Apply & Register > Academic Regulations > Privacy of Student Records

Mendocino College observes the provisions of the Federal Family Educational Rights and Privacy Act (FERPA), as amended in 1974, as follows:

1.  Academic records are maintained in the Office of Admissions and Records on the Ukiah Campus under the custody of the Director of Admissions and Records.  Other records containing information regarding students are maintained as appropriate to the needs of the students by Financial Aid, Disabled Resource Center, Veteran Affairs, Nursing Department, and Campus Security.

2.  Academic records include the application for admission, supplemental residency form and associated documentation, the transcript of courses, add/drop cards, general petitions, petitions for graduation, academic evaluations, evaluations of transfer work, high school transcripts, other college transcripts, military transcripts, Form DD-214, grade changes and associated documentation, and high school special admission forms.

3.  All official records of the College are held as confidential and no record of information regarding a student will be released without prior written authorization of the student except in cases in which federal and state laws allow exceptions granting certain persons the right of access to records without prior written authorization.

Exceptions include college officials, including instructors and counselors; authorized representatives of the Comptroller General of the United States and heads of education agencies; in conjunction with a student’s application for, or receipt of, financial aid; officials of other colleges in which the student plans to enroll, provided the student receives a copy of his or her record, if requested; subpoena of records, provided the student is notified when such records are subpoenaed; release of Directory Information as defined below.

Directory information includes: the student's name, date and place of birth, major field of study, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, degrees and awards received, and the most recent previous school attended by the student.

The College may release directory information to the public.  Any student may opt out of release of any or all directory information by submitting written notification to the Office of Admissions and Records.

The College will still make available to the public names of students who are graduating, are placed on honors lists, participate in athletic events, or receive scholarships and other awards unless the student submits a request in writing to the Director of Admissions and Records that his or her name be withheld from any such list.

4.  “The Family Educational Rights and Privacy Act (FERPA) is a federal law that affords parents the right to have access to their children’s education records, the right to seek to have the records amended, and the right to have some control over the disclosure of personally identifiable information from the education records.  When a student turns 18 years of age or enters a postsecondary institution at any age, the rights under FERPA transfer from the parents to the student.”

College personnel cannot release a student’s records or speak with parents/guardians about any student’s academic records without written authorization from the student, unless the student is claimed as a dependent by the parent/guardian for tax purposes.  In these cases, the parent/guardian would be asked to present documentation verifying the student’s status as a dependent before information is released. 

4.  Students have a right to review his or her academic records to verify accuracy.  Official requests for such review should be made, in writing, to the Office of Admissions and Records on the Ukiah Campus, at least three (3) full working days in advance.

5.  Students have a right to challenge the accuracy of their academic records. However, the grade assigned by a faculty member cannot be changed by this process unless an error is evident. Students desiring to request or challenge a grade should follow the grievance and due process procedure outlined in Mendocino College Administrative Procedure 534.1.

More information about the federal regulation may be found at
http://ed.gov/policy/gen/guid/fpco/ferpa/index.html.

Created: May 24, 1999 @ 12:00 AM
Last Modified: February 10, 2015 @ 10:42 AM

 





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