Student Records Policy

State Policies and Local Procedures Regarding Student Official Records - Collection, Security, and Dissemination.

Confidentiality of Student Records

The Federal Family Education Rights and Privacy Act of 1974, and the Minnesota State Statutes and Regulations, provide for the collection, security, dissemination and the confidential classification of student records.  Besides classroom academic papers, student enrolled in the college are required by various offices, such as Business, Counseling, Financial Aid, Records and Admissions and Community Services, to supply information necessary for services to be rendered to the student.  The college gives assurance that student information will be safeguarded against improper disclosure as indicated in this policy.

 Public (Directory) Information

This data is accessible to any member of the public for any review:

• Name of student

• Dates of attendance including enrollment status

• Graduation or certification

• Statistical information that does not specifically identify the student

•  Field of study

•  Student public performance records (athletic statistics, etc.)

•  Student employment records

No directory or other list of students will be released to commercial agencies.  A student may make a written request at any time that public information not be released without his/her written permission.  Itasca Community College will comply with the Solomon Amendment, which allows for the release of student information to the Department of Defense.

Private Information

Private information may be released by the college offices listed in this policy to students requesting information about themselves, to appropriate college personnel, to System Office personnel who have a legitimate interest, to federal and state higher education agencies, and by court order, if necessary to protect the health and safety of the student, or other persons.  Private information cannot be released to other persons/agencies unless written authorization is received from the student.

Private Information includes the following:

• Address and phone number of the student

• Academic information, including transcripts, grades, and test results

•  Recommendation information

•  Evaluations

•  Profile information, which identifies individuals

•  Student financial aid records and other financial information

•  Background information including behavior, performance, traits, etc.

•  Counselor records

•  Other personal information not listed in this policy

 Confidential Information

Students asked to supply private or confidential data shall be informed of the intended purpose and use of the data.  Students must be informed of any legally required data and the consequences of refusing to supply private or confidential data, unless such information is required by state or federal agencies.

The following confidential information is available only to individuals or agencies authorized by law to gain access:

•  Investigation information collected for the purpose of active or legal pending legal action

•  Investigation information collected for the purpose of anticipated suspension or expulsion of students by the college for disciplinary reasons, prior to the formal action

•  Legal counsel data

• Financial records and statements of a student's parents (their records are accessible to the parents)

Subpoena Information

All student information records may be subject to subpoena.  The Dean of Student and Administrative Affairs, assisted by legal counsel, shall be responsible for the release of student information subject to subpoena.

Procedure for Student Review

Students have the right to review all private or public data collected by the college (on self) with out charge, and to be told what data is maintained.  Requests to review data must be made in writing to The Dean of Student and Administrative Affairs.  Copies of public or private college initiated data may be provided at cost. 

Students may file a request in the Records and Admissions Office to have any or   all of their directory information treated as private data. 

Students may, in writing, contest the accuracy or completeness of public or private data.  The college shall respond in writing with their findings.  If the college approves the requested change in information, they shall correct the data found to be in error, and shall attempt to notify past recipients when the error was college initiated.  The student may appeal any determination of the collegethrough the appropriate appeal procedures.

J/litchkeg/PrivacyPolicy