(ORIGINAL

POLICY)

Family Educational Rights and Privacy Act of 1974

The Family Educational Rights and Privacy Act of 1974 (FERPA) protects the privacy and
accessibility rights of students enrolled in a postsecondary institution in relation to their
education records. The term education record is defined as those records that contain
information directly related to the student and that are maintained by the educational
institution. They include admissions, personal, financial, academic, cooperative education, and
placement records. They do not include those of a schools law enforcement, student health,
employment, or alumni offices. They also do not include records of instructional,
administrative, and educational personnel that are in their sole possession and that are not
accessible or revealed to any other individual except a temporary substitute.

FERPA permits the release of some general student information known as directory
information without written approval of students. Currently, directory information includes
the students name, city and county of residence; photograph; major field of study;
participation in officially recognized activities and sports; dates of attendance, grade level,
degrees and awards received; and the most recent educational agency or institution attended
by the student. Students who do not want any or all of this information released to the general
public must sign a request form in the Office of Records and Registration no later than two (2)
weeks after the first day of class each semester.

The law provides students with the right to inspect and review information contained in their
education records, to challenge the contents of their education records, to have a hearing if the
outcome of the challenge is unsatisfactory, and to submit explanatory statements for inclusion
in their files if they feel that the decisions of the hearing panel are unacceptable.
Students interested in inspecting or reviewing their education records should contact the
Director of Records and Registration for procedures to follow.

Students may not inspect and review the following:
Financial information submitted by their parents,
Confidential letters and recommendations associated with admission, and
Employment, job placement, or education records containing information about more
than one student.

The College does not provide access to or disclose a students education records to third parties
without the students written consent except in cases of:
Authorized personnel within the institution,
Authorized officials of other institutions in which student seeks to enroll,
Persons or organizations providing the student financial aid,
Accrediting agencies carrying out their accreditation function,

Persons involved in an emergency situation in order to protect the health or safety of

students or of other persons,
Persons in compliance with a judicial order,
Federal, state and local authorities involved in the audit or evaluation of compliance
with educational programs,
Organizations conducting studies for or on behalf of educational institutions,
Parents of a dependent student,
Directory information being released, or
An alleged victim of a crime of violence, to whom the results of a disciplinary hearing
may be disclosed.

The Dean of Student Services has been designated by the College to consider and coordinate
inspection and review requests from third parties for students educational records.

(FINAL DRAFT)

Family Educational Rights and Privacy Act of 1974

Definition of the Law

The Family Educational Rights and Privacy Act of 1974 (FERPA) protects the privacy and accessibility rights of
eligible students enrolled in a postsecondary institution in relation to their education records.
An eligible student is defined as a student 18 years of age or older, or a student who enters a
postsecondary institution at any age.
An education record is defined as those records that contain information directly related to the student
and that are maintained by the educational institution. They include admissions, personal, financial,
academic, cooperative education, and placement records.

Specific FERPA Rights

The law provides eligible students with specific rights under FERPA:
The right to inspect and review information contained in their education records within 45 days after the
institution receives the request.
The right to challenge the contents of their education records, which are believed to be inaccurate,
misleading, or in violation of the students privacy rights under FERPA.
The right to have a hearing if the outcome of the challenge is unsatisfactory.
The right to submit explanatory statements for inclusion in their files if they feel that the decisions of the
hearing panel are unacceptable.
The right to file a complaint with the U.S. Department of Education (Family Policy Compliance Office, U.S.
Department of Education, 400 Maryland Avenue SW, Washington DC 20202) concerning alleged failures
by the institution to comply with FERPA requirements.
The right to provide written consent prior to the institution disclosing personally identifiable information
from the students education records, except to the extent that FERPA authorizes disclosure without
consent.

Limitations for Record Review

Students may not inspect and review the following:
Education records of other students, even if they are contained within the same record of the student
requesting the review.
Financial information, including parental records.
Confidential letters and recommendations associated with admission, employment, or academic honors.

Directory Information

FERPA permits the release of some general student information, known as directory information, without
written approval of students.

Sandhills Community College considers the following directory information:
Students name.
City and county of residence.
Photograph.
Program of study.
Participation in officially recognized activities and sports.

Dates of attendance.
Grade level.
Degrees, honors, and awards received.
The most recent educational agency or institution student attended.
Student email address.

Students who do not want any or all of this information released to the general public must sign a request form in
the Office of Records and Registration no later than two (2) weeks after the first day of class each semester.

Third Parties Exempt from Consent Requirements

The College does not provide access to or disclose a students education records to third parties without the
students written consent except in cases of:
Authorized personnel within the institution, including administrators, faculty, and staff members with
legitimate educational interest related to fulfilling their job responsibilities.
Authorized officials of other institutions at which student seeks to enroll.
Persons or organizations providing the student financial aid.
Accrediting agencies carrying out their accreditation function.
Persons involved in an emergency situation in order to protect the health or safety of students or of other
persons.
Persons in compliance with a judicial order or lawfully issued subpoena.
Federal, state and local authorities involved in the audit or evaluation of compliance with educational
programs.
Organizations conducting studies for or on behalf of the institution.
Parents of a dependent student as defined by the IRS for tax purposes.
Directory information being released.
An alleged victim of a violent crime or non-forcible sex offence, to whom the results of a disciplinary
hearing may be disclosed.
Parents of a student related to the students violation of any Federal, State, local or institutional law or
policy regarding the use or possession of alcohol or controlled substance if the student perpetrated a
disciplinary violation, as determined by the institution, and the student is under the age of 21 years of
age.

Personnel Contact Information

The Director of Records and Registration directs the procedures for students interested in inspecting or
reviewing their education records and for students who do not want their directory information released
by the institution.
The Dean of Student Services has been designated by the College to consider and coordinate inspection
and review requests from third parties for general directory information requests.
The Administrative Assistant to the Vice President of Student Services oversees the process and maintains
the records of FERPA release forms for eligible students.



Revised 12.03.15 lhf
Revised 1.25.16 lhf