Administrative Regulation Title: FERP Process

Regulation Number:  5.7.1

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The Family Educational Rights and Privacy Act (FERPA) of 1974, as amended, requires educational institutions to protect the confidentiality of a student’s educational records that are maintained by the institution. FERPA also mandates the institution to give students access to their records to ensure the accuracy of the contents. The following processes shall be followed by Eastern Wyoming College to ensure that the information collected, stored, managed, and disposed of is handled according to federal, state and privacy laws.

 

In this regard, Eastern Wyoming College is committed to protecting to the maximum extent

possible the right of privacy of all individuals about whom it holds information, records, and files. Access to and release of such records is restricted to the student concerned, to others with the student’s written consent, to officials within the College, to a court of competent jurisdiction, and otherwise pursuant to law. Students will receive annual notification regarding the Family Educational Rights and Privacy Act (Statute: 20 U.S.C. 1232 g; Regulation S: 34 CFT Part 99).

 

Definitions:

Custodian of Student Records: Officer of the College delegated the duty to accept, maintain, and protect the privacy of student records.

 

An education record is a record maintained by the College, which is directly related to a student, with the following exceptions:

 

  • Personal notes made by faculty and other school officials that are not shared with others are not considered education records.
  • Records maintained with Student Services, solely for law enforcement/security purposes.
  • Clinical records made, maintained and used by professionals or paraprofessionals in a counseling setting, only in connection with treatment of the student and disclosed only to individuals providing the treatment.

 

The College designates the following categories of personally identifiable student information as public or “Directory Information”.  The College may disclose such information at its discretion.  Currently enrolled students may withhold disclosure of directory information by submitting written notification on an annual basis to the Student Services Office.  Directory information will then be withheld until the student releases the hold on disclosure.  Students should understand that by withholding directory information, some information considered important to students may not reach them.

  • Student’s full name
  • Current enrollment status
  • Local and permanent address
  • Email address
  • Photos and video used in campus publications
  • Dates of attendance
  • Class standing (e.g., sophomore)
  • Previous educational institution(s) attended
  • Major and minor field(s) of study
  • Awards and honors
  • Degree(s) conferred (including dates of conferral)
  • Full-time or part-time status
  • Participation in officially recognized sports and activities
  • Height and weight of student athletes

Only the personal representative (executor/executrix) or parents of a deceased student may authorize the release of education record information regarding the deceased student, for a period of ten years after the death of the student. Beyond such time, access to anyone requesting the deceased student’s education records is permitted without permission. The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. They are:

 

  1. The right to inspect and review their education records within 45 days of the day EWC receives a request for access. Students should submit to the Custodian of Student Records, also known as the Executive Dean of student Services, a written request that identifies the record(s) the student wishes to inspect. The Custodian of Student Records will make arrangements for access and notify the student of the time and place where the records may be inspected.

 

  1. The right to request the amendment of the student’s education records that the student believes are inaccurate or misleading. Students may ask the Custodian of Student Records to amend a record that they believe is inaccurate or misleading. They should write the Custodian of Student Records, aka the Executive Dean of Student Services, who is responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading. If the Custodian of Student Records decides not to amend the record as requested by the student, the Custodian will notify the student of that decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.

 

  1. The right to consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent. One exception, which permits disclosure without consent, is disclosure to school officials with legitimate educational interests. A school official is a person employed by EWC in an administrative, supervisory, academic or research, or support staff position; a person or company with whom the College has contracted (such as an attorney, auditor, or collection agent); a person serving on the Board of Trustees; or a student serving on an official committee such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility. Upon request, the Custodian of Student Records will authorize the disclosure of educational records with consent to officials of another school in which a student seeks or intends to enroll.
  2. The right to file a complaint with the U.S. Department of Education concerning alleged failures by Eastern Wyoming College to comply with the requirements of FERPA. The name and address of the Office that administers FERPA is: Family Policy Compliance Office U.S. Department of Education 400 Maryland Avenue, SW Washington, DC 20202-5920.

 

The College reserves the right to deny copies education records if such records are not required to be made available under FERPA, if the student has an overdue financial obligation to the College, or if there is an unresolved disciplinary action against the student.

 

References:         BP 5.7 – Family Educational Rights and Privacy Act (FERPA)

 

Original Adoption Date: 11/18/24

Revision Date(s):

Date Reviewed, no change: