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Students Records Policy
Responsibility for Security and Release of Students Records
Vice President of Student Development
Definition of Student Records
Surry Community College maintains accurate and confidential student records and recognizes the rights of students to have access to their educational and personal records in accordance with existing College policy and the Family Educational Rights and Privacy Act of 1974 (Buckley Amendment) and its revisions. Records are defined as data of an administrative or educational nature normally stored in a student’s cumulative record folder. The term "educational records" does not include the following:
Records and documents of institutional personnel which are kept apart from educational records.
Records on the student which are made or maintained by a physician, psychiatrist, psychologist, counselor, or other recognized professionals or paraprofessionals acting in their official capacity.
Financial records on the parents of students.
Records of instructional, supervisory and administrative personnel kept in their sole possession provided they are "not accessible or revealed to any other person except a substitute".
Right to Inspect Student Records
An eligible student’s request to inspect or review his or her record shall be honored within a reasonable time by the Vice President of Student Development; in all cases, within 45 days after the initial request.
Release of Student Educational Records
Surry Community College may disclose, without consent, "directory" information such as a student’s name, address, telephone number, date of birth, degrees, awards, dates of attendance, and enrollment status (full or part-time). Students wishing to have their directory information remain confidential must complete the "Request That Student Directory Information Be Withheld" Form, which is available in the Student Development Office.
Personnel who may have access to student records are following:
School officials within the local educational agency who have legitimate educational interests.
School officials of other local educational agencies in which the student needs to enroll
Certain authorized representatives of the State and Federal Government (PL 93-380).
Official representatives of a college, university, or other higher educational institution in connection with a student’s application for, or receipt of, financial aid.
All other persons may gain access to a student’s records only with the specific written consent of the eligible student.
Recipients of student records will be cautioned that student information may not be released to third parties without the consent of the eligible student.
Requests for confidential information shall not be honored without proper written consent for the release of such records by students. The written consent must specify the records or the specific data to be released and to whom it is to be released, and each request must be handled separately.
Exceptions to this policy are the following:
Requests for confidential information will be honored without prior consent of the student in connection with an emergency.
Official requests in connection with the audit and evaluation of federal or state supported programs or in connection with enforcement of federal or legal requirements which relate to such programs.
A lawfully issued subpoena or court order instructing the College not to disclose the existence or contents of the subpoena or the College's response.
All other subpoenas. Eligible students will be provided with the opportunity to review and challenge their records prior to compliance of the school with the judicial order or subpoena.
An Ex Parte Order from the Attorney General of the United States in connection with the investigation or prosecution of terrorism crimes as specified in the U.S. Code.
Non-directory information required by the Immigration and Naturalization Service about International Students.
Persons or organizations providing financial aid to the student or determining financial aid decisions.
Request from Prospective Employers
Every effort shall be made to cooperate with prospective employers of Surry Community College graduates. Information given shall be of a general nature such as dates of enrollment, program of study, degree and awards received, etc.
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