Community College adheres to a policy of compliance with the Family Educational
Rights and Privacy Act (Buckley Amendment) as amended. As such, it is the
policy of the college (1) to permit students to inspect their education
records, (2) to limit disclosure to others of personally identifiable
information from education records without students’ prior written consent, and
(3) to provide students the opportunity to seek correction of their education
records where appropriate.
A. “Student” means an
individual who is or who has been enrolled at Carroll Community College.
B. “Education records”
include those records that contain information directly related to a student
and that are maintained as official working files by the College. The following
are not education records:
Identifiable Information” includes but is not limited to the following types of
information: (a) name; (b) address; (c) name of student’s parents or other
family members; (d) a personal identifier, such as Social Security Number,
Student ID Number, or biometric record; (e) other indirect identifiers, such as
the student’s date of birth, place of birth, or mother’s maiden name; (f) any
other information that, alone or in combination, is linked or linkable to a
specific student that would allow a reasonable person in the school community
who does not have personal knowledge of the relevant circumstances to identify
the student with reasonable certainty; and (g) information requested by a
person who the educational agency or institution reasonably believes knows the
identity of the student to whom the educational record relates. The term
“biometric records” is defined as a record of one or more measurable biological
or behavioral characteristics that can be used for automated recognition of an
individual like fingerprints, voiceprints, handwriting, or facial
Each student has a right of access to his/her education
records. Carroll Community College informs students of their right of access
under the Family Educational Rights and Privacy Act by publishing its policy in
the College catalog.
(Please note that all requests for access to records
should be routed through the Registrar.)
Applications, transcripts from institutions previously attended, GED® results;
Registrar, Records Office.
B. Registration: All
ongoing academic records; Registrar, Records Office.
Miscellaneous records kept and vary with each department; Department/Division
Chairpersons (check first with Registrar).
D. Instruction and
Student Learning: Miscellaneous records; Vice President, Academic and Student
Affairs, Office of Academic Affairs.
E. Title IX:
Miscellaneous records; Title IX Coordinator, Office of the President.
F. Testing Center:
Placement test results; Registrar, Records Office.
G. Advisors: Summaries
of conversations with students; Director of Advising, Transfer, and Student
Pathway Planning, Advising and Transfer Center.
H. Financial Aid:
Student Aid Reports, verification documents, award letters; Director of
Financial Aid; Financial Aid Office.
I. Student Accounts:
All student accounts, records of students’ financial charges; Executive Vice
President of Administration, Administration Office.
Requests for access should be made in writing to the Registrar,
c/o the Records Office. The College will comply with a request for access
within a reasonable time, at least within 30 days. In the usual case,
arrangements will be made for the student to read his or her records in the
presence of a staff member. A student may obtain copies of his/her records by
paying reproduction costs. The fee for copies is 10 cents per page. The College
will not provide copies of any transcripts in the student’s records other than
the student’s current College transcript. Official College transcripts (with
College seal) will be provided at a higher charge as specified in the College
catalog and schedule of courses ($2.00/copy as of the 2016 fall term).
It is the policy of the College to limit disclosure of
personally identifiable information from education records unless it has the
student’s prior written consent, subject to the following limitations and
Information: The following categories of information have been designated
B. This information
may be disclosed even in the absence of consent unless the student files
written notice requesting the College not to disclose any or all of the
categories. This notice must be filed annually to avoid possible automatic
disclosure of directory information. The notice should be filed with the
Registrar, c/o the Records Office.
C. The College will
give annual public notice to students of the categories of information
designated as directory information.
information may appear in public documents and otherwise be disclosed without
student consent unless the student objects as provided above.
E. All requests for
non-disclosure of directory information will be honored as reasonably as is
F. The College will
use its best efforts to maintain the confidentiality of those categories of
directory information that a student properly requests not be publicly
disclosed. The College makes no guarantees, warranties or representations that
directory information designated for non-disclosure will not appear in public
A. School officials of
Carroll Community College who have been determined to have legitimate
B. Officials of other
schools in which a student seeks or intends to enroll or is enrolled. Upon
request, and at his or her expense, the student will be provided with a copy of
the records that have been transferred;
representatives of the Comptroller General of the U.S., the Secretary of
Education, and state and local educational authorities, but only in connection
with the audit or evaluation of federally supported education programs, or in
connection with the enforcement of or compliance with Federal legal
requirements relating to these programs. Subject to controlling Federal law or
prior consent, these officials will protect information received so as not to
permit personal identification of students to outsiders and destroy such
information when it is no longer needed for these purposes;
D. Authorized persons
and organizations that are given work in connection with a student’s
application for, or receipt of, financial aid, but only to the extent necessary
for such purposes as determining eligibility, amount, conditions, and
enforcement of terms and conditions;
conducting educational studies for the purpose of developing, validating, or
administering predictive tests, administering student aid programs, and
improving instruction. The studies shall be conducted so as not to permit
personal identification of students to outsiders, and the information will be
destroyed when no longer needed for these purposes;
organizations for purposes necessary to carry out their functions;
G. Appropriate parties
in connection with an emergency, where knowledge of the information is
necessary to protect the health or safety of the student or other individuals;
H. In response to a
court order or subpoena, the College will make every effort to notify the
student before complying with the court order or subpoena unless the disclosure
is in compliance with a federal grand jury subpoena and the court has ordered
that the existence or the contents of the subpoena or the information furnished
in response to the subpoena not be disclosed or the disclosure is in compliance
with any other subpoena issued for a law enforcement purpose and the court or
other issuing agency has ordered that the existence or the contents of the
subpoena or the information furnished in response to the subpoena not be
I. An alleged victim
of any crime of violence, as that term is defined in Section 16 of Title 18 of
the United States Code, of the results of any disciplinary proceeding conducted
by the College against the alleged perpetrator of that crime with respect to
that crime. The final results of the disciplinary proceeding shall include only
the name of the student, the violation committed, and any sanction imposed by
the College on that student. The name of any victim or witnesses may only be
disclosed with prior written consent.
concerning sex offenders and other individuals required to register under
Section 170101 of the Violent Crime Control and Law Enforcement Act of 1994 and
the information was provided to the educational agency or institution under 42
U.S.C. 14071 and applicable Federal guidelines.
In all other cases, the College will not release personally
identifiable information in education records or allow access to those records
without prior consent of the student. Unless disclosure is to the student
himself or herself, the consent must be written, signed, and dated, and must
specify the records to be disclosed, the identity of the recipient, and the purpose
of disclosure. A copy of the record disclosed will be provided to the student
upon request and at his or her expense.
The College will maintain with the student’s education record a
record for each request and each disclosure indicating all persons, agencies,
or organizations which have requested or obtained access to a student’s
education records maintained by the College and indicating the legitimate
interest such entity had in obtaining the records, except for the following:
A. disclosures to the
student himself or herself;
pursuant to the written consent of the student (the written consent itself will
suffice as a record);
C. disclosures to
instructional or administrative officials of the College.
Carroll Community College will provide students the
opportunity to correct their education records.
A. Request to Correct
Records: A student who believes that information contained in his or her
education records is inaccurate, misleading, or violation of privacy or other
rights may submit a written request to the Registrar specifying the document(s)
being challenged and the basis for the complaint. The request will be sent to
the person responsible for any amendments to the record in question. Within a
reasonable period of time of receipt of the request, the College will decide
whether to amend the records in accordance with the request. If the decision is
to refuse to amend, the student will be so notified and will be advised of the
right to a hearing.
B. Right to a Hearing:
Upon request by a student, the College will provide an opportunity for a
hearing to challenge the content of the student’s records. A request for a
hearing should be in writing and submitted to the Senior Director of Enrollment
development. Within a reasonable time of receipt of the request, the student
will be notified in writing of the date, place, and time reasonably in advance
of the hearing.
Right to File Complaint
A student alleging College noncompliance with the Family
Educational Rights and Privacy Act may file a written complaint with the Family
Policy Compliance Office, Department of Education, Switzer Building, 400
Maryland Avenue, S.W., Washington, D.C. 20202-5901.