3.22 Student Privacy

(Reaffirmed 12-2-1991; Revised 4-7-2003;5-8-2017)

East Central College will comply with all state and federal statutes regarding the use and release of student information including the Family Educational Rights and Privacy Act (FERPA) of 1974 (as amended). Students, parents, or guardians seeking clarification of laws, regulations, and practice may request such information from the office of the Chief Student Affairs Officer.

Procedures: (Adopted 5-8-2017)

3.22.1 Confidentiality of Student Records

FERPA (U.S. Public Law 93-579) guarantees individuals’ rights to access their education record. This federal law also provides guidelines as to third-party access and the appropriate security of the education record. FERPA stipulates that students have the right to:

  1. Inspect and review their education records within 45 days of the day the College receives a request for access. Students must submit written requests to the Registrar’s Office that identify the record(s) they wish to inspect. The Registrar will make arrangements for access and notify the student of the time and location where the records may be inspected.
  2. Request amendment to the education record if the student believes the record is inaccurate or misleading. If the student believes the record is inaccurate or misleading, the student should write the College Registrar, clearly identify the part of the record they want changed, and specify what is inaccurate or misleading. If the decision is made not to amend the record as requested by the student, the College will notify the student of the decision and advise the student of their 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.
  3. Control disclosure of their academic records without written consent, and to designate confidentiality of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent.
  4. File a complaint with the U.S. Department of Education concerning alleged failures by ECC to comply with the requirements of FERPA.

3.22.2 Release of Student Records

The College will not permit access to, or the release of, education records or personally identifiable information contained in the student’s education record without the written consent of the student, except to the extent that FERPA authorizes disclosure without consent. FERPA allows for disclosure without consent to the following parties or under the following conditions:

  1. School officials who have a legitimate educational interest. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional duties,
  2. Upon request, ECC discloses education records without consent to officials of educational institutions in which a student seeks or intends to enroll,
  3. Specified officials for audit or evaluation purposes,
  4. Appropriate parties in connection with financial aid to a student,
  5. Organizations conducting certain studies for, or on behalf of, the College,
  6. Accrediting organizations,
  7. To comply with a judicial order of lawfully issued subpoena,
  8. Appropriate officials in cases of health and safety emergencies, and
  9. State and local authorities, pursuant to State law.

3.22.3 Access to Education Records

Information contained in a student’s education record remains confidential between the student and ECC and will not be released to third parties without the written consent of the student, as allowed by FERPA and its regulations.

3.22.4 Directory Information

  1. Pursuant to FERPA, ECC may disclose certain types of information, which ECC has designated as “directory information,” without a student’s prior consent. ECC has designated the following information as “directory information” for the purposes of FERPA:
    1. Student’s Name
    2. City of Residence
    3. Program of Study
    4. Academic Classification (Freshman/Sophomore and Full-time/Part-time)
    5. Participation in Recognized Activities, including photographs of sponsored activities
    6. Dates of Attendance, including matriculation and withdrawal dates
    7. Degrees, Certificates, Recognitions, and Awards Received
    8. Individual or Group Photographs
    9. Additionally, ECC may release lists of students who qualify for academic honors, as well as lists of graduates, to paper and digital media publications.
  2. Directory information may be disclosed by ECC for any purpose, at its discretion, without the consent of a student. Students, however, have the right to refuse to permit the release of their directory information. Requests for non-disclosure will be honored until written notice is received from the student to remove the request for non-disclosure. If a student requests non-disclosure, no information regarding the student will be provided unless photo identification is shown verifying it is the student who is present and making the request.
  3. Any student who wishes to refuse to permit the release of directory information must file written notice with the College Registrar. Forms for this purpose are available at the Student Service Center. The written notice does not apply retroactively to previously released directory information. To prevent publication of directory information, written notice must be given no later than the second week of the term in question.