Purpose and Scope:
This procedure outlines how students may view or release their educational records, and release of student information under emergency circumstances.
Procedure:
Students may give consent to release their records through Self-Service or by submitting an Authorization for the Release of Confidential Information form. Forms must be submitted either through the student’s College email, in person for identity verification purposes, or consent to virtual identity verification. Releases remain valid until end-dated or revoked by the student.
Students may request to inspect their own educational records. A written request must be sent to the Registrar’s Office. The Registrar’s Office will respond within 45 days. The minimum fee charged for copies of records is $20.
Disability Related Records
The Disability Resource Center maintains disability-related records in accordance with the Family Educational Rights and Privacy Act (FERPA), the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, and applicable state and institutional policies.
Disability documentation and related records are part of a student’s confidential educational records but are maintained separately from the student’s general academic record.
The Disability Resource Center will not release disability records or disclose disabilityrelated information to third parties without the student’s prior written consent, except as permitted or required by law.
Emergency Situations
- The College may disclose PII from education records to appropriate parties, including law
enforcement, when: - There is an articulable and significant threat to the health or safety of a student or
others, and - The information is necessary to protect the health or safety of individuals.
The College may disclose any relevant information, including but not limited to:
- Student name and contact information
- Class schedules and locations
- Behavioral or threat-assessment information
- Disciplinary records related to the threat
- Emergency contact information
A record will be kept to document:
- The nature of the emergency
- The information disclosed
- The parties to whom the information was disclosed
- The rationale for determining that a threat existed
Subpoenas and Court Orders
The College will comply with lawfully issued subpoenas, court orders, and judicial warrants. The
College will make a reasonable effort to notify the student releasing records unless:
- The subpoena is a federal grand jury subpoena,
- The subpoena is a law enforcement subpoena, or
- The order explicitly prohibits notification.
The College will maintain a record of all non-consensual disclosures as required by FERPA, except for disclosures of directory information or disclosures to the student.