Notification of student rights under FERPA
It is the policy of Delta College to comply with the Family Educational Rights and Privacy Act (FERPA), which affords students certain rights with respect to their education records. These rights include:
- The right to inspect and review the student's education records within 45 days after
the day that Delta College (“the College”)] receives a request for access. A student
should submit to the registrar, dean, head of the academic department, or other appropriate
official, a written request that identifies the record(s) the student wishes to inspect.
The College official will make arrangements for access and notify the student of the
time and place where the records may be inspected. If the records are not maintained
by the College official to whom the request was submitted, that official shall advise
the student of the correct official to whom the request should be addressed.
- The right to request the amendment of the student’s education records that the student
believes is inaccurate, misleading, or otherwise in violation of the student’s privacy
rights under FERPA.
A student who wishes to ask the College to amend a record should write the school College official responsible for the record, clearly identify the part of the record the student wants changed, and specify why it should be changed.
If the College decides not to amend the record as requested, the College will notify the student in writing of the decision and the student’s 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.
- The right to provide written consent before the College discloses personally identifiable
information (PII) from the student's education records, except to the extent that
FERPA authorizes disclosure without consent.
The College may disclose education records without a student’s prior written consent under the FERPA exception for disclosure to school officials with legitimate educational interests. A school official is a person employed by Delta College in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee. A school official also may include a volunteer, consultant, contractor or other non-employees who perform an institutional service of function for which the school would otherwise use its own employees and who is under the direct control of the school with respect to the use and maintenance of PII from education records, such as an attorney, auditor, or collection agent or a student volunteering to assist 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 responsibilities for the College.
Upon request, the school also discloses education records without consent to officials of another school in which a student seeks or intends to enroll or is already enrolled so long as the disclosure is for purposes related to the student’s enrollment or transfer.
The College may also disclose PII from education records without consent to authorized representatives of the U.S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or State and local educational authorities, such as a State postsecondary authority that is responsible for supervising the college’s State-supported education programs. Disclosures under this provision may be made, subject to the requirements of §99.35, in connection with an audit or evaluation of Federal- or State-supported education programs, or from the enforcement of or compliance with Federal legal requirements that relate to those programs. These entities may make further disclosures of PII to outside entities that are designated by them as their authorized representatives to conduct any audit, evaluation, or enforcement or compliance activity on their behalf.
- The right to file a complaint with the U.S. Department of Education concerning alleged
failures by the 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
FERPA permits the disclosure of PII from students’ education records, without consent of the student, if the disclosure meets certain conditions found in §99.31 of the FERPA regulations. Except for disclosures to school officials, disclosures related to some judicial orders or lawfully issued subpoenas, disclosures of directory information, and disclosures to the student, §99.32 of FERPA regulations requires the institution to record the disclosure. Eligible students have a right to inspect and review the record of disclosures. A postsecondary institution may disclose PII from the education records without obtaining prior written consent of the student –
- To other school officials, including teachers, within the [School] whom the school has determined to have legitimate educational interests. This includes contractors, consultants, volunteers, or other parties to whom the school has outsourced institutional services or functions, provided that the conditions listed in §99.31(a)(1)(i)(B)(1) - (a)(1)(i)(B)(2) are met. (§99.31(a)(1))
- To officials of another school where the student seeks or intends to enroll, or where the student is already enrolled if the disclosure is for purposes related to the student’s enrollment or transfer, subject to the requirements of §99.34. (§99.31(a)(2))
- To authorized representatives of the U. S. Comptroller General, the U. S. Attorney General, the U.S. Secretary of Education, or State and local educational authorities, such as a State postsecondary authority that is responsible for supervising the College’s State-supported education programs. Disclosures under this provision may be made, subject to the requirements of §99.35, in connection with an audit or evaluation of Federal- or State-supported education programs, or for the enforcement of or compliance with Federal legal requirements that relate to those programs. These entities may make further disclosures of PII to outside entities that are designated by them as their authorized representatives to conduct any audit, evaluation, or enforcement or compliance activity on their behalf. (§§99.31(a)(3) and 99.35)
- In connection with financial aid for which the student has applied or which the student has received, if the information is necessary to determine eligibility for the aid, determine the amount of the aid, determine the conditions of the aid, or enforce the terms and conditions of the aid. (§99.31(a)(4))
- To organizations conducting studies for, or on behalf of, the school, in order to: (a) develop, validate, or administer predictive tests; (b) administer student aid programs; or (c) improve instruction. (§99.31(a)(6))
- To accrediting organizations to carry out their accrediting functions. ((§99.31(a)(7))
- To parents of an eligible student if the student is a dependent for IRS tax purposes. (§99.31(a)(8))
- To comply with a judicial order or lawfully issued subpoena. (§99.31(a)(9))
- To appropriate officials in connection with a health or safety emergency, subject to §99.36. (§99.31(a)(10))
- Information the school has designated as “directory information” under §99.37. (§99.31(a)(11))
- To a victim of an alleged perpetrator of a crime of violence or a non-forcible sex offense, subject to the requirements of §99.39. The disclosure may only include the final results of the disciplinary proceeding with respect to that alleged crime or offense, regardless of the finding. (§99.31(a)(13))
- To the general public, the final results of a disciplinary proceeding, subject to the requirements of §99.39, if the school determines the student is an alleged perpetrator of a crime of violence or non-forcible sex offense and the student has committed a violation of the school’s rules or policies with respect to the allegation made against him or her. (§99.31(a)(14))
- To parents of a student regarding the student’s violation of any Federal, State, or local law, or of any rule or policy of the school, governing the use or possession of alcohol or a controlled substance if the school determines the student committed a disciplinary violation and the student is under the age of 21. (§99.31(a)(15))
Notice of directory information
The Family Educational Rights and Privacy Act requires that the College, with certain exceptions, obtain the student’s written consent prior to the disclosure of personally identifiable information from the student’s education records. However, the College may disclose appropriately designated “directory information” without written consent, unless the student has advised the College to the contrary in accordance with College procedures. The primary purpose of directory information is to allow the College to include this type of information from the student’s education records in certain school publications.
Directory information is information in a student’s education record that may be disclosed to outside organizations without a student’s prior written consent. While disclosure of directory information about a student is not generally considered harmful or an invasion of privacy under FERPA, the College is not required to disclose directory information to outside parties, including in response to requests made pursuant to the Freedom of Information Act. The College has designated the following information as directory information:
- Student’s name;
- Verification of student address (2nd party must provide address);
- Current enrollment status (full-time, half-time, less than half-time);
- Dates of attendance;
- Degree(s) & award(s) conferred (including dates);
- Delta Sports & Activities
If the student does not want the College to disclose directory information from the student’s education records without prior written consent, the student must notify the Office of the Registrar in writing. The student’s request to opt-out of disclosure of directory information becomes a permanent part of the student’s education record and continues after the student is no longer in attendance, unless the student instructs the College in writing to remove the request.