Student Educational Records Rights of Privacy

CCC complies with the Family Educational Rights and Privacy Act (FERPA) of 1974 in collecting, maintaining, and disseminating of official student records. (An “eligible student” under FERPA is a student who is 18 years of age or older or who attends a postsecondary institution). These rights include:

• The right to inspect and review the student’s education records within 45 days
  after the day CCC receives an access request. A student should submit to the
  registrar, Vice President of Academics, divisional chair, or other appropriate
  official a written request that identifies the record(s) the student wishes to
  inspect. The school official will arrange access and notify the student of the time
  and place the records may be reviewed. If the school official does not maintain
  the records to whom the request was submitted, that official shall advise the
  student of the correct official to whom the request should be addressed.
• The right to request the amendment of the student’s education records that the student believes is inaccurate, misleading, or otherwise violating the student’s privacy rights under FERPA.
• The right to provide written consent before the College discloses personally identifiable information (PII) from the student’s education records, except to the extent that FERPA authorizes disclosure without consent.
• The right to file a complaint with the US Department of Education concerning alleged failures by the College to comply with the requirements of FERPA.

CCC students are hereby notified that the college publishes bulletins, lists, brochures,catalogs, directories, guidebooks, news releases, sports information, and honor rolls that include information specifically identifying students and containing information about the students.

The College is authorized under Section 43 (Buckley Amendment) to publish. It will publish such directory information listed below, collectively or individually, unless a student notifies the Student Privacy Officer (Registrar) in writing that any or all of the categories denominated directory information should not be disclosed.

 

Directory Information
This includes a student’s:

1. Name 
2. Address
3. Telephone listing
4. Date of birth
5. Major field of study
6. Participation in officially recognized activities
7. Weight and height of athletic team membersDates of attendance
8. Degrees
9. Awards received
10. Previous educational institutions attended

Private Information
This includes the student's:

1. Grades in all classes
2. Grade point for each semester
3. Grade point average for each semester
4. Cumulative grade point
5. Overall grade point average
6. Credit hours earned in each class
7. Total credit hours

 

Guide for the Release of Information about Students
The College will endeavor to keep a student's record confidential. All faculty, administration, and staff members will respect confidential student information. At the same time, the institution will be appropriately flexible in its policies not to hinder the student, the institution, or the community in legitimate pursuits.

CCC will adhere to the following guidelines to reflect a reasonable balance between the
institution's obligation for the student's growth and welfare and its social responsibilities.

 

Disclosure to Students

1. Students will be entitled to a transcript of their academic record after completing the appropriate procedure.
2. Students have the right to inspect their academic records and are entitled to an explanation of any information recorded on them. When the original is shown, the examination will be permitted only under conditions preventing its alteration or mutilation.
3. Documents submitted by or for the students in support of their applications for admission or transfer credits will not be returned to the students or sent elsewhere at their request. For example, transcripts from other colleges or high school records will not be sent to a third institution. The student should request another transcript from the original institution.

 

Disclosure to Parents, Educational Institutions, and Agencies

1. Transcripts or grade reports are only released to parents or guardians with prior approval from the students.
2. A request for a transcript or other academic information from another institution of learning indicating the reason for the request may be honored as a matter of interinstitutional courtesy.
3. Requests from a philanthropic organization supporting a student will be honored without prior approval from the student.
4. Requests from research organizations making statistical studies may be honored without prior approval of the student, provided no information revealing the student's identity is to be published. The Registrar will determine the study's validity as it applies to education and the privacy rights of students.

 

Release of Information to Non-Educational Agencies
When non-educational agencies or individuals request information, it typically will be released only with written authorization from the student. The information will be released only with a court order or subpoena if such authorization is not given. When a subpoena is served, the student whose record is being subpoenaed will be notified, if possible, before compliance.

 

Disclosure in Response to Telephone Inquiries
In all but unusual circumstances, telephone inquiries for student information will not be accommodated.

The Vice President of Student Affairs or the appropriate Administrator will handle urgent requests for student information based upon an apparent emergency, such as an address, telephone number, or location.

 

Disclosure by Other Offices of the Institution

1. The preceding guidelines apply to handling any request for academic information about students or former students received by any faculty member, administration, or staff. The guidelines protect the individual's right to privacy and the confidentiality of academic records.
2. All institutional personnel will be instructed to refer promptly to the Office of the Registrar or other appropriate officers’ requests for transcripts, certifications, or additional information which that office typically provides. Faculty members and the various institutional offices will restrict their responses to acknowledging, when appropriate, the receipt of requests for student information or limit their response to that information germane to their sphere of responsibility about the student, such as
   faculty advisor.
3. The student who needs an official transcript in connection with employment should contact the office of the Registrar. The request procedure is available on the website.