Faculty or staff members have a responsibility to protect educational records in their possession . Additionally , faculty or staff members may only access information that is needed for legitimate completion of their responsibilities as a college employee .
What is an Education Record ?
Education Records include any information or data recorded in any medium including , but not limited to , handwriting , print , tapes , film , email , microfilm , and microfiche , which is directly related to a student and maintained by the college or by a person acting for the college . Examples of an Education Record include :
• Admissions information for students who are accepted and enrolled ;
• Biographical information including date and place of birth , gender , nationality , information about race and ethnicity , and identification photographs ;
• Grades , test scores , evaluations , courses taken , academic specialization and activities , and official communications regarding a student ’ s status ;
• Course work including papers and exams , class schedules , as well as written , email or recorded communications that are part of the academic process ;
• Disciplinary records ;
• Students ’ financial and financial aid records ;
• Internship program records .
Access to Student Education Records
In general , the college will not release “ personally identifiable information ” from a student ’ s education record without the student ’ s prior written consent provided through a Student Consent Form ( link to . pdf ), kept on file with the Registrar ’ s Office . However , please note FERPA allows disclosure without student consent under the following circumstances :
• School employees who have a “ legitimate educational interest ” in the records in order to perform their duties ;
• Other schools where a student seeks to enroll or is enrolled ;
• Accrediting organizations ;
• Organizations doing certain studies for or on behalf of the college ;
• Appropriate parties to determine eligibility , amount , or conditions of financial aid , or to enforce the terms and conditions of aid ;
• Certain government officials of the U . S . Department of Education , the Comptroller General , and state and local educational authorities , in connection with an audit , authorized representatives of the U . S . Attorney General for law enforcement purposes or state or federally supported education programs ;
• Individuals who have obtained a judicial order or subpoena ;
• School officials who have a need to know concerning disciplinary action taken against a student .
• Appropriate parties who need to know in cases of health and safety emergencies when necessary to protect the student and / or others ;
• An alleged victim of a crime of violence or non-forcible sexual offense has a right to learn the results of a disciplinary proceeding conducted by the institution against the alleged perpetrator of the crime ;
• Information regarding any violation of college policy or state , federal or local law , governing the use or possession of alcohol or a controlled substance may be released to the parents or legal guardian of a student under the age of 21 ;
• Those requesting “ directory information ” on a student provided the student has not requested his or her information be withheld .
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