Confidentiality of Student Records

Kishwaukee College, in compliance with the Family Educational Rights and Privacy Act of 1974 (FERPA) and its amendments, provides the following annual notice of rights accorded students under this law.

Current and former Kishwaukee College students shall have the right to inspect and review information contained in their official educational records as outlined in FERPA. Such records include the academic record of grades, application for admission, college and secondary school transcripts, student placement records, financial aid files, and other materials.

Students may not inspect and review the following as outlined by the Act: financial information submitted by their parents; confidential letters, and recommendations associated with admissions, employment or job placement or honors to which they have waived their rights of inspection and review; or educational records containing information about more than one student, in which case they will be permitted access only to that part of the record which pertains to them.

The College is not required to allow students to inspect and review confidential letters and recommendations placed in their files before January 1, 1975, if those letters were collected under established policies of confidentiality and were used only for the purpose for which they were collected.

In addition, students may not inspect or review student records kept by instructional, supervisory, and other educational personnel that are in their sole possession and which are not accessible or revealed to any individual, except a temporary substitute. Also, they may not review records maintained separately for campus law enforcement, employment records, except those positions requiring student status, and alumni records.

Nor may they inspect or review health and psychological records maintained by a physician, psychiatrist, psychologist, or other recognized professional person and used only for the treatment of a student and not disclosed to anyone other than individuals providing the treatment. However, these health and psychological records can be reviewed by a physician or other appropriate professional person designated in writing by the student.

In accordance with the Crime Awareness and Campus Security Act of 1990 and the 1998 Amendments to the Higher Education Act of 1965, the College will disclose the name of the perpetrator, violation committed, and sanction(s) imposed for any crime of violence or nonforcible sex offense which violates the College’s rules or policies and for which the perpetrator was found in violation as a result of a disciplinary proceeding without the prior consent of the perpetrator.

Kishwaukee College will not release to any individual or agency, nor permit access to, the educational records of a student, other than directory information, without the student’s written consent.

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 or official responsibilites for the College. Upon request, the College also discloses education records without consent to officials of another school in which a student seeks or intends to enroll or is already enrolled, when the disclosure is for purposes related to the student's enrollment or transfer.

In addition, this limitation does not apply to local, state, and federal authorities that require specific institutional reports and information for educational program compliance; to agencies or officials presenting a judicial order of subpoena; or to persons that need to protect the health or safety of a student or other persons in an emergency; or to other individuals in connection with determining a student’s financial aid eligibility, amount, or conditions for receipt of aid, or to enforce the terms or conditions of the aid; or to accrediting organizations and their officials; or to organizations conducting studies for, or on behalf of, the College; or the release of the name of the perpetrator, violation committed, and sanction(s) imposed for any crime of violence or non-forcible sex offense which violates the College’s rules or policies and for which the perpetrator was found in violation as a result of a disciplinary proceeding; or the disclosure of the result of disciplinary hearings to the parents or legal guardians of students less than 21 years of age who have been found responsible for violating campus rules regarding the use or possession of alcohol or controlled substances.

Student directory information may be made public, at the discretion of the College, without the written consent of a student, provided the College publicly announces its intention to make directory information available, as well as the type of information it will disclose, and the procedure a student can follow to deny in writing the right of the institution to publish his/her specific directory information.

Students opposed to making any part of their directory information public must go to the Admissions, Registration, and Records Office prior to the first class day of each semester, present proof of identity, and sign a statement of Directory Information Refusal. The refusal is valid until the student notifies the Admissions, Registration and Records Office to remove the hold. Types of directory information shall include a student’s name, address, telephone listing, e-mail address, date and place of birth, major field of study, current enrollment status, participation in officially recognized activities and sports, weight and height of athletic team members, dates of attendance, full- or part-time status, degrees and awards received, the most recent previous educational institution attended, group and individual student photographs or images.

Any student who believes that information in his/her educational records is inaccurate or misleading may submit a written request to amend the records to the Director of Admissions, Registration & Records if the Director does not approve the request to amend, the student may appeal this decision to the Vice President of Student Services. Failing approval at this level, the student may request a hearing. If the outcome of this hearing is unsatisfactory, the student may submit a written explanation to be included as part of his/her educational records.

Any complaints regarding violation of student rights accorded by the Family Rights and Privacy Act of 1974 may be submitted in writing to the Family Policy Compliance Office, U. S. Dept. of Education, Washington, D.C. 20202-4605. The complete institutional policy governing the confidentiality of and access to student records is available on request in the Director of Admissions, Registration & Records.

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