Family Educational Rights to Privacy Act (FERPA)

Family Educational Rights and Privacy Act (FERPA)

The Family Educational Rights and Privacy Act (FERPA) of 1974, as amended, affords students certain rights with respect to their educational records. These rights include:

1. The right to inspect and review the student’s education records within 45 days of the day the college receives a written request for access.

A student should submit to the registrar a written request that identifies the record(s) the student wishes to inspect. The registrar 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 registrar, the student shall be advised of the correct official to whom the request should be addressed.

2. The right to request the amendment of the student’s education 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 college 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.

3. The right to provide written consent before the college discloses personally identifiable information from the student’s education records, except to the extent that FERPA authorizes disclosure without consent.

The college discloses education records without a student’s prior written consent under the FERPA exception for disclosure to school officials with legitimate educational interests. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibilities for the college. A school official is:

• a person employed by the college in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff)
• a person or company with whom the college has contracted as its agent to provide a service instead of using college employees or officials (such as an attorney, auditor, collection agent, verification agency such as the National Student Clearinghouse, course instructors not paid by the college, and the National Academy of Railroad Sciences personnel)
• a person serving on the Board of Trustees
• a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks

Upon request, the college may also disclose education records without consent or notification to officials of another school in which a student seeks or intends to enroll.

Items defined by the college as “directory information” may be released without a student’s written consent unless the student has provided written notification to the college that such information should not be released. The college designates the following to be directory information:

• Student’s name
• Address
• Telephone number
• E-mail address
• Date and place of birth
• Major fields of study and classification
• Full or part-time status
• Participation in officially recognized activities
• Weight and height of an athletic team member
• Dates of attendance
• Degrees, awards, and honors received
• Previous educational institutions attended

Students who wish to prevent disclosure of directory information must submit a Confidentiality Form to the Add/Drop desk in the Success Center (2nd floor Student Center).

4. 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:

Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202-5901

Family Educational Rights and Privacy Act (FERPA) of 1974

Release of Information

Students who wish to file a standing request to release information to a particular person or agency may file a “Release of Information” form in the Success Center (2nd floor of the Student Center). This authorization will allow the designated person or agency access to the information identified on the form and will remain in effect until revoked in writing by the student. This form is not intended to be used for a single release of information such as a transcript request or verification request. These types of requests should be made using a transcript request form or verification of enrollment form.

Release of Information Form for Credit Students

JCCC Transcript Requests

Request for Verification of Enrollment Information Form (PDF)