8.2.9P
STUDENT EDUCATIONAL RIGHTS & PRIVACY
BOARD REVIEW: JANUARY 11, 1988
REVISED: NOVEMBER 14, 1995
REVISED: NOVEMBER 14, 2000

1. Student requesting information about himself
   1. Student must provide some type of appropriate I.D. (California I.D. card, California Drivers License, Santa Rosa Junior College I.D. card)

      If a student indicates that they do not have their identification with them, explain to the student that the rule is for their protection and benefit alone. It is in accordance with Federal, State and SRJC policy. Ask the student to come back when they have their identification if they need more information than may be released in II below.

   2. All information in a student file is available to a student who has properly identified himself. An Admissions, Records, & Enrollment Development staff member or an information area student clerk should assist the student with the review of the permanent record. The student will be allowed to review of the permanent record.

   3. Student information clerks should request one of the classified staff members to assist the student when information requiring assessment or conclusions is requested.

2. Someone requesting information about another student or a student requesting information about himself but has no I.D.
   1. Look up student on PC or on current alpha listing to ascertain if the release of information is approved. If the student has indicated that the College may release directory information, you may give out the following information only.
      1. Address and telephone number

      2. Class schedule

      3. Total units in which the student is enrolled (no scholastic information)

   2. If the student has indicated that the directory information is not to be disclosed, inform the inquiring party that you are sorry but you do not have ANY information for the party they are seeking, there are no exceptions.

   NOTE: If you provide a PC printout, be sure to cut off the social security number and the students GPA.

3. Instructor/College employee requesting information
   1. A College staff member has a demonstrated need to know if the knowledge acquired by examining the student records will assist the staff member in teaching, advising, and/or counseling the student on academic affairs.
      1. Ask the instructor/college employee to identify him/herself.

      2. Ask the instructor/college employee how the information requested will be used.

      3. If the request is being made by telephone, ask for the extension number and verify the extension number before providing the information.

4. In case of a proven emergency
   1. Have the individual speak with an Admissions, Records, & Enrollment Development Office classified staff member or an administrator who then must:
      1. Ascertain if a health or safety emergency actually exists;

      2. Determine if the information is needed to meet the emergency;

      3. Determine if the party requesting the information is in a position to deal with the emergency;

      4. Determine the extent to which time is of the essence.

      5. If it is adjudged to be necessary,
         1. Party is referred to campus police to find the student and give him/her the message,

5. Persons requesting information about former students
   1. The current law addresses former students in the same language as currently enrolled students. Due to the difficulty in verifying the request for non-disclosure of directory information, observe the following:
      1. Inform those making telephone inquiries that student information is not available by telephone.

      2. Request the calling party to submit a written waiver from the former student authorizing release of the specific information by Santa Rosa Junior College to a specific individual or company.

      3. Individuals requesting information in person should also present written waivers signed by the former student. Check the date to see if the waiver is current.

6. Judicial Orders
   1. Subpoena - The District may comply with a subpoena duces tecum for student records if the following conditions are met:
      1. The date for producing the records must be at least 15 days from the date the subpoena was issued.

      2. The subpoena must be accompanied by one of the following:
         1. A copy of a proof of service showing that, at least 10 days prior to the date for production of the documents by the District (15 days if service by mail), the student's attorney, the student, if an adult, or the student's parent or guardian was served with a copy of the subpoena duces tecum.

         2. A written authorization to release the records signed by the student (if over 18), the student's parent or guardian, or the student's attorney.

      3. Request a classified member of the Admissions, Records, & Enrollment Development staff to handle this procedure.

      4. Staff should accept service of documents and request a check for the services we will provide.

      5. The documents should be immediately forwarded to the appropriate Admissions, Records, & Enrollment Development staff.

   2. Search Warrant
      1. All staff should request that their supervisor handle this procedure. The supervisors will check for the following:
         1. The search warrant must be presented within ten (10) days of the date it was issued.

         2. The person serving the search warrant must offer an affidavit of service. He/she must show identification and must be 18 years of age or over.

         3. The property to be searched must be described in the warrant.

         4. Copies of the materials must be provided. If the originals are demanded, we must comply and make copies to be retained in our files that are certified by the Dean, Admissions, Records, & Enrollment Development.

         5. Get a receipt for all materials released.

7. Federal/State agencies requesting information about students
   1. In all of the following cases, have an Admissions, Records, & Enrollment Development office classified staff member handle the requests (NOTE: Written permission is NOT required):
      1. School in which student seeks enrollment or is concurrently enrolled.

      2. Comptroller General of U.S., Director of National Institute of Education, Assistant Secretary of Education, State Educational Authorities, etc., as needed for audit purposes.

      3. Financial Aides (Requires Director of Financial Aid approval). Federal/State agencies requesting information about students:
         1. Comptroller General of the U.S.

         2. Inspector General's Office

         3. Director of National Institute of Education

         4. Secretary or Assistant Secretary of Education

         5. Department of Education, Regional Office

         6. General Accounting Office

         7. U.S. Department of Immigration and Nationalization

         8. Social Security

         9. Federal Bureau of Investigation

         10. Veteran's Administration

         11. California Department of Social Service (AFDC, food stamps)

         12. California State Employment Development Department

         13. Accrediting organizations

         14. If requests for Financial Aid information are received from the agencies mentioned above, the following conditions apply:
             1. Federal agencies may review information only for students who received federal aid from Pell, SEOG, GSL, CWS, NDSL, SLS, PLUS/CLAS, Veterans Chapters 30, 31, 32, 34, 35, or 106.

             2. state agencies may review information only for state aid recipients.

             3. In both cases, the information reviewed is limited to that necessary to determine:
                1. eligibility

                2. the amount of aid awarded

                3. conditions of aid

                4. terms of aid

                5. accuracy of required reports

             4. Students who are applicants for aid may review their files except for parental financial documents. Parents' documents can be released only with the written consent of the parents.

             5. Parents may review the financial aid file of dependent students if the dependency status can be documented.

         15. Department of Defense

      4. State and local authorities regarding required reports.

      5. Accrediting organizations.

      6. Parents of dependent children with verification of dependency status (152 of Internal Revenue Code).

      7. Immigration and Naturalization.

   2. Social Security, Welfare, California State Employment Development Department, food stamps, etc.
      1. The Social Security form submitted by the student will constitute a written request to provide the needed information.

      2. All other agencies should submit a written waiver signed and with a current date provided the agency by the student.

   As a rule of thumb, it is always best to refuse rather than release information which you have a reasonable doubt. The law provides for the subpoena in cases where it is essential to retrieve information without consent of the student.

   Family Educational Rights and Privacy Act of 1974

   All education records of students who enroll at Santa Rosa Junior College are kept in accordance with the provisions of the Family Educational Rights ad Privacy Act of 1974. A student may request access to his or her education record, which personally identifies the student and may challenge the accuracy of the record of the appropriateness of its retention. This policy covers all school educational records, files, documents and other materials that directly relate to individual students. The policy does not provide access to personnel records or personal notes and memos kept by instructors. Also excluded are: records of students made or maintained by a physician or other professionals which are created and utilized only in connection with treatment of the student; campus safety and security reports used for internal office use; financial records of the parents of the student or any information contained therein; and confidential letters and statements of recommendation placed in the educational records prior to January 1, 1975, if such letters and statements are not used for any other purpose than those for which they were specifically intended. Student consent is needed for the release of records covered by the Act to outside parties (for example: prospective employers) except for those agencies entitled to access under the provisions of the Act (for example: campus officials, other schools, federal educational and auditing officials, and requests in connection with the application or receipt of financial aid). These provisions apply to records received and used after November 19, 1974.

   A student may request a copy of a record, which the student has requested or consented to be released. Particular questions with respect to a student's prerogative under the Family. Educational Rights and Privacy Act of 1974 should be directed to the Office of the Dean, Admissions, Records, & Enrollment Development.

   Each student's name, registration number, and list of classes and section numbers, instructor, units, and hours in which the student is enrolled will be listed on a printout, which will be available in the Admissions, Records, & Enrollment Development Office. Any student who does not wish his or her name included on the listing must indicate such on their admission application or file a petition requesting deletion from the list before the opening of the school term.

   FOR THE CATALOG

   Student Directory, Information Availability

   Directory information may be made available to newspaper, magazine, radio, or television media and prospective employers for the purpose of reporting a student's participation in officially recognized College activities and sports or the student's receipt of college degrees and awards. Dir awards. Directory information may include the student's name, address, telephone listing, date and place of birth, major field of study, class schedule, dates of attendance, weight and height of members of athletic teams, and the most recent previous educational institution attended by the student. The names and address of students may be provided to public or private schools or colleges for purposes directly related to the academic or professional goals of the institution.

   A student who does not wish that any or all of the information be made available without prior consent must indicate such on their admission application or file a petition in the Admissions, Records, & Enrollment Development Office at the time of enrollment or before the beginning of classes, requesting that this information be withheld.

   FOR THE SCHEDULE

   Under the provisions of the Family Education Rights and Privacy Act, students are guaranteed the right to view their academic records maintained at Santa Rosa Junior College, may challenge any inaccuracy or inappropriate materials contained therein and limit access to any but those authorized persons or agencies covered under the law. Details of the Act are contained in the College catalog. Contact the Dean, Admissions, Records, & Enrollment Development if you desire more specific information.

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