FERPA permits the release of some general student information known as “directory information” without written approval of students. Although these items have been deemed directory information and may be released without consent, it is the practice of the college to avoid releasing a student’s address and telephone number without written authorization, unless the third-party requesting the directory information meets one of the exceptions to consent requirements.
Randolph Community College considers the following directory information:
- Student’s name
- Telephone number
- Email address
- Major field of study
- Grade level
- Participation in officially recognized activities
- Dates of attendance
- The most recent educational agency or institution attended by the student
- Degrees, honors, and awards received
Students may formally request that the Randolph Community College not release Directory Information by submitting a request form to the Office of Admissions, Records and Registration. Once the request has been made, every reasonable effort will be made to safeguard the confidentiality of directory information. The request will become effective the date the form is submitted and will remain in effect until the student submits a written request to remove the restriction.
Exceptions to Consent Requirements
Disclosure of education records without consent is permitted in certain circumstances. Some
examples of when disclosure is permitted without consent are:
- School officials with legitimate educational interest, including administrators, faculty,
and staff members. This exception may also apply to outsourcing services provided
certain conditions are met.
- Other schools to which a student is transferring.
- Specified officials for audit or evaluation purposes.
- Appropriate parties in connection with student financial aid if the information is
necessary for such purposes as to: determine eligibility for the aid; determine the amount of aid; determine the conditions for the aid; or enforce the terms and conditions of the aid.
- Organizations conducting studies for or on behalf of the institution.
- Accrediting agencies carrying out their accreditation function.
- To comply with a judicial order or lawfully issued subpoena.
- Persons involved in an emergency situation (typically local, state or federal law enforcement, trained medical personnel, public health officials, and parents) in order to protect the health or safety of students or of other persons. There must be an actual, impending, or imminent emergency and the disclosure should be limited to period of time of the emergency.
- State and local authorities, within a juvenile justice system, pursuant to specific State law.
- Parents of a dependent student as defined by the IRS for tax purposes.
- Parents of a student related to the student’s violation of any Federal, State, local or institutional law or policy regarding the use or possession of alcohol or controlled substance if the student perpetrated a disciplinary violation, as determined by the institution, and the student is under the age of 21 years of age; and
- Military recruiters in compliance with the Solomon Amendment for students age 17 and older.
The Director of Admissions, Records and Registration (Registrar) directs the procedures for students interested in inspecting or reviewing their education records and for students who do not want their directory information released by the institution. The Director has also been designated by the College to consider and coordinate inspection and review requests from third parties for students’ educational records. If the Director is unavailable, the Assistant Director of Admissions, Records and Registration will coordinate the inspection and review requests.
For additional information on FERPA, visit the U.S. Department of Education’s website.