Student Records

When a prospective student submits an application for admission, a student record is established and maintained in the Student Services Division. The contents of student records may include but are not limited to the following: admissions application, transcripts of previous educational records, placement test results, and other documents related to academics, or disciplinary action. This record is used to collect and retain pertinent data throughout the student’s enrollment. The contents of student records are property of Sampson Community College and are maintained in accordance with FERPA regulations.

Release of Information

Sampson Community College supports the rights and privacies afforded each student by the Family Educational Rights and Privacy Act of 1974 and is in compliance with its provisions.

The statute governs access to records maintained by certain educational institutions and the release of such records. In brief, the statute provides:

1. That such institution must provide student access to official records directly related to the student and an opportunity for a hearing to challenge such records on the grounds that they are inaccurate, misleading, or otherwise inappropriate.
2. That institution must obtain the written consent of the student before releasing personally identifiable data about the student with the exception of directory information.

Directory information is defined as the student’s name, program of study, enrollment status, and degrees and awards received. Student ID numbers are considered directory information for use on SCC student ID cards. Student ID numbers cannot be used to access student records and personal information except when used in combination with one or more elements that confirm the user’s identity.

Any student who does not wish the College to release any or all of the information designated as directory information without the student’s written consent must notify the Registrar’s Office in the Student Services Division.

Transcripts

The College will provide an official transcript of the student’s educational record upon written request and paying the $5.00 transcript fee. A release statement must be signed by the student before a transcript or any other non-directory information can be provided to the student, educational institution, other individuals, firms or agencies. A 24-hour notice is required for preparation of official transcripts. No transcripts or student records will be released until all financial obligations to the College have been paid in full and the student’s account is cleared with the Finance Office. Transcript request forms are available in the Student Services Division and on the Student Services page of the College’s website. Completed forms may be returned to SCC by fax or postal mail. Completed forms may be accepted by e-mail if they contain an original signature.

Students may also request official transcripts electronically through the National Student Clearinghouse, www.studentclearinghouse.org. The cost for electronic transcript requests is also $5.00.

Change of Information

When any pertinent information such as name, address, or phone number changes, it is the student’s responsibility to notify the Student Services Division in a timely manner. Any changes require valid identification and documentation verifying the current and updated information before records will be changed. Current information is required to ensure that grades or other information from the College will be received and that emergency messages can be delivered.

Retention of Records

Permanent records of curriculum students are maintained in the Student Services Division and are protected against fire, theft, destruction, and other hazards. Appropriate measures are taken to protect the security, confidentiality and integrity of student records. Incomplete or inactive records of students who have never enrolled at the College may be destroyed after two years.

Veteran student records are maintained in the office of the Director of Special Populations & Testing. The records include eligibility information, registration statements, applications, correspondence, enrollment verifications, award notifications, and other related records. Records are maintained for 5 years following the ending date of the last period certified to the Department of Veterans Affairs and when released from all audits in accordance with Veterans Administration Regulations.