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DRAFT

 

SECTION 400 - STUDENT AFFAIRS

 

410FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT (FERPA)

 

The Family Educational Rights and Privacy Act of 1974 is designed to protect the privacy of education records, to establish the right of students to inspect and review their education records, and to provide guidelines for the correction of inaccurate or misleading data.The following policies and procedures denote Georgia Perimeter Collegeís compliance with the Family Educational Rights and Privacy Act (FERPA).

 

STUDENT RECORDS POLICIES AND PROCEDURES

 

DEFINITIONS

 

For the purpose of this policy, Georgia Perimeter College uses the following definitions of terms.

 

College: Georgia Perimeter College

 

Student: A person who attends or matriculates or has matriculated at the College.

 

Parent: The parent of a student who claims the student as a dependent for income tax purposes and provides appropriate documentation is presented.

 

Education Record: Any record (in handwriting, print, tapes, film, or other medium) maintained by the College, or an agent of the College, which is directly related to a student except:

 

1.†††††††† A personal record kept by a staff member, if it is kept in the personal possession of the individual who made the record, and information contained in the record has never been revealed or made available to any other person except the makerís temporary substitute.

2.†††††††† An employment record of an individual whose employment is not contingent on the fact that he or she is a student, provided the record is used only in relation to the individualís employment.

3.††††††††††† Records maintained by Protective Services if the record is maintained solely for law enforcement purposes, is revealed only to law enforcement agencies of the same jurisdiction, and Protective Services does not have access to education records maintained by the College.

4.†††††††† Alumni records that contain information about a student after he or she is no longer in attendance at the College and the records do not relate to the person as a student.

 

ANNUAL NOTIFICATION

 

Students will be notified of their rights under FERPA annually by publication in the Student Handbook.

 

PROCEDURE TO INSPECT EDUCATION RECORDS

 

Students may inspect and review their education records upon request to the appropriate record custodian.

 

The record custodian or an appropriate College staff person will make the needed arrangements for access as promptly as possible and notify the student of the time and place where the records may be inspected.Access must be granted within forty-five (45) days of the receipt of the request by the appropriate person.

 

When a record contains information about more than one student, the student may inspect and review only the records that relate to that student.

 

RIGHT OF THE COLLEGE TO REFUSE ACCESS

 

The College reserves the right to refuse to permit a student to inspect the following records:

 

1.†††††††† The financial statement of the studentís parents.

2.†††††††† Letters and statements of recommendation for which the student has waived his or her right of access or which were placed in the file before January 1, 1975.

3.††††††††††† Records connected with an application to attend the College if that application was denied.

4.†††††††† Those records that are excluded from the definition of education records.

 

REFUSAL TO PROVIDE COPIES

 

The College reserves the right to deny transcripts or copies of records not required to be made available by FERPA in the following situations:

 

1.†††††††† The student has an unpaid financial obligation to the College.

2.†††††††† There is an unresolved disciplinary action against the student.

 

FEES FOR COPIES OF RECORDS

 

The fee for copies will be twenty-five cents per page, plus any charge for copying time and postage.


 

TYPES, LOCATIONS, AND CUSTODIANS OF EDUCATION RECORDS

 

TYPE

LOCATION

CUSTODIAN

Academic Records

District Admissions and Records

Assistant Director

Admissions Records

District Admissions and Records

Assistant Director

Financial Aid Records

District Financial Aid Office

Director

Placement Records

District Testing Center

Director

Disciplinary Records

Educational Affairs

Assistant Vice President

 

Supplemental: Records located in other offices of the College.The existence of these files in addition to any noted above would be contingent upon the student requesting or requiring assistance from any of the following: Advising and Counseling, Center for Disability Services, Campus Dean of Student Services, or Veteranís Affairs.

 

DISCLOSURE OF EDUCATION RECORDS

 

The College will disclose information from a studentís education records only with the written consent of the student except:

 

1.†††††††† To school officials who have a legitimate educational interest in the records.

††††††††††† A school official is

a)†††††††† Employed by the College or by the Central Office of the Board of Regents of the University System of Georgia in an administrative, supervisory, academic, or support staff position;

b)†††††††† Employed by or under contract to the College to perform a special task, such as an auditor.

A school official has a legitimate educational interest if the official is

a)†††††††† Performing a task that is specified in his or her position description or by contract agreement;

b)†††††††† Performing a task related to the discipline of a student;

c)†††††††† Performing a service or benefit relating to the student or studentís family, such as counseling, job placement, or financial aid;

2.†††††††† To officials of another school, upon request, in which the student seeks or intends to enroll.

3.†††††††† To certain officials of the U.S. Department of Education, the Comptroller General, and state and local education authorities, in connection with certain state or federally supported education programs.

4.†††††††† In connection with determining eligibility, amount, or conditions of financial aid or to enforce the terms and conditions of the aid.

5.†††††††† To organizations conducting certain studies for or on behalf of the College.

6.†††††††† To accrediting organizations to carry out their functions.

7.†††††††† To parents who claim the student as a dependent for income tax purposes and present appropriate documentation.

8.†††††††† To the executor of a deceased studentís estate when appropriate documentation is presented.

9.†††††††† To comply with a judicial order pertaining to a case or controversy to which the College is a party or to a lawfully issued subpoena.

10.†††††† To appropriate parties in a health or safety emergency.

11.†††††† To agents of the U.S. Department of Homeland Security if the student is or was on an F-1 visa.

 

RECORD OF REQUESTS FOR DISCLOSURE

 

The College will maintain a record of all requests for and/or disclosure of information from a studentís education records.The record will indicate the name of the party making the request, and additional parties to whom it may be re-disclosed, and the legitimate interest the party had in requesting or obtaining the information.The record of requests may be reviewed by the parent or student.

 

DIRECTORY INFORMATION

 

The College designates the following as directory information.

 

1.†††††††† Major field of study

2.†††††††† Dates of attendance

3.††††††††††† Degrees received

4.†††††††† Full- or part-time enrollment status

 

The College may disclose this information without prior written consent of the parent or eligible student, unless otherwise notified in writing by the parent or student.

 

The College will supply required directory information (name, address, phone number, date of birth) in response to military recruiting requests submitted pursuant to the Solomon Act.

 

Students desiring nonparticipation in directory information for distribution by the College, according to FERPA guidelines, should complete a Request to Prevent Disclosure of Directory Information at the campus office of Enrollment and Registration Services.

 

CORRECTION OF EDUCATION RECORDS

 

Students have the right to ask to have records corrected that they believe are inaccurate, misleading, or in violation of their privacy rights.The procedures for the correction of records are:

 

1.†††††††† A student must ask the appropriate official of the College (refer to Types, Locations, and Custodians of Education Records above) to amend a record.This request must be made within one calendar year from the alleged error in record.In so doing, the student should identify the part of the record he or she wants changed and specify why he or she believes it is inaccurate, misleading, or in violation of his or her privacy or other rights.Such request must be in writing.

2.†††††††† The College may comply with the request or it may decide not to comply.If it decides not to comply, the College will notify the student of the decision and advise him or her of his or her right to a hearing to challenge the information believed to be inaccurate, misleading, or in violation of the studentís rights.

3.†††††††† Upon request, the College will arrange for a hearing.The student will be notified in advance of the date, place, and time of the hearing.

4.†††††††† The hearing will be conducted by a hearing officer who shall be a disinterested party.The hearing officer may be an official of the College.The student shall be afforded a full and fair opportunity to present evidence relevant to the issues raised in the original request to amend the studentís education records.

5.†††††††† The College will prepare a written decision based solely on the evidence presented at the hearing.The decision will include a summary of the evidence presented and the reasons for the decision.

6.†††††††† If the college decides that the challenged information is not inaccurate, misleading, or in violation of the studentís right of privacy, the College will notify the student that he or she has the right to place in the record a statement commenting on the challenged information and/or a statement setting forth reasons for disagreeing with the decision.

7.†††††††† The statement will be maintained as part of the studentís education record as long as the contested portion is maintained.If the College discloses the contested portion of the record, it must also disclose the statement.

8.†††††††† If the College decides that the information is inaccurate, misleading, or in violation of the studentís right of privacy, it will amend the record and notify the student, in writing, that the record has been amended.

 

 

 

 

 

Approved by College Advisory Board 4/29/04