Access To Student Academic Records, Files, and Data Policy 3.48

Glen Oaks Community College recognizes the importance of maintaining records for each individual student which present authentic evidence of the events and actions which both contribute to and confirm the student’s educational progress and to facilitate the intelligent and purposeful direction necessary to the achievement of the educational goals of the student in a college setting.

ACCESS TO STUDENT ACADEMIC RECORDS, FILES, AND DATA

The release and disclosure of student records maintained by Glen Oaks are in a large measure governed by state and federal laws. It is the purpose of these guidelines to provide reasonable interpretations of privacy. These guidelines are effective as of January 1, 1975, but are subject to change as federal guidelines are subsequently developed. The Family Educational Rights and Privacy Act of 1974 basically provides for the following:

  1. To protect a student’s rights to the privacy of information which Glen Oaks has in its possession concerning the student, and
  2. To provide a reasonable guideline for release or disclosure of such information as is required by federal and state law and as is necessary for the effective functioning of
    the college

The following are matters of public record and may be included in publications or disclosed upon request without the consent of the student (this “directory” information can be located in the academic files): name of student, the student’s local phone, e-mail, the student’s local and/or permanent address, date and place of birth, whether or not a student is currently enrolled, dates of attendance, the most recent previous educational agency or institution attended by the student, class (freshman, sophomore), academic majors, information pertaining to honors, achievements, degree(s) and/or certificates earned from Glen Oaks Community College and dates, participation in officially recognized college activities and sports, weight and height of athletic team members. Inquiries by phone or in person for the items of public record listed will be honored. Blanket request or request requiring data in specific formats (mailing labels, for example) may be denied and/or a charge for the service may be levied. The student has the right to designate that any or all of the categories listed above be withheld from directory information.

All personally identifiable information not covered by the aforementioned is confidential and shall only be disclosed by Glen Oaks Community College as provided herein. Upon proper identification any Glen Oaks Community College student 18 years of age or older, past or present, or any parent/guardian of a student under 18 years of age or the parents of a dependent student (as defined by Internal Revenue Code of 1954, Section 152) may examine the official records, files and data of the college directly relating to the student. (The parent/guardian of a non-dependent student 18 years or older does not have the right to examine the student’s record without the student’s consent as provided in the Family Educational Rights and Privacy Act of 1974 and its ensuing modifications.)

The procedure for access to Student Record Files will be handled through the Registrar and the Registration/Records Office with verification of identity by the student.

NOTICE OF RIGHT TO ACCESS AND PRIVACY OF RECORDS

Parents and guardians of each student under 18 years of age and each student who is 18 years of age or older have certain rights respecting the records kept on the student by Glen Oaks Community College. Parents of dependent students over age 18 may also exercise these rights.

These rights include:

Right # 1Right # 2Right # 3Right # 4Right # 5Right # 6

The right to examine the student’s records.

The right to have the administration hear evidence that any part of the record is inaccurate, misleading or violates a student’s privacy or other rights, to have the record changed if the administration agrees with the applicant’s evidence and to insert an explanation in the record if the administration agrees.

The right to have records which personally refer to a student kept confidential except either by consent of the parent or students, or when being used by school personnel for school business. Certain official agencies may also request records.

The following information will be made available for publication in directories, sport programs, and so forth:

Name of student
Student’s local address
Student’s local phone, e-mail address
Student’s permanent address
Date of birth, place of birth
Whether or not a student is currently enrolled
Class (freshman or sophomore)
Academic major
Information pertaining to honors achievements
Degree(s) and/or certificates earned from Glen Oaks and dates
Participation in officially recognized college activities and sports
Weight and height of athletic team members


If a parent or student does not wish this information to be available for publication, notice must be given to the Registrar.

The right to obtain a copy of the Board of Trustees policy on privacy of student records from the Dean of the College.

The right to protest to:

The Family Educational Rights and Privacy Act Office
Department of Health, Education and Welfare
300 Independence Avenue, SW
Washington, DC 20201


If the school district is not complying with the Family Rights and Privacy Act or the Department of HEW rules.

Revised 1/12/77, 1/79, 9/14/05, reviewed 9/17/14
(Position titles updated July 2002.)

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