Student Records and FERPA Notification
Sampson Community College maintains student education records in accordance with the Family Educational Rights and Privacy Act (FERPA) of 1974, as amended. The College is committed to protecting the privacy of student records while providing students access to records as permitted by federal law.
Student Records
When a prospective student submits an application for admission, a student record is established and maintained by the College. Student records may include, but are not limited to:
- Admissions applications
- Transcripts of previous educational records
- Placement test results
- Academic records
- Disciplinary records
- Veteran certification records
- Other documents related to a student's enrollment and participation at the College
Student records are maintained for administrative, academic, legal, and historical purposes. The contents of student records are the property of Sampson Community College and are maintained in accordance with applicable federal and state laws governing student privacy and records management.
Student Rights Under FERPA
Eligible students have the right to:
1. Inspect and Review Education Records
Inspect and review their education records maintained by the College. Students must submit a written request to the Registrar's Office or appropriate records custodian identifying the records they wish to inspect. The College will arrange access and notify the student of the time and place where the records may be reviewed within forty-five (45) days of receipt of the request.
2. Request Amendment of Education Records
Request amendment of education records that the student believes are inaccurate, misleading, or otherwise violate the student's privacy rights under FERPA.
Requests must:
- Be submitted in writing;
- Clearly identify the record to be amended; and
- Explain why the record is believed to be inaccurate, misleading, or otherwise in violation of the student's privacy rights.
If the College denies the request, the student will be informed of the decision and advised of the right to request a hearing in accordance with FERPA regulations.
3. Consent to Disclosure
Provide written consent before the College discloses personally identifiable information contained in education records, except when FERPA authorizes disclosure without prior written consent.
4. File a Complaint
File a complaint with the Student Privacy Policy Office of the U.S. Department of Education concerning alleged failures by the College to comply with FERPA requirements.
Disclosure Without Prior Consent
FERPA permits the College to disclose education records without prior written consent under certain circumstances, including but not limited to:
- School officials with legitimate educational interests;
- Officials of another institution where a student seeks or intends to enroll or transfer;
- Authorized representatives of federal, state, and local educational authorities;
- Organizations conducting studies on behalf of educational institutions;
- Accrediting organizations carrying out accrediting functions;
- Appropriate parties in connection with financial aid programs;
- Appropriate parties in a health or safety emergency;
- Compliance with judicial orders or lawfully issued subpoenas;
- Parents of dependent students as permitted by FERPA; and
- Disclosure of directory information.
School Officials
A school official is a person employed by the College in an administrative, supervisory, academic, research, or support staff position; a contractor, consultant, volunteer, or service provider performing institutional services; a member of the Board of Trustees; or a student serving on an official committee.
Legitimate Educational Interest
A school official has a legitimate educational interest if access to an education record is necessary to fulfill assigned professional responsibilities on behalf of the College.
Directory Information
The College designates the following information as directory information and may disclose such information without prior written consent unless the student submits a written request to restrict disclosure:
- Student name
- Program of study
- Enrollment status
- Dates of attendance
- Degrees, diplomas, certificates, and awards received
- Photograph or likeness used for institutional purposes
Students who do not wish the College to release directory information must submit a written request to the Registrar's Office. The restriction will remain in effect until revoked by the student in writing.
Transcript Requests
Students may request official transcripts through procedures established by the Registrar's Office. Transcript fees, delivery methods, processing requirements, and restrictions resulting from outstanding financial obligations are published in the College Catalog and on the College website.
Change of Student Information
Students are responsible for promptly notifying the College of changes to personal information, including:
- Legal name
- Mailing address
- Telephone number
- Email address
- Other contact information
Appropriate identification and supporting documentation may be required before records are updated.
Retention and Security of Records
The College maintains student education records in accordance with applicable records retention schedules and FERPA requirements. Appropriate measures are taken to protect the security, confidentiality, and integrity of student records from unauthorized access, disclosure, alteration, destruction, or loss. Permanent academic records are maintained by the College. Inactive records that are no longer required may be destroyed in accordance with approved records retention schedules.
Veterans Educational Records
Veterans educational records are maintained in accordance with applicable Department of Veterans Affairs regulations and records retention requirements. Such records may include eligibility information, applications, enrollment certifications, correspondence, award notifications, and related documentation.
Annual Notification
The College shall annually notify students of their FERPA rights through one or more of the following methods:
- College Catalog
- Student Handbook
- Official College Website
- Student Email Communication
- Other official College publications or electronic communications
FERPA Complaints
Students who believe their FERPA rights have been violated may file a complaint with:
Student Privacy Policy Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202
Responsibility
The Registrar serves as the College official responsible for:
- Administering FERPA requirements;
- Processing requests related to education records;
- Coordinating annual FERPA notifications;
- Maintaining procedures necessary to ensure institutional compliance; and
- Providing guidance to students and employees regarding FERPA requirements.