Accuracy of Records
You are required to notify the Office of Records, Registration and Veterans Affairs [RRVA] in writing of record changes involving your name, social security number, address, telephone numbers and external email addresses. 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 both available at www.howardcc.edu/rrvaforms.
Annual Notice of Student Privacy Rights
Howard Community College [HCC] complies with the Family Educational Rights and Privacy Act of 1974 [FERPA] and its amendments. All institutions that receive money from the U.S. Department of Education must follow FERPA guidelines.
FERPA affords eligible students certain rights with respect to their education records. (An eligible student under FERPA is a student who is 18 years of age or older OR who attends a postsecondary institution.) As an eligible student, your rights include:
The right to inspect and review your education records within 45 days after the day HCC receives a request for access. Submit to RRVA a written request that identifies the record(s) you wish to inspect. The appropriate HCC official will make arrangements for access and notify you of the time and place where the records may be inspected.
The right to request the amendment of your education records that you believe inaccurate, misleading, or otherwise in violation of your privacy rights under FERPA. A student who wishes to ask HCC to amend a record should write HCC official responsible for the record, clearly identify the part of the record you want changed, and specify why it should be changed. If HCC decides not to amend the record as requested, HCC will notify you in writing of the decision and your right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to you when notified of the right to a hearing.
The right to provide written consent before HCC discloses personally identifiable information (PII) from your education records, except to the extent that FERPA authorizes disclosure without consent. HCC discloses education records without a student's prior written consent under the FERPA exception for disclosure to HCC officials with legitimate educational interests. An official is a person employed by HCC as full-time or adjunct faculty or as administrative, professional/technical, support, or hourly staff; a person serving on the board of trustees; or a student serving on an official committee. A HCC official also may include a volunteer or contractor outside of HCC who performs an institutional service or function for which HCC would otherwise use its own employees and who is under the direct control of HCC with respect to the use and maintenance of PII from education records, such as an attorney, auditor, or collection agent, student or volunteer who is assisting another HCC official in performing his or her tasks. A HCC official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibilities for HCC.
The right to file a complaint with the U.S. Department of Education concerning alleged failures by HCC to comply with the requirements of FERPA. The name and address of the office that administers FERPA is:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202
See the following list of disclosures that HCC may also make without your consent
- FERPA permits the disclosure of PII from your education records, without your consent, if the disclosure meets certain conditions found in §99.31 of the FERPA regulations. Except for disclosures to HCC officials, disclosures related to some judicial orders or lawfully issued subpoenas, disclosures of directory information, and disclosures to you, the student. §99.32 of FERPA regulations requires the institution to record the disclosure. You have a right to inspect and review the record of disclosures.
HCC may disclose PII from the education records without obtaining prior written consent from you:
- To officials of another school where you intend to enroll, or where you are already enrolled if the disclosure is for purposes related to your enrollment or transfer, subject to the requirements of §99.34.
- To authorized representatives of the U. S. Comptroller General, the U. S. Attorney General, the U.S. Secretary of Education, or state and local educational authorities, such as a state postsecondary authority that is responsible for supervising HCCs state-supported education programs. Disclosures under this provision may be made, subject to the requirements of §99.35, in connection with an audit or evaluation of federal- or state-supported education programs, or for the enforcement of or compliance with federal legal requirements related to those programs. These entities may make further disclosures of PII to outside entities that are designated by them as their authorized representatives to conduct any audit, evaluation, and enforcement or compliance activity on their behalf.
The U.S. Department of Education's FERPA regulations expand the circumstances under which your education records and PII contained in such records including your Social Security Number, grades, or other private information may be accessed without your consent. First, the U.S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or state and local education authorities ("federal and state authorities") may allow access to your records and PII without your consent to any third party designated by a federal or state authority to evaluate a federal- or state-supported education program. The evaluation may relate to any program that is "principally engaged in the provision of education," such as early childhood education and job training, as well as any program that is administered by an education agency or institution. Second, federal and state authorities may allow access to your education records and PII without your consent to researchers performing certain types of studies, in certain cases even when HCC objects to or does not request such research. Federal and state authorities must obtain certain use-restriction and data security promises from the entities that they authorize to receive your PII, but the authorities need not maintain direct control over such entities. In addition, in connection with Statewide Longitudinal Data Systems, state authorities may collect, compile, permanently retain, and share without your consent, PII from your education records, and they may track your participation in education and other programs by linking such PII to other personal information about you that they obtain from other federal or state data sources, including workforce development, unemployment insurance, child welfare, juvenile justice, military service, and migrant student records systems.
- In connection with financial aid for which you have applied or which you received, if the information is necessary to determine eligibility for the aid, determine the amount of the aid, determine the conditions of the aid, or enforce the terms and conditions of the aid.
- To organizations conducting studies for, or on behalf of, HCC, in order to: (a) develop, validate, or administer predictive tests; (b) administer student aid programs; or (c) improve instruction.
- To accrediting organizations to carry out their accrediting functions.
- To your parents if you are a dependent for IRS tax purposes.
- To comply with a judicial order or lawfully issued subpoena.
- To appropriate officials in connection with a health or safety emergency.
- Information the school has designated as "directory information."
A paper copy of this notification is available upon request in RRVA.
Directory Information Public Notice
Directory information has been designated by HCC to include the following information, which would not be generally considered harmful to you, the student, or an invasion of privacy, if disclosed:
HCC identifies the following items as directory information: students’ names, addresses, email addresses, photographs, phone numbers, high school attended, areas of study, enrollment dates, degrees, honors and awards, participation in officially recognized college activities or sports, and athletes’ weight and height.
However, the college generally releases only the following directory information: students' names; enrollment dates; earned degrees, honors, and awards; or a lack thereof.
Students have the right to withhold directory information by submitting a written request to RRVA. The college honors such requests until the student requests in writing that it be removed. If withholding is not requested, HCC assumes approval for disclosure.
- To a victim of an alleged perpetrator of a crime of violence or a non-forcible sex offense, subject to the requirements of §99.39. The disclosure may only include the final results of the disciplinary proceeding with respect to that alleged crime or offense, regardless of the finding.
- To the general public, the final results of a disciplinary proceeding, subject to the requirements of §99.39, if the school determines you are an alleged perpetrator of a crime of violence or non-forcible sex offense and you have committed a violation of the school's rules or policies with respect to the allegation made against you.
- To your parents regarding your violation of any federal, state, or local law, or of any rule or policy of the school, governing the use or possession of alcohol or a controlled substance if HCC determines that you committed a disciplinary violation and you are under the age of 21.
A paper copy of this notification is available upon request in RRVA.