Policy No.

SA-1442.2B

POLICY & PROCEDURES MEMORANDUM

TITLE:

STUDENT RECORDS

EFFECTIVE DATE:

September 7, 2004

CANCELLATION:

SA-1442.2A (3/12/96)

OFFICE:

Student Affairs (SA)

POLICY STATEMENT

Delgado Community College has the legal right and moral obligation to establish rules for

maintaining and disclosing information on students of the College. Education records, as defined by

this memorandum, are maintained and disclosed in accordance with the Family Educational Rights

and Privacy Act (FERPA) of 1974, as amended.

The College has outlined the rights and responsibilities, as well as procedures, relating to

student records in this memorandum.

PROCEDURES & SPECIFIC INFORMATION

Purpose

This policy outlines student rights and responsibilities, as well as college procedures

relating to student records, both credit and non-credit.

Scope and Applicability

This policy and procedures memorandum applies to all students of Delgado

Community College.

Definitions

For the purposes of this policy and procedures memorandum, the following definition

of terms applies:

SA-1442.2B September 7, 2004

Student

: any person who attends or has attended Delgado

Community College

in either the credit or non-credit division of the College

School Official:

a person employed by Delgado Community College in an

administrative, supervisory, academic or research, or support staff

position (including student workers); a System Office staff or Board

member of the Board of Supervisors for the Louisiana Community and

Technical College System; or a person employed by or under contract

to the College to perform a special task, such as the attorney or auditor

Education records

: any record (in handwriting, print, tapes, film, electronic, or other

medium including grade books, attendance records and/or rosters)

maintained by Delgado Community College or an agent of the College

that is directly related to a student, excluding:

a. A personal record kept by a staff member if it is kept in the personal

possession of the individual who made the record, and information contained

in the record has never been revealed or made available to any other person

except the maker's temporary substitute.

b. An employment record of an individual whose employment is not contingent

on the fact that he or she is a student, provided that the record is used only in

relation to the individual's employment.

c. Records maintained by the Delgado Community College Police Department

that are maintained solely for law enforcement purposes and are revealed only

to law enforcement agencies of the same jurisdiction. (The Delgado Police

Department does not have access to education records maintained by the

College.)

d. Records maintained by the Health Clinic (These records are used only for the

treatment of a student and are made available only to those persons providing

the treatment.)

e. Alumni records (These records contain information about a student after he or

she is no longer in attendance at the College and do not relate to the person as

a student.)

Rights, Responsibilities and Procedures

ANNUAL NOTIFICATION

- Students will be notified of their Family Educational

Rights and Privacy Act (FERPA) rights each semester by publication in the College’s credit

and non-credit class schedules.

September 7, 2004 SA-1442.2B

Procedures to Inspect Education Records

Delgado Community College reserves the right to refuse to permit a student to

inspect the following records:

1. The financial statement(s) of the student's parents.

2. Letters and statements of recommendation for which the student has waived

his or her right of access or which were placed on file before January 1, 1975.

3. Records connected with an application to attend Delgado Community College

or to be admitted to a specific, limited admission program at Delgado

Community College if that application was denied.

4. Those records which are excluded from the FERPA definition of education

records.

Right to Deny Copies

Delgado Community College reserves the right to deny transcripts or copies of

records not required to be made available by the FERPA in any of the following

situations:

1. The student has an unpaid financial obligation to the College or has not

provided required admission documents.

2. There is an unresolved disciplinary action against the student.

3. The student has defaulted on a student loan issued while the student was

enrolled at Delgado Community College or through the Louisiana Student

Financial Assistance Commission as per Louisiana Revised Statute 17:3021.

4. The student has failed to return college property loaned to the student.

5. Any other circumstance when the College determines it is in its or the

student’s best interest to deny copies or transcripts.

Types and Official Custodians of Student Records

The following is a list of the types of student records that Delgado Community

College maintains and their official custodians.

SA-1442.2B September 7, 2004

CREDIT RECORDS

TYPES

CUSTODIAN

ADMISSION RECORDS College Registrar

OF ENROLLED STUDENTS

ADMISSION RECORDS Program Administrator

FOR RESTRICTED

ENROLLMENT PROGRAMS*

(*records of enrolled students and

applications of those who have applied)

ADMISSION RECORDS Campus

Director of Admissions

OF STUDENTS WHO HAVE or equivalent office on the campus

NOT ENROLLED

ADMISSION TEST Campus Director of Admissions or

SCORES (ACT, SAT, etc.) equivalent office on the campus

CUMULATIVE ACADEMIC College Registrar

RECORDS-

DISCIPLINARY RECORDS Vice Chancellor for Learning and

Student Development

FINANCIAL AID RECORDS College Director of Student

Financial Assistance

HEALTH RECORDS

Immunization Records College Health Services

Coordinator

Health Records Required for Dean of academic department or

Admission to Limited equivalent office on the campus

Enrollment Programs

Other Health Services Records Campus Health Services Coordinator

or equivalent

STUDENT EMPLOYMENT Campus Coordinator of

RECORDS Student Employment Services

or equivalent office on the campus

September 7, 2004 SA-1442.2B

CREDIT RECORDS (continued)

TYPES

CUSTODIAN

OCCASIONAL RECORDS The appropriate College official

(student education records not in each office.

included in other record types such

as minutes of committee meetings,

correspondence in offices not listed, etc.)

STUDENT ACCOUNT Controller

RECORDS

TESTING RECORDS Campus Office of Testing and

(Tests administered by Assessment or equivalent office on the

the College)

campus

VETERANS AFFAIRS Campus Veterans Affairs Coordinator

or equivalent

NON-CREDIT RECORDS

TYPES

CUSTODIAN

NON-CREDIT Campus Director, Non-credit

APPLICATION Programming or equivalent

(maintained for 3 years)

NON-CREDIT ROSTERS College Registrar

NON-CREDIT STUDENT College Registrar

RECORDS

NON-CREDIT STUDENT Controller

ACCOUNT RECORDS

(

Hard copy maintained for 5 years)

Disclosure of Education Records

Delgado Community College will not disclose information from a student's education

records without the written consent of the student. Exceptions to this policy may

include:

1. To school officials who have a legitimate educational interest in the records.

A school official has a legitimate educational interest if the official is:

SA-1442.2B September 7, 2004

a. Performing a task that is specified in his or her position description or

by a contract agreement.

b. Performing a task related to a student's education.

c. Performing a task related to the discipline of a student.

2. To officials of another school, upon request, in which a student seeks or

intends to enroll.

3. To certain officials of the U.S. Department of Education, the Comptroller

General, and state and local educational authorities in connection with certain

state or federally supported education programs.

4. In connection with a student's request for or receipt of financial aid as

necessary to determine the eligibility, amount, or conditions of the financial

aid, or to enforce the terms and conditions of the aid.

5. If required by a state law requiring disclosure that was adopted before

November 19, 1974.

6. To organizations conducting certain studies for or on behalf of the College.

7. To accrediting organizations to carry out their functions.

8. To parents of an eligible student who claim the student as a dependent for

income tax purposes.

9. To comply with a judicial order or a lawfully issued, valid subpoena.

10. To appropriate parties in a health or safety emergency.

Records of Requests for Disclosure

Delgado Community College will maintain a record of all requests for and/or

disclosure of information from a student's education records. The record will indicate

the name of the party making the request, any additional party to whom it may be re-

disclosed, and the legitimate interest the party had in requesting or obtaining the

information. The record may be reviewed by the student.

Records are kept for one year only on requests from, or disclosure of records

to (1) the student; (2) a party with written consent from the student; or (3) a person

seeking directory information. No records are kept on requests from school officials

as defined in Section D-1 above.

September 7, 2004 SA-1442.2B

Directory Information

(1). In accordance with the Code of Federal Regulations (34CFR99.37),

Delgado Community College may disclose directory information if it has

given public notice to parents of students in attendance and eligible

students in attendance at the College of:

- The types of personally identifiable information that the College has.

- A parent's or eligible student's right to refuse to let the College

designate any or all of those types of information about the student

as directory information (see Section F (3) below).

- The period of time within which a parent or eligible student has

to notify the College in writing that he or she does not want any or

all of those types of information about the student designated as

directory information.

- The College may disclose directory information about former

students without meeting the conditions in Section F (1) of this

section.

(2). Delgado Community College designates the following items as Directory

Information: the student's name, address, telephone number, e-mail address,

date and place of birth, date of enrollment, division in which enrolled, full- or

part-time enrollment status, classification, major, degree(s) earned, awards,

participation in officially recognized activities and sports, weight and height

(of members of athletic teams), and the most recent previous educational

agency or institution attended by the student.

(3). A student who desires that any or all of the above listed information not be

released must notify the Campus Registrar (or equivalent office on the

campus) in writing each semester within the first 10 class days after the final

day of late registration. If further information is desired, the Campus

Registrar (or equivalent office on the campus) may be contacted. The

College may disclose any of those items without prior written consent, unless

notified in writing to the contrary within 0 class days after the end of late

registration

each semester.

Correction of Education Records

Students have the right to ask to have education records corrected that they

believe are inaccurate, misleading, or in violation of their privacy rights.

(Corrections do not include grade appeals. These changes must be appealed through

the established appeal policy and must follow the established time lines for

requesting such changes.) The following are the procedures for the correction of

SA-1442.2B September 7, 2004

records:

1. A student must request the College Registrar of Delgado Community College

to amend a record. In so doing, the student should identify the part of the

record he or she wants changed and specify why he or she believes it is

inaccurate, misleading or in violation of his or her privacy or other rights.

2. Delgado Community College may comply with the request or may decide not

to comply. If the College decides not to comply, the College will notify the

student of the decision and advise him or her of the right to a hearing to

challenge the information believed to be inaccurate, misleading, or in

violation of the student's rights.

3. Upon request, Delgado Community College will arrange for a hearing, and

provide reasonable advanced notification to the student of the date, place, and

time of the hearing.

4. The hearing will be conducted by a hearing officer who is a disinterested

party; however, the hearing officer may be an official of the College. The

student will be afforded a full and fair opportunity to present evidence

relevant to the issues raised in the original request to amend the student's

education records. The student may be assisted by one or more individuals,

including an attorney.

5. The hearing officer will prepare a written decision based solely on the

evidence presented at the hearing. The decision will include a summary of

the evidence presented and the reasons for the decision.

6. If Delgado Community College decides that the challenged information is not

inaccurate, misleading, or in violation of the student's right of privacy, the

College will notify the student that he or she has a right to place in the record

a statement commenting on the challenged information and/or a statement

setting forth reasons for disagreeing with the decision.

The statement will be maintained as part of the student's education records as

long as the contested portion is maintained. If Delgado Community College

discloses the contested portion of the record, the College must also disclose

the statement.

7. If Delgado Community College decides that the challenged information is

inaccurate, misleading, or in violation of the student's right of privacy, the

College will amend the record and notify the student, in writing, that the

record has been amended.

September 7, 2004 SA-1442.2B

FERPA Rights of Students

1. The right to inspect and review the student's education records.

2. The right to request the amendment of the student's education records to

ensure that they are not inaccurate, misleading, or otherwise in violation of

the student's privacy or other rights.

3. The right to consent to disclosures of personally identifiable information

contained in the student's education records, except to the extent that the Act

and the regulations authorize disclosure without consent.

4. The right to file with the U.S. Department of Education a complaint

concerning alleged failures by the institution to comply with the requirements

of the Act and the regulations.

5. The right to obtain a copy of the College's current student records policy.

Guidelines for Users of the On-Line Student Information System (SIS)

and Custodians of Student Records

General Provisions:

Access to student education records is governed by the Family Educational

Rights and Privacy Act (FERPA) of 1974, as amended. All requests by students

and/or outside agencies for information relative to a student's academic record must

be completed by staff in the Campus Registrar's Office (or equivalent office on the

campus). If a student's participation in a federally or state funded program requires

that program to verify enrollment status for participants, those offices may comply

with those program requirements (under the supervision of the College Registrar).

All forms/written documentation of students' grades, grade point averages,

academic standing, degrees, and program completion must be completed by staff in

the Campus Registrar's Office (or equivalent office on the campus).

1. Faculty may access the on-line records of the students for advising purposes

and/or determining the registration status of students enrolled in their classes.

2. Clerical/administrative staff may access student records for faculty to use in

academic advising and/or to determine the registration status of students

enrolled in classes.

3. A student may have access to his/her academic record only after the student

has supplied a student ID or other picture ID. A student may have access only

to his/her own record. A written request and appointment may be required.

SA-1442.2B September 7, 2004

No information is to be released for students who have filed a written request

for such privacy. This request will be noted in the on-line student records

system.

5. The only information that may be released by SIS Users over the telephone is

the verification that a student is enrolled at Delgado as a full-time, half-time,

or less than half-time student. Under no circumstances are grades given to

students by telephone, except through the College's Interactive Voice

Response (IVR) system, which contains procedures for verifying the student

identity.

6. All Delgado Community College students are assumed to be independent. As

such, parents do not have access to their children's education records.

Dependency must be proved through submission of a copy of the parents'

most recent Income Tax Form 1040 to the Campus Registrar's Office (or

equivalent office on the campus) or a release form signed by the student.

7. Printed unofficial transcripts/degree audits must be kept in a secure location.

Unofficial transcripts/degree audits may be given to the student, upon

compliance with the requirements in number 3 above.

8. Student workers are classified as college employees, and may have access to

student records if their work assignment requires such

access. Care must be taken to assure that student workers know the

restrictions in access/release of records information.

9. Whether a grade change has been made can be confirmed, but the grade may

not be released over the telephone except through the College's Interactive

Voice Response (IVR) system. The student may also access the grade change

through the College’s web site, which contains procedures for verifying

student identify.

10. Whether an add/drop has been processed may be confirmed as long as the

student specifies which courses should have been added or dropped.

11. The contents of a letter sent to a student may be discussed if a letter was sent

to that student about his/her record and the student calls with questions.

12. Grades may not be posted.

13. FERPA does not require the disclosure of any information to any party other

than the student.

14. Law enforcement officials do not have the right to access to a student's record

unless they have a lawfully issued, valid subpoena. An IRS summons is a

subpoena.

September 7, 2004 SA-1442.2B

15. College officials may release information in the event of an emergency if the

knowledge of the information is necessary to protect the health and safety of

students or other persons.

Faxed and On-Line Requests/Transcripts

All releases of transcripts must be requested in writing; faxed requests and on-

line requests through the College’s web site are accepted.

Transcripts are faxed to other locations only in emergencies with the

permission of the College Registrar or Assistant/Associate Registrar. Faxed and

e-mailed transcripts are not official and may not be used to meet Delgado Community

College admission requirements. Delgado Community College does not provide

copies of admission materials (i.e., test scores, transcripts from other schools,

immunizations, etc.) submitted to the College by students. Students must request

copies of these documents from the institution that issued them.

Cancellation

This policy and procedures memorandum cancels SA-1442.2A,

Student Records,

dated March 12, 1996.

SIGNATURE

Alex Johnson

Chancellor

Policy Reference:

Family Educational Rights and Privacy Act (FERPA) 1974, as amended

Louisiana Revised Statute 17:3021,

Louisiana Student Financial Assistance Commission

Code of Federal Regulations 34CFR99.37,

Disclosing Directory Information

Review Process:

Registrar’s Council 5/31/04

Campus Student Affairs Councils 6/24/04

Academic Affairs Council 7/15/04

Executive Council 9/7/04

Distribution:

Electronic Distribution Via Intranet and Email Systems