The College shall develop and maintain a comprehensive system of student records and reports dealing with all facets of the College program operation. These data and records shall be stored in a safe and secure manner and shall be conveniently retrievable for use by authorized College personnel.
The Registrar is custodian of all records for currently enrolled students and for all official academic records. The Vice President of Student Affairs is custodian of all other student records.
Each record custodian shall be responsible for the education records of the District. Refer to the “Student Records Policies and Procedures” publication located in the Dean of Student Services or Registrar’s Offices.
The College will maintain an official disciplinary record for any College student who has received a disciplinary penalty through the formal disciplinary process. This record will reflect the nature of the charge, the disposition of the charge, the penalty assessed, if any, and other pertinent information. The disciplinary record shall be separate from the student’s academic record and shall be treated as confidential. The contents of the record shall not be revealed except upon the request of the student or in accordance with applicable state or federal laws.
Access to the education record of a student shall, upon request of a properly qualified individual, be granted within a reasonable period of time. If the student is unable to view the records during regular College hours, upon written request of the student, one copy of the record shall be provided at no charge.
The College may release directory information if public notice has been given.
The College will publicize policies relating to the release of directory information. Directory information shall include the student’s name, address, telephone listing, date and place of birth, major field of study, participation in officially recognized activities, dates of attendance, degrees and certificates, awards received, and the most recent previous school attended by the student.
Students may withhold directory information by notifying the Registrar in writing within two weeks after the first day of class each semester. Request for nondisclosure will be honored by the institution for only one semester; therefore, authorization to withhold directory information must be filed each semester or term that a student enrolls.
Students are responsible for keeping the College informed of changes in their current address, name, or other pertinent information. All changes in address should be presented in writing to the Assistance Center or Registrar’s Office.
For the purposes of this policy, “College officials” shall mean any employees, Regents, agents of the College, as well as attorneys, consultants, and independent contractors who are retained by the College. “College officials” have a “legitimate educational interest” in a student’s records when they are working with the student; considering disciplinary or academic actions, or the student’s case; compiling statistical data; or investigating or evaluating programs.
The College may request transcripts from previously attended schools for students transferring into the College; however, the ultimate responsibility for obtaining transcripts from sending schools rests with the student.