Procedure: Release of Student Records
Department: Student First Stop Center
Contact: Shawn Liggett, 541.888.7221
For the purposes of this policy, Southwestern Oregon Community College has used the following definitions of terms.
The college – Southwestern Oregon Community College
Disclosure - To permit access to or the release, transfer, or other communication of education records, or the personally identifiable information containing those records to any party, by any means.
Education Records - any record maintained by Southwestern Oregon Community College or an agent of The College which is directly related to a student, except the following.
Oregon Community College Unified Reporting System (OCCURS) describes an informal consortium of community colleges, the Office of Community College Services and the Oregon Community College Association, acting together to provide standard data and reporting formats necessary to improve community college programs, evaluate program effectiveness, and report to various governing bodies and agencies. OCCURS staff and committees acting in support of OCCURS are agents of the consortium members for the purposes of this policy and State law.
Student - any person who attends or has attended Southwestern Oregon Community College.
The first day of classes of the first term a student is enrolled at Southwestern Oregon Community College is when a student becomes protected under FERPA. The student will stay protected under FERPA even after the student no longer attends the college. A student is no longer protected under FERPA upon the student’s death.
Students will be notified annually of their FERPA rights and their rights under Oregon Administrative Rules 589-004-0150--0750 by publication of a summary of this policy annually in the schedule of classes. A copy of this policy shall be available on request to students.
Students will be provided any required social security number notice that relates to the extension of credit by placing such information on the relevant application form or other medium as deemed appropriate.
Procedure to Inspect and Review Education Records.
College's Right to Refuse Access.
The college does not have to permit a student to inspect and review the following records:
Fees for Copies.
Types, Locations and Custodians of Education Records.
The following is a list of the types of records that the college maintains, their locations, and their custodians.
|ADMISSIONS RECORDS||Dellwood hall||Director of Enrollment Service|
|CUMULATIVE ACADEMIC RECORDS (Current students and up to two years after graduation or withdrawal)||Dellwood Hall||Student First Stop Center Coordinator|
|CUMULATIVE ACADEMIC RECORDS (Former students; over two years after graduation or withdrawal)||Dellwood Hall||First Stop Center Coordinator|
|FINANCIAL AID RECORDS||Dellwood Hall||Director of Financial Aid|
|PLACEMENT RECORDS||Stendsland Hall||Educational Support Programs & Services (ESPS)|
|DISCIPLINARY RECORDS||Tioga Hall, 5th Floor||Vice President of Administrative Services|
The college will disclose information from a student's education records only with the written consent of the student, except in the following cases.
Prior Consent to Disclose Information.
The college shall maintain a record of each request for access to, and each disclosure of, personally identifiable information from the education records of each student.
If the college discloses personally identifiable information from an education record with the understanding authorized above, the record of disclosure required under this subsection must include:
The college is not required to keep records of disclosures when the disclosure is to:
The student may inspect and review records created under this section.
The college designates the following items as directory information:
The college may disclose directory information without the student's prior written consent.
Students have the right to ask to have records corrected that they believe are inaccurate, misleading, or in violation of their privacy rights. Following are the procedures for the correction of records.
As used in this section "permanent records" include the following:
The college provides for the retention of permanent records in a manner secured from accidental destruction or intentional tampering.
The college will request a social security number of a student and will include the number on permanent records only if the student agrees to the request under the conditions described in this section.
The college is required by state law to request that students release their social security numbers for the purposes of record-keeping and research.
The request made to the student shall notify the student of the following.
The request to a student to release their social security number shall conform to forms and/or procedures developed and published by the State Board of Education. Any alteration by the college in the wording or procedure must be approved by the Commissioner for Community College Services or designee under the authority of the State Board of Education. The approved release language shall be published in the college's schedule of classes.
If the college determines that it needs to use the social security number for a purpose other than those described on the disclosure form, the college may add that use to its disclosure form. The additional wording must be approved by the commissioner or designee before it is added to the disclosure statement.
Under no circumstances may the college require a student to release their social security number unless release is specifically mandated by federal law (as in federal financial aid law and payroll requirements). The college may not deny any student any right, benefit or privilege provided by law because of the student's refusal to disclose their social security number. However, this provision does not apply with respect to any disclosure which is mandated by federal law.
All students will be assigned a student identification number for user identification. This student identification number is "personally identifiable information" as defined above and is governed by disclosure requirements as set forth under Prior Consent to Disclose Information, above.
When the college extends credit in the form of student loans or deferred tuition payments, the college may request that the student voluntarily provide their social security number through a disclosure form separate from the form described above. Any such form may be revised by the director of Financial Aid or designee, subject to approval by the Commissioner for Community College Services or designee, prior to implementation.
A social security number is a primary identifier used in the credit and reporting industry, and collections can be seriously impacted if the college extends credit to individuals who do not voluntarily disclose their social security number for credit purposes.