FERPA

Download FERPA Release form (pdf)

The Family Education Rights and Privacy Act of 1974, commonly known as FERPA, is a federal law that protects the privacy of student education records. Students have specific, protected rights regarding the release of such records and FERPA requires that institutions adhere strictly to these guidelines. Therefore, it is imperative that the faculty and staff have a working knowledge of FERPA guidelines before releasing educational records.

Family Education Rights and Privacy

Trinidad State Junior College Notification of Rights under FERPA

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. FERPA rights are afforded to the students at the time of admission. These rights include:

1. The right to inspect and review the student's education records within 45 days of the day Trinidad State Junior College receives a request for access.
   A student should submit to Trinidad State Junior College, a written request that identifies the record(s) the student wishes to inspect. The TSJC Office of Student Affairs will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the Office of Student Affairs, they shall advise the student of the correct official to whom the request should be addressed.
2. The right to request the amendment of the student’s education records that the student believes are inaccurate, misleading, or otherwise in violation of the student’s privacy rights.
   A student who wishes to ask the Trinidad State Junior College to amend a record should write the TSJC Office of Student Affairs who will notify the college official responsible for the record, clearly identify the part of the record the student wants changed, and specify why it should be changed. If the College decides not to amend the record as requested, the College will notify the student in writing of the decision and the student’s right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
3. The right to provide written consent before Trinidad State Junior College discloses personally identifiable information from the student's education records, except to the extent that FERPA authorizes disclosure without consent.
   One exception which permits disclosure without consent is disclosure to College officials with legitimate educational interests. A College official is a person employed by the College in an administrative, supervisory, academic or research or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the College has contracted as its agent to provide a service instead of using college employees or officials (such as an attorney, auditor, or collection agent); a person serving on the College Board; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. Trinidad State Junior College has designated the National Student Clearinghouse as a College official. A College official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibilities for the College. Upon request, the College discloses education records, without a student's consent, to officials of another school, in which a student seeks or intends to enroll, or after enrollment.
   The college may share educational records to parents in the following circumstances: for a student who is dependent under I.R.S. tax code; a student under 21 years old who has violated a law or the schools rules or policies governing alcohol or substance abuse; and when the information is needed to protect the health or safety of the student or other individuals in an emergency.
   The Colorado Community College System considers the following to be directory information and Trinidad State Junior College staff may disclose this information, without prior consent, to anyone inquiring in person, by phone, or in writing: Student name; Birth year; Major field of study; Dates of student attendance; Degrees / certificates and awards student has earned; Most recent educational institution attended by the student; the College issued student e-mail account; enrollment status (full time, part time, etc.), Participation in officially recognized activities and sports; and if participating in an officially recognized activity or sport, height and weight.
   Additionally, address, phone number, birthdate, level of education, most recently attended college, field of study, and degree(s) received of students may be released to military recruiters upon request in accordance with the Solomon Amendment. All other information contained in student records is considered private and not open to the public without the student’s written consent. Students who do not want their directory/public information released to third parties or students who do not want to be listed in the College online e-Directory should complete a form to suppress directory information available online or at the Student Services or Student Affairs Offices by Census Date.
4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by the College to comply with the requirements of FERPA.
   The name and address of the Office that administers FERPA is:
   
   Family Policy Compliance Office
   U.S. Department of Education
   400 Maryland Avenue
   SW Washington, DC 20202-4605

FERPA Release

Records at TSJC are considered confidential. Records will be released to faculty and professional staff for authorized College related purposes. Student academic records are released only with written consent by the student or under specific guidelines set out in the Family Educational Rights and Privacy Act of 1974. Transcripts may be withheld because of outstanding financial obligations to TSJC.

Currently enrolled students may withhold disclosure of directory information by notifying the Vice-President of Student Affairs, in writing, each academic year, that he/she does not want the directory information released for that period of time. TSJC will honor the request, and all or any portion of the information that the student requests to be withheld will be confidential. TSJC assumes that unless a student specifically requests directory information be withheld, he/she is approving the directory information for disclosure. The FERPA release form is available on the TSJC website at www.trinidadate.edu or in the Student Services Office on each campus.