Act (Public Law 93-380, 20 U.S.C. Sec. 1232g, et seq.), Referred to herein as the "Act". Copies of the Act are on file in the Enrollment Center and are available for inspection by appointment during regular business hours.
  • The right of access to student records is limited to students, unless a specific exception is contained in the Act. In general, parents of students who are 18 years of age or over are not permitted to inspect student records without permission from the student.
  • Students are not permitted to inspect financial records of their parents or other documents, such as confidential letters of recommendation, except as provided in the Act.
  • Students may waive the protection provided by the Act, but are not required to do so.

B. Procedure For Inspection

  • A present, or former, student who desires to inspect his record is to file a written request in the Enrollment Center on a form provided by it. The request will specify with reasonable certainty the portions of the record to be inspected. The request will be forwarded to the custodian of the record, and a copy will be sent to the Office of Student Affairs.
  • The record is available for inspection during regular business hours of the College. The custodian of the record will advise the student, in writing, of the date, time, and place the record may be inspected.
  • No record may be removed from the file. Copies of any record permitted to be inspected will be provided to the student upon payment to the College of the actual cost of reproducing and providing such copies.
  • No person other than the student may inspect the record unless the student authorizes such person to do so by written notice to the Enrollment Center prior to the inspection. A photo I.D. is required by the student or authorized third party to inspect records.

C. Challenge to Content of Record

  • If the student believes that any material contained in the record is inaccurate, misleading, or violative of his rights, he may challenge that material as provided herein and in the Act.
  • Grades are not subject to challenge by this procedure.
  • The application for a hearing to challenge material contained in the record is to be filed in the Enrollment Center on a form provided by such office.
  • An administrator appointed by the Vice President for Student Affairs will notify the student of the date, time, and place of the hearing. The student may present evidence at the hearing, and may be represented by an attorney. The hearing will be recorded by electronic means. If the student desires a stenographic transcript of the proceedings, it will be provided at his or her cost.
  • Upon conclusion of the hearing, the administrator will prepare a report containing findings of fact and conclusions about the manner in which the record is to be corrected, if at all.
  • The student may appeal the decision of the administrator to the President by written request filed within 15 days after receipt of the decision from the administrator. The President will review the record of the hearing and affirm or reverse, either in whole or in part, the administrator's decision, or return the matter to the administrator for further proceedings.
  • Within five days after receipt of the President's decision, the student may appeal the same to the Board of Trustees. The appeal will be set for the next convenient meeting of the Board. At such meeting the Board will review the record before the administrator and the President's decision, and may affirm or reverse, either in whole or in part, the decisions of the President and the administrator, or return the matter to the administrator for further proceedings.

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