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30.D - Student Records and Confidentiality

Board Policy Code: 30.D
Adopted: 06/11/13
Revised/Readopted:

Columbia Gorge Community College shall follow all applicable state and federal laws, rules and regulations that apply to student records. All information contained in the college records which is personally identifiable to any student shall be kept confidential and not released except upon prior written consent of the subject student or upon the lawful subpoena or other order of a court of competent jurisdiction. Student information may be shared among college faculty and staff on an official “need to know” basis.

Confidentiality

Students 18 years of age or older and the parents of students who are under 18 years of age have certain rights with respect to student records under Public Law 93-380. These include:

  • The right to inspect the educational records of the student.
  • The right to challenge the accuracy of the records if they are believed to be misleading or to violate privacy or other rights of the student.

Except as may be provided by law, the right to prevent the release of any or all information from the records to any other party. The college will not send transcript or copies of other educational records to any other school, prospective employer or other person without written request of the student.

Directory Information

Confidentiality exceptions include directory information. Directory information may be released to the media and for use in other local publications only at the direction of the chief academic and student affairs officer. Students who do not wish to have any of the information listed below released by the college must make that request in writing each term at the time of registration. Directory information will not be released to vendors or others desiring to solicit students for memberships or purchases. Directory information include the student’s name, address, phone number, major field of study, participation in official college activities, periods of enrollment, degrees, awards, and honors received, illness or accident information, as required in health and safety emergencies.

Release of Directory Information will be made only by the chief academic and student affairs officer, or designee, to protect the right of students who do not want this information released. Student Services staff may refuse to give out directory information if they determine it would be detrimental to the best interest of the student involved.

Solomon Act

Federal law requires CGCC to provide directory information to the military for recruiting purposes. To withhold a name call the Registrar's office, (541) 506-6011.

Privacy Rights of Student Educational Records

The Family Educational Rights and Privacy Act of 1974 (Statute: 20 U.S.C. 1232g; Regulations: 34CFR Part 99) also known as the Buckley Amendment is a Federal Law which states (a) that a written institutional policy must be established and (b) that a statement of adopted procedures covering the privacy rights of students be made available. The law provides that the institution will maintain the confidentiality of student education records.

FERPA

The Family Educational rights and Privacy Act (FERPA) affords students certain rights regarding their educational records. They are:

  • The right to inspect and review the student's records. The student may request to review his/her records by submitting a written request to the Records Office or other school official having custody of such records;
  • The right to seek amendment of the student's records that the student believes are inaccurate, misleading, or otherwise in violation of the student's privacy rights. Requests for amendment of records must be in writing and must describe the specific portions or specific record(s) the student wishes to have amended, instructions as to the change desired, and reasons why the change is justified;
  • The right to consent to disclosure of personally identifiable information contained in the student's education records, except for when consent is not required by FERPA. FERPA does not require a student's consent when disclosure is to other school officials with legitimate educational interests. A school official is a person employed by the college in an administrative, supervisory, academic or research, or support staff position; a person or company with whom the college has contracted or appointed as its agent; or a student serving on an official committee or assisting another school official in performing the official's tasks. A school official has a legitimate educational interest if the official needs to review an educational record in order to fulfill his/her professional responsibilities.
  • The right to file a complaint with the Department of Education, Family Compliance Office, concerning alleged failures by the college to comply with the requirements of FERPA. Written complaints should be directed to: The Family Policy Compliance Office, U.S. Department of Education, 500 Maryland Avenue SW, Washington, D.C. 20202-5920.

Related Administrative Rules and Operating Procedures