Release of Student Information & FERPA
The Family Educational Rights and Privacy Act (FERPA) is a federal law which states that a written institutional policy must be established covering the privacy rights of students. The law provides that an institution will maintain the confidentiality of student educational records.
JCC accords all the rights under the law to students who are 18 years or older. No one outside the institution shall have access to, nor will the institution disclose any information from, a student's educational record without the consent of the student. Within JCC only those members, individually and collectively, acting in the student's educational interest, are allowed access to student educational records. These members include administrative personnel and faculty, within the limits of their right to know.
Currently enrolled students and those students who have been enrolled within the past two years should understand that all full-time faculty and selected others have access to their academic records. Former students should understand that releasing their social security numbers provides others with access to their records.
Additionally, the Family Education Rights and Privacy Act permits the release of directory type information without the written consent of the student, provided the student has been given the opportunity to withhold such disclosure. JCC reserves the right to disclose, at its discretion, the following information: names, permanent addresses, e-mail address, enrollment status, dates of attendance, class, previous institution(s) attended, major field of study, awards, honors, degree(s) conferred (including dates), past and present participation in college activities, athlete height/weight, and photos. Students who wish JCC to withhold such information must notify the registrar, in writing, prior to the start of each semester.
Review of Student Records: The law provides students with the right to inspect and review information contained in their educational records; to challenge the contents of their educational records; to have a hearing if the outcome of the challenge is unsatisfactory; and to submit explanatory statements for inclusion in their files. The vice president of student experience and chief diversity officer has been designated by this college to coordinate the inspection and review procedures for the following student records: admissions, financial, and placement records. The vice president of academic affairs has been designated to coordinate inspection of and review procedures for student academic records. Students wishing to review their educational records must make a written request to the appropriate vice president listing the item or items of interest.
Students who believe their educational records contain information that is inaccurate or misleading can discuss the problem informally with the appropriate vice president. If the vice president's decision is in agreement with the student's request, the appropriate records will be amended and the student will be notified in writing. If there is no agreement, the student will be notified within a reasonable period of time that the records will not be amended and the student will be informed of their right to a formal hearing. A request for a formal hearing must be made to the vice president.
Within a reasonable period of time after receiving a request, the vice president will inform the student of the date, time, and place of the hearing. The student may present evidence relevant to the issues raised and may be assisted or represented at the hearings by persons of their choice. Decisions of the hearing panel will be based solely on the evidence presented at the hearing and will consist of written statements summarizing the evidence and stating the reasons for the decisions and delivered to all parties. Students who believe adjudication of their challenges was unfair may appeal for assistance to the college president.
Educational Records Not Accessible: Students may not inspect and review the following as outlined by law: financial information submitted by their parents; confidential letters and recommendations associated with admissions; records of instructional and administrative personnel which are in sole possession of the maker; records of someone employed by the institution; and records of a person after he/she is no longer in attendance at JCC, i.e. alumni records.
Institutional Policy: Official records are kept by JCC as long as there is a reasonable need for them. After that time they are destroyed. The registrar's record of a student's academic performance is retained permanently. JCC considers the student's name and whether he/she is enrolled at JCC as being public information, essential to its operation. This, therefore, may be disclosed without restriction. A copy of the Educational Rights and Privacy Act is on file in the registrar's office and is available for review by students.
Students who believe their privacy rights have been violated may file a complaint concerning alleged failure of JCC to comply with the requirements of the Family Educational Rights and Privacy Act by contacting: Family Policy Compliance Office, US Department of Education, 400 Maryland Ave., SW, Washington, DC 20202-4605.
Gramm-Leach-Bliley Act of 1999 (GLB): JCC complies with all privacy and security provisions of GLB. JCC has taken appropriate measures to ensure the security and confidentiality of our customers’ financial information. JCC complies with the Family Educational Rights and Privacy Act (FERPA). By doing so, JCC is in compliance with the privacy requirements of the GLB. Measures have been taken to protect against any anticipated threats to the security or integrity of such information. JCC has put into place an Information Security Program (ISP) that guards against the unauthorized access to or use of such information that could result in substantial harm or significant inconvenience to any customer. The ISP covers administrative, technical, or physical safeguards used to access, collect, distribute, process, protect, store, use, transmit, dispose of, or otherwise handle customer information. For further information on this issue, please contact the director of human resources at 716.338.1035.
