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Student Records Policy (FERPA)
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Student Records Policy

The Family Educational Rights and Privacy Act (FERPA) affords eligible students certain rights with respect to their educational records. (An “eligible student” under FERPA is a student who is eighteen years of age or older or who attends a postsecondary institution at any age.)

  • A student has the right to inspect and review his or her educational records within 45 days after the day the College receives a request for access. A student should submit to the registrar, dean, head of the academic department, or other appropriate official, a written request that identifies the record(s) the student wishes to inspect. The school official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the school official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
  • A student has the right to request the amendment of his or her educational records that the student believes are inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA.  A student who wishes to ask the College to amend a record should write the school official responsible for the record, clearly identify the part of the record the student wants changed, and specify why it should be changed.  If the College decides not to amend the record as requested, the College will notify the student in writing of the decision and the student’s right to a hearing regarding the request for amendment. Additional        information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
  • A student has the right to provide written consent before the College discloses personally identifiable information (PII) from his or her educational records, except to the extent that FERPA authorizes disclosure without consent. The College discloses educational records without a student’s prior written consent under the FERPA exception for disclosure to school officials with legitimate educational interests. A school official typically includes a person employed by the College in an administrative, supervisory, academic, research, or support staff position (including law enforcement personnel and health staff); a person serving on the board of trustees; or a student serving on an official committee, such as a disciplinary or grievance committee. A school official may include a volunteer or contractor outside of the College who performs an institutional service or function for which the school would otherwise use its own employees and who is under the direct control of the school with respect to the use and maintenance of PII from education records, such as an attorney, auditor, collection agent, or a student volunteering to assist another school official in performing his or her tasks. A school official typically has a legitimate educational interest if the official needs to review an educational record in order to fulfill his or her professional responsibilities for the College. Upon request, the school discloses educational records without consent to officials of another school in which a student seeks or intends to enroll.
  • A student has the right to file a complaint with the U.S. Department of Education concerning alleged failures by the College to comply with the requirements of FERPA. The name and address of the office that administers FERPA is the following:

Family Policy Compliance Office

U.S. Department of Education

400 Maryland Avenue, SW

Washington, DC 20202

In addition, a school may include its directory information public notice, as required by § 99.37 of the regulations, with its annual notification of rights under FERPA.

FERPA permits the disclosure of PII from students’ educational records, without consent of the student, if the disclosure meets certain conditions found in § 99.31 of the FERPA regulations. Except for disclosures to school officials, disclosures related to some judicial orders or lawfully issued subpoenas, disclosures of directory information, and disclosures to the student, § 99.32 of FERPA regulations requires the institution to record the disclosure. Eligible students have a right to inspect and review the record of disclosures. A postsecondary institution may disclose PII from the education records without obtaining prior written consent of the student to the following:

  • Information may be disclosed to other school officials, including teachers, within the College whom the school has determined to have legitimate educational interests. These individuals include contractors, consultants, volunteers, or other parties to whom the school has outsourced institutional services or functions, provided that the conditions listed in § 99.31(a)(1)(i)(B)(1) – (a)(1)(i)(B)(3) are met. (§ 99.31(a)(1))
  • Information may be disclosed to officials of another school in which the student intends to enroll, or in which the student is already enrolled if the disclosure is for purposes related to the student’s enrollment or transfer, subject to the requirements of § 99.34. (§ 99.31(a)(2))
  • Information may be disclosed to authorized representatives of the U. S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or state and local educational authorities, such as a state postsecondary authority that is responsible for supervising the university’s state-supported educational programs. Disclosures under this provision may be made, subject to the requirements of §99.35, in connection with an audit or evaluation of Federal- or State-supported educational programs, or for the enforcement of or compliance with Federal legal requirements that relate to those programs. These entities may make further disclosures of PII to outside entities that are designated by them as their authorized representatives to conduct any audit, evaluation, or enforcement or compliance activity on their behalf. (§§ 99.31(a)(3) and 99.35)
  • Information may be disclosed in connection with financial aid for which the student has applied or for which the student has received, if the information is necessary to determine eligibility for the aid, determine the amount of the aid, determine the conditions of the aid, or enforce the terms and conditions of the aid. (§ 99.31(a)(4))

To organizations conducting studies for, or on behalf of, the school, in order to: (a) develop, validate, or administer predictive tests; (b) administer student aid programs; or (c) improve instruction. (§ 99.31(a)(6))

  • Information may be disclosed to accrediting organizations to carry out their accrediting functions. (§ 99.31(a)(7))
  • Information may be disclosed to parents of an eligible student if the student is a dependent for IRS tax purposes. (§99.31(a)(8))
  • Information may be disclosed to comply with a judicial order or lawfully issued subpoena. (§ 99.31(a)(9))
  • Information may be disclosed to appropriate officials in connection with a health or safety emergency, subject to § 99.36. (§ 99.31(a)(10))
  • Information may be included with other information the school has designated as “directory information” under § 99.37. (§99.31(a)(11))
  • Information may be disclosed to a victim of an alleged perpetrator of a crime of violence or a non-forcible sex offense, subject to the requirements of § 99.39. The disclosure may include only the final results of the disciplinary proceeding with respect to that alleged crime or offense, regardless of the finding. (§99.31(a)(13))
  • Information may be disclosed to the general public, the final results of a disciplinary proceeding, subject to the requirements of § 99.39, if the school determines the student is an alleged perpetrator of a crime of violence or non-forcible sex offense and the student has committed a violation of the school’s rules or policies with respect to the allegation made against him or her. (§ 99.31(a)(14))
  • Information may be disclosed to parents of a student regarding the student’s violation of any Federal, State, or local law, or of any rule or policy of the school, governing the use or possession of alcohol or a controlled substance if the school determines the student committed a disciplinary violation and the student is under the age of twenty-one. (§99.31(a)(15))

The College intends to forward all records on request within the guidelines of FERPA as listed in this document.

Notice for Directory Information 

The Family Educational Rights and Privacy Act (FERPA), a federal law, requires that Shelton State, with certain exceptions, obtain students’ written consent prior to the disclosure of personally identifiable information from their educational record.  However, the College may disclose appropriately designated “directory information” without written consent, unless students have advised the registrar to the contrary in accordance with the procedures listed in this document.  The primary purpose of directory information is to allow the College to include information from students’ educational records in certain school publications.

Examples include the President’s list, the dean’s list, other recognition lists, graduation programs, sports programs.

Directory information, which is information that is generally not considered harmful or an invasion of privacy if released, can also be disclosed to outside organizations without prior written consent.  In addition, the Every Student Succeeds Act (ESSA), Pub. L. 114-95 passed in 2015, requires all colleges to provide military recruiters, upon request, names, addresses and telephone listings – unless the student has submitted a written request for confidentiality to the registrar. 

Directory information for Shelton State Community College is defined as the following:

  • Name
  • Address
  • Telephone listing
  • College 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
  • Degrees and awards received

Students are directed to contact the Registrar with any questions or concerns.

Annual Notification of FERPA Rights

Shelton State will give annual notice to current students of their rights under FERPA by publishing information in the Student Handbook.

Facsimile (FAX) Records

Shelton State honors facsimile (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.

Students’ Rights after Ceasing Attendance or Graduation

Students who have ceased attendance or have graduated from Shelton State have basically the same FERPA rights as students currently attending, including the right to inspect their educational records, have a hearing to amend an educational record, and have their educational records’ privacy protected by Shelton State. Former students do not have the right to request nondisclosure of Shelton State unless the request that no directory information be disclosed was made prior to or at the last opportunity as a student.

Privacy Rights of Deceased Students

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

Student Mailing Lists/Solomon Amendment

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

Types, Locations, and Custodians of Educational Records

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

Record Type Location Custodian
 

Admissions Records

 

Office of Enrollment Services

 

Registrar

Martin Campus Atrium, 1st Floor
 

Cumulative Academic Records

 

Office of Enrollment Services

 

Registrar

Martin Campus Atrium, 1st Floor
 

 

Financial Records

 

Business Office and

Office of Enrollment Services

 

Business Services and

Office of Enrollment Services

Martin Campus Atrium, 1st Floor
 

Disciplinary Records

 

Office of the Dean of Student Services

 

Dean of Student Services

Martin Campus Atrium, 1st Floor

Occasional records (student educational records not included in the types above, such as minutes of faculty committee meetings and copies of correspondence in offices not listed) will be collected by the appropriate College official. This official can direct a student to their location or otherwise make them available for inspection and review.