Access to Student Information
JCCC protects the confidentiality of student records in accordance with the Family Educational Rights and Privacy Act of 1974 (FERPA). Regardless of the student's age, rights under FERPA begin when a student enrolls at JCCC.
Family Educational Rights and Privacy Act (FERPA)
The Family Educational Rights and Privacy Act of 1974, as amended (FERPA), affords students certain rights with respect to their educational records. These rights include:
1. The right, with some limitations, to inspect and review the student’s education record within 45 days of the day the college receives a written request for access.
A student should submit a written request to the Registrar 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 an amendment to the student’s education record when the student believes the record is 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. Note: This does not apply to disputes about grades assigned by faculty. For information on the grade appeal process, refer to grade review and appeal policy.
3. The right to limit disclosure of personally identifiable information from the student’s educational records, except to the extent that FERPA authorizes disclosure without consent.
The college discloses educational 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 educational record in order to fulfill his or her professional responsibilities for the college. Examples of people who may have access, depending on their official duties, and only within the context of those duties, include:
- Person employed by the college in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff)
- 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)
- Person serving on the Board of Trustees
- 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 educational records without consent or notification to officials of another school in which a student seeks or intends to enroll.
The college will comply with court orders or subpoena of records as required by law. Subpoenas issued by courts outside the state of Kansas may be required to reissue the subpoena through a court within the state of Kansas (with the exception of certain federal court orders). Students are generally notified when their records have been subpoenaed.
Items defined by the college as “directory information” may be released without a student’s written consent. FERPA permits the College to limit the disclosure of and to use its discretion when choosing whether or not to release directory information to specific parties, for specific purposes, or both. In the exercise of that authority, JCCC may release directory information to college employees/trustees and on-campus publications designed to promote student achievement or events or otherwise serve to advance the interest and image of the college. Some examples include playbills showing the student’s name in a production, honor roll lists, graduation programs, sports programs, etc. In addition, two federal laws require the college to provide military recruiters, upon request, with student names, addresses and telephone listings.
The college designates the following as directory information:
- Student’s name
- Telephone number
- Email 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
- Semesters of attendance
- Degrees, awards and honors received
- Previous educational institutions attended
Students who wish to prevent disclosure of directory information must submit a Confidentiality Agreement to the Enrollment and Student Transcript office in the Student Center. Students who submit a Confidentiality Agreement should note that this action will exclude their name from certain college publications.
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 20202-8520
Release of Information
Students who wish to file a standing request to release information to a particular person or agency may submit a Release of Information Form to the Enrollment and Student Transcript office in the Student Center. Students must show their photo ID when submitting this consent. If a third party is returning this form on behalf of the student, the form must include the student’s signature and be accompanied by a photocopy of the student’s photo ID.
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 enrollment verification. These types of requests should be made by submitting a Transcript Request online or submitting a Verification of Enrollment Request Form.