2-12: SFCC Student Records Policy – Procedures

Review of Academic and Student Educational Related Records

  1. Grades
    1. Grades are available to students through the MySFCC student portal.
    2. If a student wants to review a grade(s), they may request it from Registrar’s Office.
    3. Students must submit an unofficial transcript form to review their grades.
    4. An unofficial transcript will be available to them within 1-2 business days.
    5. They must present their student identification card or other photo identification if they have requested to pick up the unofficial transcript. Otherwise, it will be mailed to the address they provide on the order form.
  2. Tuition and Fees
    1. If a student wants to review their tuition bill, they may present their student identification card or other photo identification to the Cashier’s Office to obtain a copy of their bill.
  3. Other Educational Records
    1. If a student wants to review any portion of their Educational Record other than a grade or tuition bill, they should submit a written request form to Registrar’s Office.
    2. If a particular record is requested and can be obtained immediately, a College employee will allow the student to review it.
    3. An employee must be present while the records are reviewed to explain the record and answer any questions the student has about the record.
    4. Records must be reviewed in an area that will protect the confidentiality of the records.
    5. Documents may not be removed from the file by the student, but a copy will be provided upon request.
    6. If a student requests an Educational Record and it is not immediately available, the Registrar’s Office will provide the requested record to the student as soon as possible, but no later than 45 days.
  4. Limitations on Reviewing Records
    1. The right to review Educational Records does not extend to:
      1. Notes and records concerning a student made by a faculty or staff member that are retained and used solely by that faculty or staff member (or their substitute);
      2. Inspecting financial records of their parents that are maintained by the College; or
      3. Records created by Campus Safety and Security for law enforcement purposes.
    2. The College will not release information to a student when it is related to:
      1. A confidential recommendation that relates to admission to another educational institution;
      2. An application for employment;
      3. or Information respecting an honor or honorary recognition provided that the student has signed a waiver stating they are not entitled to access that information. The student is entitled to request and be notified of the name of the individual, the educational institution or other organization requesting the confidential recommendation in those circumstances.
    3. If an educational record contains information about more than one student the student only has the right to review that portion that relates to them.
  5. Confidentiality of Educational Records
    1. Educational records are confidential and may not be released to anyone except the student without the prior written consent of the student except in limited circumstances contained in this policy or as required by law. Such circumstances may include:
      1. Officials of other schools in which a student is seeking to or intends to enroll;
      2. Other officials, such as state and federal officials of educational and funding agencies and law enforcement agencies, who have the right to obtain copies of students’ records, as provided by law;
      3. State and local authorities, within a juvenile justice system, who have the right to obtain copies of a student’s records pursuant to state law;
      4. Appropriate parties in connection with financial aid for the student;
      5. Officials conducting studies for, or on behalf of, educational agencies for the purposes of auditing or evaluating educational programs (provided the study is conducted in a manner that does not permit disclosure of personally identifiable information to third parties and the personally identifiable information is destroyed when no longer needed for the study);
      6. Accrediting organizations;
      7. Parents of students who are dependent students under the Internal Revenue Code;
      8. To comply with a subpoena;
      9. Appropriate officials in cases of emergencies when it is necessary to protect the health or safety of the student or other individuals; and
      10. College officials with a legitimate educational interest. A “College official” includes SFCC employees, attorneys, representatives, consultants and independent contractors retained by SFCC. “Legitimate educational interests” include:
        1. Providing academic, employment or other advice to students;
        2. Administering College programs;
        3. Creating and maintaining student records;
        4. Awarding and administering financial aid;
        5. Assessing and collecting fees;
        6. Enforcing student conduct and discipline;
        7. Representing the College’s legal interests in matters where a student record is relevant; and
        8. Research related to the College’s educational programs.
      11. If the College is required to release the Educational Record of a student it will:
        1. Indicate the individual, agency or organization which has requested the information, and
        2. Specify the legitimate interest that the person or entity has in obtaining the information.
  6. Request to Correct a Record
    This policy is intended to ensure that a student’s Educational Record is accurate and does not give a student the right to challenge the grade (Grade Appeal Process identified in College catalog or handbook) or evaluation by a faculty member.

    1. If a student believes that their Educational Record is inaccurate, misleading, or otherwise in violation of their privacy rights, they may request that the record be amended.
    2. If a student believes that there is an error in the record, they should
      1. Contact the SFCC office responsible for the record and request that they review the record and submit information to adjust it.
      2. The request must be made in writing and should state the nature of the inaccuracy or other violation of this policy and the remedy requested by the student.
    3. The student may request the assistance of their academic advisor if required.
    4. The SFCC office responsible for the specific record should advise the student in writing that they have adjusted the record or that they believe it is correct and the reasons for their decision within 10 calendar days of the request.
    5. If the staff does not correct the record, the student may appeal the decision to the head of the department that oversees the office to which the request was made.
      1. The request must be made in writing and should state the nature of the inaccuracy or other violation of this policy and the remedy requested by the student and include the documentation provided by the staff/office that denied the initial request.
      2. The head of the department will advise the student in writing that they have corrected the record or that they believe it is correct and the reasons for their decision within 10 calendar days of the request.
  7. Hearing
    1. If the department denies the request from a student to amend the record, the student has the right to request a hearing on the matter.
    2. They should contact the Registrar’s Office and submit a written request for a hearing.
    3. The hearing will follow the process set out in the Student Concerns and Complaints Procedures.
  8. Remedies
    1. If through the hearing process the members of the committee may modify and amend the Educational Record or direct that it remain unchanged.
    2. If, after a hearing, the record is not amended as the student requests, the student may submit a statement to be included in their record stating they disagree with the decision not to amend the record and commenting on the information.
  9. Maintaining Educational Records
    1. The College will maintain electronically stored student files, transcripts, financial information, and grade reports according to a retention schedule established by the Registrar in concurrence with state and federal record maintenance statues and laws.
    2. The College may destroy educational or personal records of a student any time after five years after the last semester of attendance and in accordance with any record-retaining laws.
    3. The College shall not destroy any education records if a request is outstanding to inspect or review the records.
  10. FERPA Confidentiality requests made by students:
    1. Students may submit a request to the Registrar’s Office to identify their academic and financial records as confidential. This type of request indicates to those College officials who have a legitimate need to know cannot release any of the student’s information for any purpose.
    2. The FERPA confidentiality form is available only in the Registrar’s Office and must be completed by the student in the office and the signature witnessed by a staff member of the Registrar’s Office.
    3. The request is good for one academic year (Fall, Spring and Summer) and must be renewed each Fall term if the student wishes to have their records flagged as confidential.

Contact:         Kathleen Sena, Registrar
505-428-1264, kathleen.sena@sfcc.edu

Updated:       9/25/2019

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