Regulations for Students Records

Confidentiality and Release of Information

The confidentiality and security of student educational records are of primary importance to the college. As amended, the Family Educational Rights and Privacy Act (FERPA) of 1974 ensures that eligible students have the right to inspect and review educational records, files and other data; to waive the right of inspection and review of confidential letters and statements of recommendation filed since January 1, 1975; to challenge the content of educational records to ensure that it is not misleading or inaccurate; and to preclude any or all directory information from being released.

Most college discipline records are defined as education records by FERPA and therefore protected from disclosure without written consent of the student. Two exceptions to this are: (1) the outcome of any disciplinary proceeding alleging a sex offense must be disclosed to the accuser, and (2) some records of the Police Department created and maintained solely by that unit are not protected from disclosure by FERPA.

Student access is not permitted to the financial statements of parents; to confidential statements and recommendations filed prior to January 1, 1975; to records that the student has waived the right to inspect; to records of instructional, supervisory and administrative personnel; to records created by a law enforcement unit, for a law enforcement purpose, and maintained by a law enforcement unit; to records that are created and maintained by a physician, psychiatrist, psychologist or other recognized professionals or paraprofessionals acting or assisting in a professional or paraprofessional capacity; or to college records that contain only information relating to a person after that person is no longer a student. Requests for review of educational records are processed within 45 days of submittal.

The college does not allow access to, or the release of, educational records or other personally identifiable information without the written consent of the student, and, when in person, verification through picture identification, except that the college must disclose information to students requesting review of their own records and to authorized governmental officials or agencies for audit and evaluation of state and federally supported programs.

The written consent must be signed, dated and should include the birth date of the student. The written consent must specify the educational records to be disclosed, the purpose or purposes of the disclosure and the party or parties to whom the disclosure may be made.

The college may disclose, without a student's written consent, educational records or other personally identifiable information to full-time college employees having authorized access; to the Office of the Registrar and/or appropriate officials of another school or school system in which the student intends to enroll; to people or organizations providing student financial aid; to accrediting agencies involved in accrediting functions; to parents of a student whose status as a dependent has been established according to the Internal Revenue Code of 1954, Section 152; to an alleged victim of any crime of violence the results of any institutional disciplinary proceeding against the alleged perpetrator of that crime with respect to that crime; in compliance with a judicial order or lawfully issued subpoena, provided the college makes a reasonable attempt to notify the student of the order or subpoena in advance of compliance, except if commanded not to do so in a subpoena, if the subpoena has been issued for a law enforcement purpose or by a federal grand jury; to authorized officials in connection with an emergency, if knowledge of the information is necessary to protect the health or safety of a student or other people.

Directory information is considered public and may be released without written consent unless specifically prohibited by the student concerned. Data defined as directory information includes: student names, addresses, telephone numbers, e-mail addresses, major fields of study, student participation in officially recognized activities, dates of attendance, degrees and awards received, photographs for college use, and listings of the most recent educational agency or institution that students have attended.

A student may restrict the publication of information by completing a Request to Prevent Disclosure form which can be found in the Office of the Registrar. Students may also update this authorization via myNSC.

Each office in which students' financial records are filed maintains a record of requests for the release of personally identifiable information.

Retention and Disposition

The maintenance, retention and disposition of documents relating to student educational records are governed by institutional policy.

A list of documents and disposition schedules filed in the Office of the Registrar includes:

• The permanent academic records of students which are retained indefinitely.
• Applications for admission and/or readmission; transcripts issued by other institutions; applications for resident fees; military service documents; undergraduate admission evaluations; advanced standing admission evaluations, including CBAPE, CLEP, ACT PEP, GRE and GMAT; changes of major or advisor; and pertinent correspondence which are retained for one year after the student's last date of attendance. In the case of a student who graduates, only the permanent academic record is maintained.
• The admission file of students who do not register, are disapproved or have incomplete admission files.
• Transcript requests and disciplinary action notices which are retained in the Office of the Registrar for one year.