The procedures and guidelines adopted by Capitol College (hereinafter occasionally referred to as the “College”) regarding student records comply fully with the Family Educational Rights and Privacy Act of 1974 (FERPA). This federal law establishes the rights of students to inspect and review their records, and provides students with a mechanism for correcting inaccurate or misleading data found within a student’s education record. Moreover, FERPA guarantees the privacy of students’ education records. Specifically, FERPA limits the disclosure of personally identifiable, non-directory, information from education records, without the consent of the student. Consistent with its obligations, Capitol College will not release personally identifiable information from a student’s education records without the student’s consent, except in circumstances permitted by FERPA (e.g., in connection with a health or safety emergency).
Education records are records, files, documents and other materials containing information directly related to a student that are maintained by Capitol College. For example, records maintained by faculty advisors, the Office of Admissions, Office of Financial Aid, the Business Office, the Office of Career Services, Dean of Students' Office, and Office of Registration and Records, are generally education records.
Student Review of Education Records
Students are entitled to inspect and review education records maintained by Capitol College. Students who wish to access a particular record should contact the office responsible for maintaining that record. The College will produce the record within a reasonable period of time, although in most instances the College will allow the student to review the record immediately upon request. Certain documents, including financial records of parents, are not available to students.
A student who, after reviewing their records, believes they contain information that is inaccurate, misleading, or in violation of the student’s rights of privacy, may request that Capitol College amend the record. Students should submit such requests, in writing, to the official from whom the record was obtained. Alternatively, students may submit written requests to Melinda Bunnell-Rhyne, Dean of Student Life and Retention. Capitol College will decide whether to amend the record, as requested by the student, within a reasonable time after receiving the request. If Capitol College declines to amend the record as requested, it will inform the student of its decision. In this instance, the student is entitled to request a hearing to determine the merits of his or her request.
Students may request copies of their Capitol College education records. Reproduction of academic transcripts costs $10 per copy. However, Capitol College will not copy records for students with unpaid financial obligations.
Disclosure of Information Contained in Education Records
Capitol College will generally not disclose personally identifiable information contained in a student’s education records without the student’s prior consent. However, FERPA does allow Capitol College to disclose such information in certain, limited circumstances. For example, Capitol College may disclose information in a student’s education records to school officials within Capitol College whom the College has determined to have a legitimate educational interest in the information. A school official generally has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility. School officials include: professors; instructors; administrators; health staff; counselors; attorneys; clerical staff; trustees; members of committees and disciplinary boards; and a contractor, volunteer or other party to whom the College has outsourced institutional services or functions.
Capitol College may also disclose a student’s directory information without consent. Directory information includes, but is not limited to, the student’s name, address, telephone number, electronic mail address, photograph, date and place of birth, major field of study, grade level/class, enrollment status (e.g., undergraduate or graduate, full-time or part-time), dates of attendance, participation in officially recognized activities and sports, degrees, honors, and awards received, and previous educational agencies or institutions attended.
Students may restrict the release of directory information, except to school officials with legitimate educational interests. To do so, a student must make a written request directed to the Office of Registration and Records. Once filed, this request will become a permanent part of the student's record until the student instructs the College, in writing, to remove the request.
Allegations that Capitol College is not in compliance with FERPA may be directed, in writing, to the Family Policy Compliance Office at the U.S. Department of Education.