Request for Information

The Registrar's Office is responsible for reviewing requests to release information regarding students at Amarillo College (AC). Normally what is produced when student information is requested is a computer list with names of students and selected pieces of information.

AC departments who receive requests from external sources for student information should refer such requests to the Registrar's Office to prevent unauthorized access to student information. AC has adopted this policy to insure compliance with the laws affecting privacy, to avoid possible participation in illegal discrimination, and to act in a fashion that is in the best educational interests of students and other members of the AC community.

The Registrar's Office provides requestors with lists where appropriate under the Family Education Rights and Privacy Act (FERPA) guidelines, Texas Public Information Act, Tex. Gov't Code Ann. 552.001- 552.353 (Vernon's 1994), and the Solomon Amendment. Care must be given to considering a) whether or not the requestor is a member of the AC community, a vendor, an Armed Services representative or a third party entity, b) what information is being requested (public directory information, private/confidential information), and c) whether the student has given permission to divulge their public/directory information.

All requests from any of the individuals and groups identified below must be accompanied by the attached AC DATA REQUEST FORM which needs to be completed and submitted to the Registrars Office. Once released the information may not be duplicated, stored by any means, or used for any purpose other than the purpose stated on the request form. The information may not be given to a third party.

A. Policies and Procedures

Policy: Requests from third party entities such as individuals or businesses outside the AC community are processed according to Texas Public Information Act, Tex. Gov't Code Ann. 552.001- 552.353 (Vernon's 1994) et seq, where the information requested is to be used for commercial purposes. The requestor must agree in writing to fees and conditions prior to the production of the requested information. Among the conditions that requestors must agree to are a) not to further distribute the information received, b) to furnish copies of proposed mailing to AC, and c) not to represent that they are affiliated with AC.

Where appropriate, confidential information as defined under FERPA (see the table on page 1) may be released to AC-affiliated entities such as those defined in the above paragraph with legitimate AC business needs for this information.

Procedure: Requests should be submitted in writing to the Registrars Office using the AC DATA REQUEST FORM. Requestors should expect at least a two-week turnaround time. If the Registrars Office requires additional programming services from Information Technology Services (ITS) is required, a special work request is initiated and a 3 to 4 week turnaround time allowed.

Generally, students who have requested that their directory information be kept confidential (i.e. not have their directory information released) will have their requests honored. Only in cases where the requested information, confidential or not, is deemed essential to the conduct of AC business, and other situations specifically approved by FERPA, will student information be released.

2.      Authorized Vendors under Contract:

Policy: Lists for purposes of solicitation of goods, products, or services will not be provided to third parties free of charge unless the requestor is an authorized vendor under contract with AC to provide such services. Contracts must be signed by an authorized individual designated to sign documents on behalf of Amarillo College.

Procedure: Requests should be submitted to the Registrars Office using the AC DATA REQUEST FORM. A copy of the valid contract with authorized signatures must be attached. Requestors should expect at least a two-week turnaround time.

Generally, students who have requested that their directory information be kept confidential (i.e. not have their directory information released) will have their requests honored. Only in cases where the requested information, confidential or not, is deemed essential to the conduct of AC business, and other situations specifically approved by FERPA, will student information be released.

3.      Third Party Commercial Requests:

Policy: Requests from third party entities such as individuals or businesses outside the AC community are processed according to Texas Public Information Act, Tex. Gov't Code Ann. 552.001- 552.353 (Vernon's 1994) et seq where the information requested is to be used for commercial purposes. The requestor must agree in writing to fees and conditions prior to the production of the requested information. Among the conditions that requestors must agree to are a) not to further distribute the information it receives, b) to furnish copies of its proposed mailing to AC, and c) not to represent that they are affiliated with AC.

The terms of Texas Public Information Act, Tex. Gov't Code Ann. 552.001- 552.353 (Vernon's 1994) are mandatory. AC may charge a fee for producing the requested information. The fee includes the cost of time, equipment and personnel in producing a reproduction, and the value of the reproduction on the commercial market.

4.      Third Party Non-Commercial Requests:

Policy: The definition of third party extends to public sector entities such as community colleges, school districts and/or public agencies that do not have an agreement with AC that authorizes the release of student information. Requests from third party entities requesting student information for non-commercial purposes will be reviewed on a case-by-case basis against the rules and policies that apply.

5.      Requests from the Armed Services:

Policy: Requests from the Armed Services are governed by the Solomon Amendment which was adopted to implement the National Defense Authorization Act of 1995, the National Defense Authorization Act for Fiscal Year 1996, and the Omnibus Consolidated Appropriations Act 1997. In compliance with the Solomon Amendment, AC provides student information to military recruiters. The Solomon Amendment requires that only the following information be released: name, address, telephone listing, age (or year of birth), level of education, and major.

Important points to remember stipulated in the Solomon Amendment:

• Provide recruiters only the information to which they are entitled by law.
• Keep the definition of Student Recruiting Information under Solomon separate from Directory Information under FERPA.
• Do not provide dropout lists.
• Do not provide information on race, gender, ethnicity, grades, etc.
• Do not provide information on students under age 17.
• Get requests in writing.
• Provide access and information only if it is for recruiting purposes, and the individual is a recruiter.

EXCEPTIONS TO THIS LAW ARE AS FOLLOWS: 
It is determined to be in the best interest of the State not to release the information, it is determined that release of such information would be an unnecessary invasion of privacy, or it is determined that disclosure of such information would violate other laws of confidentiality.

Students who have requested that their directory information be kept confidential (i.e. not have their directory information released) will have their requests honored.

PROCEDURE:
Requests must be submitted to the Registrars Office using the AC DATA REQUEST FORM and will be reviewed by the AC Registrar. Payment is required in advance of production of the requested information.

(NOTE: The processing fee will only be waived for third party entities who are already under contract with AC to provide goods, products or services but who are requesting student information that is not stipulated in their contract.)