Confidentiality of Student Records
FERPA: Family Educational Rights and Privacy Act of 1974
Everett Community College Student Records Disclosure Guidelines
Confidentialty of Student Records
All student educational records are handled in accordance with the Family Educational Rights and Privacy Act of 1974. The provisions of this act ensure confidentiality of student records by restricting the release of personally identifiable information these records contain. This federal law also establishes the right of students to inspect and review their educational records, and provides guidelines for the correction of inaccurate or misleading data through informal and formal hearings. Contact the Enrollment Services Office, 425-388-9210, for additional information regarding these processes.
Release of Information to EvCC Faculty and Staff
Where required for the performance of responsibilities to the college, faculty and staff may obtain student educational records information on the basis of a legitimate need to know, without the consent of the student involved. This may include directory information (see below) and also other information such as registration in classes, grades, etc.
Release of Information to the Student
Students have the right to view their educational records, and are usually able to do so informally through the appropriate offices, which in most cases will be the offices of Enrollment Services, Student Financial Services, Testing, VP of Student Services, Instruction, and Veterans. For positive identification of the student, the office involved has the right to ask for a valid picture ID card. Students requesting transcripts must do so in writing. Students who wish to view their entire educational record (probably held in several offices) must make a formal request in writing to Enrollment Services.
Release of Information to the General Public
“General public” includes law enforcement officials, relatives, spouses, other students, clergy, doctors, lawyers, businesses, funding agencies, etc. Unless the student specifically requests otherwise, College officials may only respond to requests for directory information about a student. Other student records information may NOT be routinely released by the College, unless the student specifically gives permission. For details, see below.
Everett Community College is authorized under this act to release only “directory information” to the general public. EvCC defines “directory information” as:
- student’s name
- major field of study
- participation in officially recognized activities and sports
- height and weight of athletic team members
- quarters of attendance (not specific days)
- degrees and awards received
- the most recent previous educational agency or institution attended by the student.
- e-mail address
This information may be released by the College at any time unless the College has received prior written notice requesting non-release from the student, filed in the Enrollment Services Office.
Release of Information to Other Organizations and Persons
Recognized College student organizations, such as scholastic and service clubs, may obtain information relating to a student’s academic record and status; requests of this nature are handled on an individual basis and only through the organization’s appointed advisor. Pursuant to the National Defense Authorization Act for Fiscal Year 1995, the College must release directory information to military recruiters unless the student specifically denies permission. The College may also release enrollment data for loan processing, enrollment and degree verification, and records archiving purposes through contractual arrangements, and to another school in which a student seeks or intends to enroll. The College releases Social Security and enrollment data to the Federal Government for Financial Aid and Veterans’ eligibility evaluation and for Hope Scholarship/Lifetime Learning tax credit programs. The College may release records following the receipt of a lawfully issued subpoena, attempting to notify the student beforehand. The College does not disclose records to family members without student consent.
Emergency situations may arise which require the release of certain types of student records information. These requests should be referred to the Office of Enrollment Services, Vice President of Student Services, or the Security Office. In an emergency, FERPA permits school officials to disclose without student consent education records, including personally identifiable information from those records, to protect the health or safety of students or other individuals.
Release and Non-Release Form
Students may print, complete, sign and submit the online Release/Non-Release Form to Enrollment Services for one of two options: 1) the student wishes to allow certain persons to be able to access their records, and 2) the student wishes to prevent any disclosure of any information. In each case, the form must be filed in Enrollment Services.
Here is the complete text of our FERPA policy on the confidentiality of students records.