Student Records Policy
CONFIDENTIALITY-Howard Community College’s policies concerning confidentiality are written and published in accordance with the amended Family Educational Rights and Privacy Act (FERPA) of 1974. The college accords all rights under the act to its students. No one outside the college shall have access to, nor will the college disclose any personally identifiable information, from a student’s record without the student’s written consent. This policy applies to all students enrolled in credit classes. This policy also applies to all students taking noncredit Continuing Education classes and to the processes associated with those classes.
Exceptions include the following within the limits of the need to know:
All these exceptions are permitted in accordance with FERPA.
DIRECTORY INFORMATION-The Family Educational Rights and Privacy Act (FERPA) allows the Director of Records, Registration and Veterans Affairs (Registrar) to release student directory information. Directory information includes names, birth date, addresses, e-mail addresses, phone numbers, major fields of study (e.g., learning programs), attendance dates, degrees, honors and awards, participation in officially recognized college activities or sport, and HCC athletes’ weight and height. However, the college generally releases only the following directory information; student’s name, dates of attendance, degrees and honors earned. Directory information may be withheld. The college honors such requests for the current term. Students who want the college to withhold directory information must notify the registrar in writing at the start of each term. E-mail requests will not be honored.
ACCURACY OF RECORDS-Students must notify the Office of Records, Registration & Veterans’ Affairs in writing of record changes involving name, address, telephone number, or e-mail address. Currently enrolled international citizens should inform the Office of Admissions and Advising of immigration status changes. Students who are no longer enrolled at the college should still officially change their address and other contact information. The Office of Admissions and Advising must also be notified in writing about learning program changes; students must obtain an advisor’s signature as part of this process. Change of Information and Change of Learning Program forms are available in either the Admissions and Advising and Records and Registration offices. These forms are also available online at www.howardcc.edu/admissions; select Important Forms on the left menu.
TRANSCRIPTS AND ENROLLMENT VERIFICATION-Students may request official copies of their transcripts through the National Student Clearinghouse, by mailing a written request to the Office of Records, Registration & Veterans’ Affairs, or visiting the office in person (photo identification required for in-person requests). The National Clearinghouse processes requests within twenty-four hours; there is a $2.25 (subject to change) charge per transcript. The Office of Records, Registration & Veterans’ Affairs processes requests for official transcripts within two business days of receiving an official request; there is no charge. Students may access the National Student Clearinghouse directly from www.howardcc.edu/enrollverify.
Students may view and print unofficial copies on HCC Express at www.hccexpress.net; access to HCC Express is also available directly from HCC’s main web site at www.howardcc.edu. A login ID and password are required.
Enrollment Verification- Instant enrollment verification certificates are available free of charge from The National Student Clearinghouse.
RECORD INSPECTION-The Family Educational Rights and Privacy Act (FERPA) gives students the right to inspect and review information contained in their education records and to challenge the content of their records. The director of Records and Registration coordinates the inspection and review procedures for student education records. Students seeking to review their records should contact the Office of Records, Registration & Veterans’ Affairs (RCF-233, 443-518-4764, firstname.lastname@example.org).
In accordance with FERPA, students may request inspection and review of all or part of their records by writing to the registrar. Records covered by FERPA will be available within 45 days of the request. A student may have copies made of the records with certain exceptions (e.g., a copy of the academic transcript for which a “hold” exists or a transcript of an original or source document which exists elsewhere).
Education records include admissions, financial, academic, and financial aid files as well as cooperative education and placement records. Education records do not include records of instructional and administrative personnel, which are the sole possession of the maker.
Disciplinary records are held by the vice president of Student Services separate from education records in accordance with the Student Code of Conduct. Alumni, student health and security records are not considered education records.
Students may not review financial information submitted by their parents, confidential letters and recommendations tied to admissions, employment, job placement or honors to which they have waived inspection and review rights; or records involving more than one student. In that case, the college will allow access only to the part of the record involving the inquiring studentAlso, the college is not required to let students review confidential letters and recommendations placed in their files prior to January 1, 1975 if they were collected under established policies of confidentiality and used only for purposes for which they were collected
Any student who believes his/her rights were abridged may file a complaint with the U.S. Department of Education Family Policy Compliance Office, 400 Maryland Avenue, SW, Washington, DC 20202-4605.