4.1 Review of records
In order to review an educational record, a student or parent of a dependent student must submit in writing a request to review such record to the Campus Registrar. The request must identify the record(s) he or she wishes to review. If the request is from a parent, the parent must complete NOVA Form 125-111 Student Records (FERPA): Parent Access Verification with the required supporting documentation indicating that the student is his or her dependent.
The Campus Registrar or Dean of Students will respond to the inquiry within a reasonable amount of time, but within the forty-five (45) day requirement prescribed by FERPA, informing of the date, time, and place that the record(s) may be reviewed.
If the record is not housed within either the Office the Campus Registrar, the staff will direct the student to the appropriate office in which the record is maintained.
4.2. Amendment of record(s)
If a student believes their education records contain information that is inaccurate, misleading, or in violation of the student's rights of privacy, he or she may contact the Campus Registrar to ask to amend the record.
The Office of the Campus Registrar or the unit that houses the record, will review the request and respond to the student.
If the student is dissatisfied with the College’s decision not to amend the record, the student may contact the Dean of Students in writing to request a hearing. The Dean of Students or other appropriate College official will arrange a meeting within a reasonable amount of time. The student should bring documentation supporting his/her request for amending the record(s).
Within ten (10) business days of the meeting, the Dean of Students, or other appropriate College official will issue a decision regarding the request.
If after the hearing the college does not amend the record, the student may place a statement in the record.
This procedure does not replace the Student Grievance Procedure, whereby a student may grieve an administrative decision related to his/her record.
4.3. Consent to disclose personally identifiable information to a third party
To authorize the College to provide information to a third party (e.g., parent or agency), the student will complete Form 125-356 Student Records (FERPA) Consent to Release Educational Records listing the individual(s) that may receive the information, the record(s), and duration for which the information may be provided.
The form will be maintained in the student records system.
4.4. Directory Information
The College assumes that any student who does not specifically request that directory information be withheld indicates individual approval for disclosure.
A student may request that the College not disclose any information from his/her record, including directory information, by completing Form 125-023 Student Records (FERPA) Request to Prevent Disclosure of Student Information and submitting it to the Student Services Center on any campus.
4.5. Record retention
Official student academic records, financial aid data, application materials and documents are maintained by the College during a student’s enrollment and for a specified period after enrollment in accordance with state regulations issued by the Library of Virginia. Some records, such as courses attempted, grades, etc., are maintained permanently in the Student Information System.
The disposal of student records follows guidelines set forth by the Records Management and Imaging Services Division of the Library of Virginia.