J-300.1 Procedures Related to Education Records and Privacy

Annual Notice of FERPA Rights

The Registrar’s Office will send a notification of FERPA rights to all Students no less than annually. The notification will include a definition of educational records, a list of directory information, students’ rights under FERPA, Blackhawk Technical College’s rights for disclosing records, and information on how to file a complaint with the US Department of Education. The notification will be sent to all Students using their BTC email address.

Rights under the Family Educational Rights and Privacy Act (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.

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

• 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

Request for Review of Records and/or Amendment of Records

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 make arrangements for access and notify the Student of the time and place where the records may be inspected. The Student will present identity verification, such as a valid driver’s license or Student ID card, before being allowed to view the record. Records will be reviewed with the Executive Director of Student Services or designee.

If the student disagrees with any part of their record, the Student will provide a requested amendment to their record in writing to the Registrar, including a rationale for why they believe the record is inaccurate or misleading. The request for an amendment will be reviewed by the Registrar, and the Student will receive notification about whether an amendment to the record will be made. If the Student is not satisfied with the amendment decision, the Student can file a formal complaint.

Privacy Request or Release of Records

Students have the right to withhold or share information with third parties. To limit the disclosure of Directory Information, a Student may file a Privacy Request Form with the Registrar’s Office.

To release non-directory information to a third party, a Student can fill out a Release of Records Form.

Once a Privacy Request or Release of Records is received by the Registrar’s office, these notices will remain in effect until the Student notifies the Registrar’s Office in writing of a change.

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. Students may be charged for the copying or printing of their educational record.