2016-2017 Faculty Handbook

Student Records

The college maintains such information in its files for each student as is considered essential and appropriate to college operation and student welfare. The college adheres to all federal and state laws and rules pertaining to the privacy rights of parents and students, including the Family Educational Rights and Privacy Act (FERPA).

Directory information that may be unconditionally released to the general public without the consent of the student unless he or she has specifically requested the information not be released includes the following:

  • name
  • address
  • telephone number
  • date of birth
  • major field or program of study
  • participation in officially organized activities and sports
  • weight and height of members of athletic teams
  • dates of attendance
  • degrees and awards received
  • most recent previous educational institution or agency attended

Students not wishing the dissemination of “directory information” without prior consent must submit a written notice to the custodian of student records stating which of the above items are not to be released to the general public.

The college recognizes a “student” to be any person on whom it maintains educational records or personally identifiable information, but does not include a person who has not been in attendance at the college. For the purpose of this policy, the college considers the term “educational records” to include those records, files, documents, and other materials containing information directly relating to a student, including records of disciplinary proceedings, which are maintained by the college or by a person acting as custodian of the records for the college.

Information pertaining to general administrative procedures can be found in the Enrollment Services Center on each campus or center and the office designated by the president as the responsible authority.

(U.S. Statute 20:1232, Florida Statutes 1001.02, 1002.22, 1006.52, CF Board Policy 7.08)

Any records that are not available to institutional personnel are non-institutional records and, accordingly, the provisions of this policy would not apply. Such non-institutional records include, but are not limited to, faculty notes on students, psychiatric record and evaluations, and employment records not connected with a student’s educational program.

Once a student reaches the age of 18 or is enrolled in a postsecondary program, parents are denied rights under FERPA unless: 1) the student gives written consent to release the information to the student’s parents; or 2) the parents provide evidence that the student is a dependent of the parents as defined in Section 152 of the Internal Revenue Code of 1954; or 3) the student is in imminent danger to himself or herself or others.

The custodians of records will have the responsibility of collecting and maintaining lists of the types of educational records directly relating to students that are maintained by the institution. The applicable custodian of records will ensure that all of the access rights of the student specified by FERPA will be accorded the student. A student or eligible parents or guardians of the student will be afforded access to a student’s records within a reasonable time after the submission of a written request to the custodian of that record. Suitable arrangements will be made to permit the record to be reviewed in the presence of the custodian of that record or representative.

The student or parent has the right to challenge the content of any record believed to be inaccurate, misleading, in violation of the student’s rights or otherwise inappropriate. Parents or students wishing to challenge the contents of a record shall follow the procedures of Florida Statute 1002.22.

A student, parent or guardian of right may consent to the release of any student information to any person or agency provided the consent is in writing, signed and dated, specifies the information to be released, the reason for release, and the names of persons, institutions or agencies to whom the information is to be released.

FERPA

In compliance with FERPA, faculty cannot:

  • Use even a portion of a student's social security number (SSN) or ID number in a public posting of grades. (You CAN post grades if they are not in alphabetical order and if you use a unique identifier known only to the student and you.) For example: a student gives a generic number (542876) that is not a part of the student SSN or ID number; 
  • Link the name of a student with that student's SSN or ID number in any public manner.
  • Leave graded tests in a stack for student's to pick up by sorting through the papers of all students.
  • Circulate a printed class list with student names, SSN's, ID numbers or grades as an attendance roster.
  • Discuss the progress of a student with anyone other than the student (including parents) without the written consent of the student.
  • Provide lists of students enrolled in your classes for any commercial purpose.
  • Provide student schedules or assist anyone other than College of Central Florida employees in locating a student on campus.

FERPA summary:

Student educational records are considered confidential and may not be released without the written consent of the student, except by provisions outlined in law. (Exceptions are handled by the registrar.)

As a college employee, you have a responsibility to protect educational records in your possession.

Some information is considered public (sometimes called “directory information”). This information can be released without the student's written permission. However, the student may choose to consider this information confidential. College of Central Florida has identified directory information as name, current mailing address, telephone number, major field of study, participation in officially recognized activities and sports, weight and height of members of athletics teams, dates of attendance, and degrees and awards received. A listing of directory information is listed in the college catalog.

You have access to information only for a “legitimate educational purpose” in completion of your responsibilities as a college employee. Information cannot be used for any other purpose.

If you are ever in doubt, do not release any information until you contact the Enrollment Office at 352-854-2322, ext. 1297.

The Office of Student Records and Financial Aid is responsible for all student record information.