Clark College is required by Federal Legislation to maintain the confidentiality of its student records. The Registration office needs your assistance in order to comply with the requirement.
Attached, is the Abbreviated Clark College Policy on the Family Educational Rights and Privacy Act, a policy statement approved by the Clark College Board of Trustees. Please read it carefully so that you can help our institution meet its responsibilities.
All college officials accessing confidential or restricted student data must guarantee to maintain any information about individual students in a secure fashion. Although it is allowable to print a report or screen of confidential information for authorized record keeping or advising purposes, the user should not release the printed material to other individuals or offices.
Below are some guidelines for ensuring the confidentiality of student records during your daily work.
Clark College abides by the Family Educational Rights and Privacy Act (FERPA), as amended. Clark College will maintain the confidentiality of student records; furthermore, the College will advise students of their rights under the Act.
With few exceptions, no one will have access to student records without the written consent of the student. Among the exceptions are College employees with a legitimate educational interest in a particular student, the Veterans Administration, accrediting agencies, student financial aid agencies, and those who require student information in an emergency situation in which someone’s health or safety is at risk. Also, after a reasonable attempt has been made to notify the student, the College will release student information in order to comply with judicial orders and subpoenas.
Clark College will not release a student’s records to a parent/guardian without the student’s written permission. Such a policy is in effect regardless of the student’s age or financial dependency upon the parent/guardian.
The College will release student directory information without student consent. Such information includes student name, date of birth, major field of study, quarters of attendance, degrees and awards received, previously attended educational institutions, participation in activities and sports, and weight and height of members of athletic teams.
Students who do not want their directory information released without their consent must file a non-disclosure request at the registration office. The request will be honored for one year. Students must renew their request annually.
The Act allows a student the right to inspect his/her records, challenge the contents, have a hearing if the challenge is unsatisfactory, submit explanatory statements for inclusion in the records, and file complaints with the United States Department of Education. The Clark College Registrar will assist students who want to inspect their records. This includes records that are kept in the following offices: Registration, Admissions, Financial Aid, Cooperative Work Experience, Placement, Veterans Services, Cashiering, Dean of Students, Sponsored Programs, Student Activities, and Intercollegiate Athletics.
Some student records may be withheld by the College. For example, academic transcripts are routinely withheld if a student has a financial obligation to the College. As another example, the security office might not release records if there is concern about compromising a criminal investigation. Also, medical records might be released to the student’s physician rather than the student.
A student who believes that his/her record is inaccurate or misleading may request a formal hearing. Requests for a hearing should be directed to the Dean of Students. A student may add comments to his/her record if the student is not satisfied with the ruling of the hearing panel. Such comments will be released whenever the records in question are disclosed.
Students who believe that their hearing was unfair may file written complaints with the United States Department of Education, Room 4074, Switzer Building, Washington, D.C., 20202.
The complete Clark College FERPA policy can be found in the Clark College Catalog. Copies of the complete policy can also be obtained at the registration office.
Clark College has a policy of exchanging student records with baccalaureate institutions that have requested those records, and in which the student seeks or intends to enroll.
I understand that in my capacity as an employee at Clark College, whether full-time, part-time, work-study student or otherwise, I may have access to confidential and private records of other students, faculty and staff and/or pertaining to the College.