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Southwestern
Community College - Policies and Procedures Manual |
| Policy
Title: |
Student
Records |
6.23 |
| Responsible
Division: |
Student
Services |
|
| Date
Approved: |
October
2001 |
|
| |
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| |
| 1. |
Southwestern
Community College, in accordance with existing
state and federal laws, reaffirms the rights
of students to access their official educational
records and to challenge the accuracy of such
information. The College limits the release
of personally identifiable data, other than
directory information, without explicit student
consent. |
| 2. |
Student
records include, but are not limited to, a
copy of the original application for admission,
transcript(s) of previous educational records,
statement of residency (on application form),
and test results for students in programs
requiring preadmission/placement tests. The
official transcript of a student's courses,
credits, grades earned, total grade points
earned, and cumulative grade point average
to date is maintained in the Registrar's Office. |
| 3. |
Information
identified as public or directory information
may be released to an outside agency without
the student's consent for purposes deemed
beneficial to the student by the President
or his designees. Directory information is
defined as the student's name, local address,
e-mail address, major field of study, participation
in officially recognized activities and sports,
degrees and honors received, dates of enrollment
and current enrollment status. Students who
do not wish any or all of the above directory
information released to outside agencies must
notify the Registrar in writing within thirty
(30) days after their initial registration.
No records, other than directory information,
shall be available to unauthorized persons
within the school or to any unauthorized persons
or groups outside the school without the written
consent of the student involved except under
legal compulsion. |
| 4. |
The
following persons or groups are authorized
access to official records without student
consent:
| a. |
College
faculty and other college officials
with legitimate educational interests. |
| b. |
College
officials of other institutions in which
the student seeks or intends to enroll. |
| c. |
Authorized
representatives of federal, state, or
local government. |
| d. |
Authorized
organizations conducting studies or
determining eligibility related to testing,
financial aid or instruction. |
| e. |
Accrediting
organizations in order to carry out
their accrediting functions. |
| f. |
In
emergencies, appropriate persons if
necessary to protect the health or safety
of the student or others. |
| g. |
Information
about deceased students may be released
to a spouse, parents, or executors of
a student’s estate for a period
of six (6) months after the death. Beyond
six months, deceased student information
is treated the same as other student
directory information. The request for
deceased student information must be
in writing accompanied by an official
death certificate. |
|
| 5. |
Students
may request permission to review their records
through the Registrar's Office. The College
reserves the right to require appointments
for examination of records. Students questioning
the content of their records shall first
review the records with the Registrar or
Vice President for Instruction and Student
Services. Upon written request by the student,
all unresolved questions shall be reviewed
by a committee appointed by the President.
The final review shall rest with the President.
|
| 6. |
A
hold may be applied to the release of an official
transcript, diploma, or other information
requested from an official record, for a student
who has an overdue indebtedness to the College.
Such a student continues to have the right
to see and photocopy his official record upon
request. |
| 7. |
Requests
for additional information and questions regarding
student records procedures or student rights
under the Family Education Rights and Privacy
Act of 1974 should be addressed to the Registrar. |
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