|
NORTHERN
VIRGINIA COMMUNITY COLLEGE |
|
|
1 * 2 |
PRIVACY OF STUDENT RECORDS The College is obligated to annually notify you of the Family Educational Rights and Privacy Act of 1974, sec. 438, Publ. L. 90-247, as amended, which sets forth requirements governing protection of your right to privacy in your educational records, and affords you a right to inspect such records. If you believe that the College has failed to comply with the above Act and/or regulations, you may file a complaint with the U.S. Department of Education; or alternatively, you may follow College procedure by contacting the dean of Student Development on your campus. The College has adopted a policy which summarizes in greater detail your rights under the Act and regulations, and describes a procedure for handling alleged violations of the above Act and/or regulations. Upon written request, you may obtain a copy of the policy (or any page of your records, except transcripts from other institutions). Such requests shall be filed with the campus registrar. Every effort is made to protect the privacy and confidentiality of your records. Your official academic records, supporting documents and other records are maintained by appropriate members of the College administration. Separate files are maintained for academic and general education records, records of disciplinary procedures, medical records, job placement records, financial aid records and student activities records. The College administrator or faculty member responsible for the maintenance of these records is noted in the Staff Directory section of this handbook. STUDENT RECORD DISCLOSURE TO FACULTY AND ADMINISTRATION Disclosure of your records to faculty and administrative officers shall be only for (1) internal educational purposes, (2) routine administrative and statistical purposes, or (3) legitimate inquiries made by faculty instructors pertinent to the specific instructor's need to review your background information in order to adequately instruct and guide you in a specific academic area. STUDENT RECORD DISCLOSURE TO PERSONS OUTSIDE THE COLLEGE The following is considered "directory" information and may be given to any inquirer unless you specifically request the Admissions and Records Office to withhold such information by completing NVCC form 125-23, "Student Record Disclosure":
Other information which is part of your records will not be released to anyone outside the College without your prior written consent except as noted here:
Requests from research agencies or individuals making institutionally approved statistical studies may be approved without your prior approval, provided no information revealing your name or social security number is to be published. You are notified of entries made to official educational records by way of copies of your grade reports. You are guaranteed access to your permanent educational record, subject only to reasonable regulation as to time, place and supervision. You should direct requests to review educational records to the registrar on each campus. Please note that copies of transcripts from other institutions may not be given to you, but that review of such transcripts is possible. Contact the registrar to question the content of your educational records. Further appeal should be directed in writing to the dean of Student Development and finally to the Campus Committee of Review as a panel of final appeal. Student access to the financial records of parents through the student financial aid file is not permitted. In addition, any confidential letters and statements of recommendation which were placed in the educational records prior to January 1, 1975, are not available for review. STUDENT RECORDS RETENTION Official student academic records and documents are maintained by the College during your enrollment and for a specified period after your enrollment. Some records such as courses attempted, grades, etc., are maintained permanently electronically in the College's computer systems. Documents related to your admission and enrollment, such as the Application for Admission, are maintained in the Admissions and Records Office files during your enrollment and for a specified period after you graduate or leave the College. The retention period varies by document, with the longest retention period being three years. Contact the registrar at your campus for details on this policy. PHOTOGRAPHIC IDENTIFICATION Photographs taken of you or groups of students, for example in classrooms, student lounge areas, and outdoors on campus, may be used by the College for release to newspapers or other media and for reproduction in NVCC publications. If you are included in such photographs, you will not be identified by name or position and will not have your name released to outside individuals or organizations without your prior written permission. STUDENT IDENTIFICATION NUMBER The College requests your social security number at the time of admission. You are encouraged to provide your social security number to facilitate scholastic and educational record keeping. It is used for grade reporting, class roll identification, transcript services, and additional services such as financial aid and veterans benefits for those who are eligible. Disclosure of your social security number is not required for admission; however, it is required for eligibility determinations for federal student aid programs and for reporting for the Hope and Lifetime Learning tax credits. If it is not provided, a substitute identification number will be assigned for record keeping purposes. A social security number provided at a previous admission to the College will continue to be used as an ID number, unless the student submits a request to use an alternative number.
|
|
NEXT
| PREVIOUS | TOP |