Student Records

General Information

In accordance with various sections of the 1974 Family Educational Rights and Privacy Act (FERPA), the college has adopted a policy to protect students against potential threats to their individual rights inherent in the maintenance of records and the disclosure which may be requested regarding them.

When a student enters The College of Idaho and submits the requested personal data, there is an assumed and justifiable trust placed upon the college to maintain security of that information for the protection of the rights of the student.

Definitions

"Student” means “any person with respect to whom an educational agency or institution maintains education records or personally identifiable information, but does not include a person who has not been in attendance at such agency or institution” (Title 20 U.S.C. 1232g(a)(6)). The Family Policy Compliance Office has stated that each institution may determine when a student is “in attendance” in accordance with its own enrollment procedures. At The College of Idaho, a student is considered enrolled when he/she has registered for one or more courses or academic instruction to be given at the College (including any off-campus locations operating under an academic agreement with the College as part of a College-approved program of study); or is between academic terms and has completed the immediately preceding term and is eligible for re-enrollment; or is on approved leave status. Any individual who was an enrolled student at the time of any alleged misconduct shall be considered a student for the purpose of the College’s Student Honor Code and disciplinary procedures. (Some text adopted from the University of California system and the University of Nebraska-Lincoln.)

Education Records - Any records (in handwriting, print, tapes, film, or other medium) maintained by The College of Idaho or an agent of the college that are directly related to a student, except for a personal record.

Personal Record - A personal record kept by a staff member, if it is kept in the personal possession of the individual who made the record, and information contained in the record has never been revealed or made available to any other person except the maker's temporary substitute. These include:

  • An employment record of an individual whose employment is not contingent on the fact that he or she is a student, provided the record is used only in relation to the individual's employment;
  • Records maintained by the college nurse if the records are used only for treatment of a student and made available only to those persons providing the treatment;
  • Alumni records which contain information about a student after he or she is no longer in attendance at the college and the records do not relate to the person as a student;

Annual Notification

Students are notified of their FERPA rights annually by publication in the Student Life Handbook.

Right of College to Refuse Access

The College of Idaho reserves the right to refuse to permit a student to inspect the following records:

  • The financial statement of the student's parents;
  • Letters and statements of recommendation for which the student has waived his or her right of access, or which were placed in the file before January 1, 1975;
  • Records connected with an application to attend The College of Idaho if that application was denied;
  • Those records which are excluded from the FERPA definition of education records. For additional information as to what constitutes "exclusionary" records, the student should see the Dean of Student Affairs.

Refusal to Provide Copies

The College of Idaho reserves the right to deny transcripts or copies of records not required to be made available by the FERPA in either of the following situations:

  • The student has an unpaid financial obligation to the college.
  • There is an unresolved disciplinary action against the student.

Fees for Copies of Records

The student is expected to cover reasonable fees in connection with copying, postage, and handling.

Types, Locations, and Custodians of Education Records

Record

Location

Custodian

Admission Records

Hendren Hall

Registrar; Dean of Enrollment

Academic Records

Hendren Hall

Registrar

Health Records

Hendren Hall

Nurse; Counseling Center Director

Financial Records

Hendren Hall

Director of SFA; Controllor

Placement Records

Hendren Hall

CEL Director

Conduct Records

McCain

VP for Student Affairs

 

Education Records

Procedure to Inspect Education Records

Students may inspect and review their education records upon request to the appropriate record custodian.

Students should submit to the record custodian or an appropriate college official, a written request which identifies as precisely as possible the record or records he or she wishes to inspect.

The record custodian or an appropriate college staff person will make the needed arrangements for access as promptly as possible and notify the student of the time and place where the records may be inspected. Access will be give in 45 days or less from the receipt of the request.

When a record contains information about more than one student, the student may inspect and review only the records that relate to her/him.

Correction of Education Records

Students have the right to ask to have records corrected that they believe are inaccurate, misleading, or in violation of their privacy rights. Following are the procedures for the correction of records:

  • A student must ask the Dean of Student Affairs to amend a record. In so doing, the student should identify the part of the record they want changed and specify why they believe it is inaccurate, misleading or in violation of his or her privacy or other rights;
  • The College of Idaho may comply with the request or it may decide not to comply. If it decides not to comply, The College of Idaho will notify the student of the decision and advise him/her of his/her right to a hearing to challenge the information believed to be inaccurate, misleading, or in violation of the student's rights;
  • Upon request, The College of Idaho will arrange for a hearing, and notify the student, reasonably in advance, of the date, place and time of the hearing;
  • The hearing will be conducted by a hearing officer who is a disinterested party; however, the hearing officer may be an official of the institution.     The student shall be afforded a full and fair opportunity to present evidence relevant to the issues raised in the original request to amend the student's education record. The student may be assisted by one or more individuals, including an attorney.
  • The College of Idaho will prepare a written decision based solely on the evidence presented at the hearing. The decision will include a summary of the evidence presented and the reason for the decision. If The College of Idaho decides the challenged information is not inaccurate, misleading, or in violation of the student's right of privacy, it will notify the student that they have a right to place in the record a statement commenting on the challenged information and/or a statement setting forth reasons for disagreeing with the decision.
  • The statement will be maintained as part of the student's education records as long as the contested portion is maintained. If The College of Idaho discloses the contested portion of the record, it must also disclose the statement.
  • If The College of Idaho decides the information is inaccurate, misleading, or in violation of the student's right of privacy, it will amend the record and notify the student, in writing, that the record has been amended.

Disclosure of Educational Records

The College of Idaho will disclose information from a student's education records only with the written consent of the student, except:

  • To school officials who have a legitimate educational interest in the records.   
    • A school official is:       
      • A person employed by the college in a administrative, supervisory, academic or research, or support staff position.
      • A person employed by or under contract to the college to perform a special task, such as an attorney or auditor.
    • School official has a legitimate educational interest if the office is performing a task that is specified in his or her position description or by a contract agreement:       
      • Performing a task related to a student's education;
      • Performing a task related to the discipline of a student;
      • Providing a service or benefit relating to the student or student's family, such as health care, counseling, job placement or financial aid.
  • 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 university’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))

 

Public or Directory Information

The College of Idaho has designated the following items as public "Directory Information":

  • student name
  • class standing
  • major field of study
  • dates of attendance and degrees and awards received
  • height and weight of members of athletic teams

The college may disclose any of these items without prior written consent.

A currently enrolled student may, however, request in writing that any or all categories of this information not be disclosed. Such request (in writing) must be done prior to the registration closing date, and should be submitted by the closing date, and should be submitted to the Registrar. The College of Idaho may release without written consent those items identified as public or directory information.