Privacy of Student Records

Family Educational Rights and Privacy Act of 1974

With the exception of limitations herein stated, Columbia College permits any student presently or previous enrolled, access to her/his official records created during her/his period of enrollment. The creation and maintenance of student records are based upon recommended practices, and, except for the permanent academic transcript, records are destroyed periodically.

Confidential information placed in the educational record prior to January 1, 1975, is excluded from student inspection. Students may not have access to records of instructional, supervisory, or administrative personnel which are in the sole possession of the maker. Records created and maintained by a physician, psychiatrist, psychologist, or other recognized professionals and used in relation to treatment of the student are not open to the student. These records may be reviewed by a professional selected by the student. Also included are financial records of parents.

A student wishing access to her file or record must present to the appropriate office personal identification credentials, along with her written request for an appointment to make the inspection. The accuracy of information contained in any file or record to which the student has access may be challenged by the student, provided a request for a hearing is made in writing to the Provost.

Federal law provides that student records may be released to persons under the following circumstances without first obtaining permission from the student:

To Columbia College professional personnel with legitimate educational interest in students.

To an agency of the government which may require records in connection with legal or judicial matters.

In connection with a student’s application for or receipt of financial aid.

In relation to the student’s health or safety emergency needs.

On behalf of educational agencies or institutions for the purpose of developing, validating, or administering predictive tests, student aid programs, or improvement of instruction, provided such studies are conducted in a way which does not identify individual students.

To accrediting organizations in order to carry out their accrediting functions.

To parents of a dependent as defined for income tax purposes.

In addition to the above exceptions, directory information may be released to a third party without the written consent of the student. Directory information is defined as including a student’s name, address, e-mail address, telephone number, participation in extracurricular activities, dates of attendance, major field of study, academic honors, and degree awarded. Students may submit a request in writing to the Registrar that directory information may not be released. (Students wishing to have directory information omitted from the annual Campus Directory must submit a written request to the Registrar by July 31 each academic year.

Release of Student Information

Columbia College may provide directory information in accordance with the provision of the Family Educational Rights and Privacy Act of 1974 without the written consent of an eligible student unless it is requested in writing that such information not be disclosed. The items listed below are designated as Directory information and may be released on any student for any purpose at the discretion of the College unless a written request for non-disclosure is on file in the Office of the Registrar.

Category I: Name, address, e-mail, telephone number, dates of attendance, class.

Category II: Previous institution attended, major field of study, awards, honors, degree conferred.

Students who wish to request non-disclosure of the above items must complete the appropriate form available from the Office of the Registrar and return the form to the Office of the Registrar no later that July 31 prior to the fall semester each academic year.

Location and Security of Student Records

Type of Information Responsibility for Security
Academic:
Office of Registrar
Registrar
Alumnae:
Office of Alumnae Relations
Exec. Dir. Of Alumnae Relations
Collegiate Activities,
Non-Academic Records:
Office of Student Affairs
Dean of Students
Institutional Testing:
Office of the Registrar
Registrar
Placement Files:
Career Center
Director of Career Center
Residence Halls: 
Office of Student Affairs
Director of Residence Life
Medical:
Health Center
Directory of Health Services
Student Accounts:
Office of Business Affairs
V.P. for Finance
Praxis Scores
Department of Education
Department Chairperson