J-300 Education Records, Directory Information, and Privacy

The College shall ensure that Student records are maintained in compliance with applicable federal and state laws relating to the privacy of Student records.

The College will implement appropriate safeguards to ensure that Student records cannot be accessed or modified by anyone unauthorized.

Any currently enrolled or former Students has a right of access to all Student records relating to them maintained by the College.

No representative of the College shall release the contents of a Student records to any member of the public without the prior written consent of the Student, other than Directory Information as defined in this Policy and information sought under a court order or lawfully issued subpoena, or as otherwise authorized by applicable federal and state laws.

Students shall be notified of their rights regarding Student records, including the definition of Directory Information contained here, and that they may limit the information.

RIGHTS UNDER FERPA

FERPA affords Students certain rights with respect to their education records. They are:

• The right to inspect and review the Student’s education records within 45 days of the day the College receives an access request.

• Students should submit written requests to the Executive Director of Student Services/CSSO that identify the record(s) they wish to inspect. The Executive Director of Student Services/CSSO will plan for access and notify the Student of the time and place where the records may be inspected. When viewing, the Student will present some form of picture identification, such as a valid driver’s license, before being allowed to view the record.

• The right to request the amendment of the Student’s education records that the Student believes is inaccurate or misleading.

• Students may ask the College to amend a record they believe is inaccurate or misleading. Students should write to the Executive Director of Student Services/CSSO, clearly identifying the part of the record they want changed and specifying why it is inaccurate or misleading. 

If the College decides not to amend the record as requested by the Student, the College will notify the Student of the decision and advise the Student of their right to a hearing regarding the request for amendment. When informed of the right to a hearing, additional information regarding the hearing procedures will be provided to the Student.

• The right to consent to disclose personally identifiable information in the Student’s education records, except that FERPA authorizes disclosure without consent (see the section on exceptions below).

• The right to file a complaint with the U. S. Department of Education concerning alleged failures of the College to comply with the requirements of FERPA. The name and address of the office that administers FERPA are:
  

Family Policy Compliance Office

U. S. Department of Education

600 Independence Avenue, SW

Washington, DC 20202-4605

The College will maintain a cumulative record of each Student's enrollment, scholarship, and educational progress.

Education records related to a Student are maintained by the College or by someone acting for the College. Education records are not:

• A personal memory aid is kept in the sole possession of the person who created it. It is not accessible or revealed to anyone except a temporary substitute for the person who made the record.

• Records of a law enforcement unit of the College.

  • Records of a law enforcement unit means those records, files, documents, and other materials created by a law enforcement unit, created for a law enforcement unit, and maintained by the law enforcement unit. Records or law enforcement do not include:

    • Records created by a law enforcement unit and for a law enforcement purpose that are maintained by a component of the College other than the law enforcement unit or,

    • Records created and maintained by a law enforcement unit exclusively for a non-law enforcement purpose, such as a disciplinary action or proceeding conducted by the educational agency or institution.

• Records relating to an Employee that are made and maintained in the normal course of business, related exclusively to the individual in that individual’s capacity as an Employee, and are not available for use for any other purpose. However, Student-Employee records remain education records.

• Medical or treatment records of a Student who is 18 years of age or older and is attending the College that are: 

  • Made or maintained by a physician, psychiatrist, psychologist, or other recognized professional or paraprofessional acting in their professional capacity or assisting in a paraprofessional capacity.

  • Made, maintained, or used only in connection with the treatment of the Student.

  • Disclosed only to individuals providing the treatment. For this definition, “treatment” does not include remedial educational activities or activities that are part of the program of instruction at the agency or institution.

• Records created or received by the College after an individual left the College are not directly related to the individual's attendance as a Student.

• Peer-graded paper grades before the instructor collects and records them.

RELEASE OF EDUCATION RECORDS

No instructor, official, Employee, or District Board member shall authorize access to Student records to any person except under the following circumstances:

• Education records shall be released under a Student's written consent.

• “Directory Information” may be released per the following information:

• Student name.

• Student address.

• Student phone number.

• College assigned a Student email account.

• Date and place of birth.

• Major field of study.

• Full-time or part-time status.

• Dates of attendance.

• Credits earned toward a diploma.

• Degrees and awards received.

• Photos and videos of Students for use in college press releases, publications, and websites. 

Students can restrict the disclosure of Directory Information at any time. To limit the disclosure of Directory Information, a Student may file a Privacy Request Form to the Express Services or Registration Offices on the Beloit-Janesville or Monroe Campuses. The request to restrict disclosure of Directory Information will be honored until the Student notifies the Express Services or Registration Offices, in writing, to the contrary.

• Education records shall be released under a judicial order or a lawfully issued subpoena.

• Education records shall be released under a federal judicial order issued regarding an investigation or prosecution of an offense concerning an investigation or prosecution of terrorism.

• Education records may be released to officials and Employees or the Foundation only when they have a legitimate educational interest in inspecting the record.

• Education records may be released to authorized representatives of the Comptroller General of the United States, the Attorney General of the United States, the Secretary of Education, or State and local educational authorities where that information is necessary to audit or evaluate a state or federally supported educational program or under federal or state law. Exceptions are that when the collection of personally identifiable information is expressly authorized by federal law, any data collected by those officials shall be protected in a manner that will not permit the personal identification of Students or their parents by other than those officials and any personally identifiable data shall be destroyed when no longer needed for that audit, evaluation, and enforcement of federal legal requirements.

• Education records may be released to officials of another school, school system, or institution of postsecondary education where the Students seek or intend to enroll or are already enrolled, so long as the disclosure is for purposes related to the Student’s enrollment or transfer.

• Education records may be released to agencies or organizations in connection with a Student's application for, or receipt of, financial aid, provided that information permitting the personal identification of those Students may be disclosed only as may be necessary for those purposes as to financial aid, to determine the amount of the financial aid, or conditions that will be imposed regarding financial aid, or to enforce the terms or conditions of financial aid. Insert local procedures or the person responsible for providing such information and defining procedures.

• Education records may be released to organizations conducting studies for, or on behalf of, accrediting organizations, educational agencies, or institutions to develop, validate, or administrate predictive tests, administer financial aid programs, and improve instruction if those studies are conducted in such a manner as will not permit the personal identification of students or their parents by persons other than representatives of those organizations and the information will be destroyed when no longer needed for the purpose for which it is conducted.

• Education records may be released to appropriate persons in an emergency if the knowledge of that information is necessary to protect the health or safety of a Student or other persons, subject to applicable federal or state law.

• The following information shall be released to the federal military for federal military recruitment: Student names, addresses, telephone listings, dates and places of birth, levels of education, major(s), degree(s) received, prior military experience, and the most recent previous educational institutions enrolled in by the Students.

CHARGE FOR TRANSCRIPTS OR VERIFICATIONS OF STUDENT RECORDS

Students or former Students may order copies of their transcripts by visiting the College website under Registration and Records.