Pursuant to the Family Educational Rights and Privacy Act of 1974 (FERPA), as amended, a current or former student has the right to inspect his or her educational records which are maintained by South College.
- Students have the right to inspect and review the student’s education records within 45 days of the day South College receives the student’s request for access.
All requests to inspect a student’s educational record must be in writing (Request to Examine Records Form). Copies of the identified form are available in the office of the Registrar and shall promptly be furnished to a student upon request. The student must complete and sign the Request Form and return it to the Registrar’s office.
Upon receipt of a completed Request Form, the Registrar shall notify the student of the date, time, and place for inspection of the student’s educational records.
- A student requesting to inspect his/her education record in person or to personally pick up approved copies from an educational record may be asked to provide proof of identify with a photo identification.
- A parent of a dependent child requesting access to his/her child’s educational record will be asked to provide proof of identity with a photo identification, and evidence of his/her claiming the student as a dependent for tax purposes.
- A student requesting mailed copies from the educational record that the institution agrees to make will be asked to verify identity by providing specifically requested information. If the institution is not satisfied with the information provided, the institution reserves the right to deny the request for mailing.
- Cost for copies and/or mailing will be communicated at the time of the request.
Documents in student files, such as GED scores, high school diplomas, high school or previous college transcripts, birth certificates, ACT/SAT scores, Veterans Administration documents, and other program documents are not normally copied and released to students.
Requests for South College transcripts should be submitted to the Registrar. Procedures for transcript request are available here.
Not all records are maintained indefinitely by the institution.
- Students have the right to request amendment of permanent educational records if the student believes information to be inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA.
Under FERPA, a student is afforded the right to request an amendment to his or her educational record that is considered to be inaccurate, misleading or in violation of the privacy or other rights of the student. To request this amendment, the student must file a written challenge to the record with the college official responsible for that record. The written challenge must:
- Clearly identify the specific data considered to be inaccurate, misleading, or in violation of the privacy or the rights of the student.
- Specify the reasons why the data are considered inaccurate, misleading, or in violation of the privacy or the rights of the student.
- Include the names and addresses of all persons who have, or may have knowledge, information, records, or other data relevant to the contested data, if applicable.
If it is decided by the college not to amend the educational record as requested, the student will be notified in writing of this decision and also of his or her right to request a formal hearing. Additional information regarding the formal hearing procedures will be provided to the student at the time of this notification.
While a student is afforded the right under FERPA to request an amendment to his or her educational record, it is not intended to be used to challenge a grade or any other substantive decision that is recorded correctly.
Evaluations submitted by clinical/internship/student teaching/practicum supervisors/instructors may not be challenged.
- Students have the right to provide written consent before South College discloses personally identifiable information (“PII”) from the student’s education records, except to the extent that FERPA authorizes disclosure without consent.
South College generally considers all personal information about students (except data in the President’s and Dean’s Lists, Southern Digests, Expressions, Commencement and Pinning Ceremony Programs, or Directory Information as described below) to be PII protected by FERPA. South College only discloses PII protected information by FERPA with the consent of the student or for permitted reasons where consent is not required under FERPA. Such reasons include:
- South College officials having a legitimate educational interest as determined by the College in the proper performance of their duties, A school official is a person employed by South College in an administrative, supervisory, academic, or support staff position (including law enforcement unit personnel); a person or company with whom South College has contracted as its agent to provide a service instead of using South College employees or officials (such as an attorney, auditor, or collection agent); a person serving as a preceptor for student practice rotations; a person serving on the Board of Trustees; 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; or a contractor, consultant, volunteer, or other outside party to whom South College has outsourced services or functions that would otherwise be performed by South College employees, the party is under the direct control of the institution with respect to the use and maintenance of education records, and the party is subject to the same conditions governing the use and redisclosure of education records that apply to other school officials. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibilities to South College. Upon request, South College also discloses education records without consent to officials of another school in which a student seeks or intends to enroll.
- Other educational institutions in which the student seeks or intends to enroll or another institution of higher education in this the student is enrolled,
- Certain officials of U.S. Government and State and local educational agencies in connection with Federal or State supported educational programs,
- In connection with financial aid for which the student has applied for or has been awarded,
- Organizations conducting studies for the college or educational and governmental agencies,
- Accrediting agencies, including individuals or visiting committees, to carry out their functions,
- Parents of a dependent student, as defined in Section 152 of the Internal Revenue Code of 1986,
- In response to a judicial order or lawfully issued subpoena, and
- Appropriate persons in connection with a health or safety emergency.
- Persons in addition to the victim of a crime of violence or non-forcible sexual offense, the final results of the disciplinary proceedings described in #10 above but only if the institution has determined that a student is the perpetrator of a crime of violence or non-forcible sexual offense, and with respect to the allegation made against him or her, the student has committed a violation of the institution’s rules or policies. (South College, in such instances, may only disclose the name of the perpetrator not the name of any other student, including a victim or witness without the prior written consent of the other student(s)).
- Both the accuser and the accused must be informed of the outcome of any institutional disciplinary proceeding brought alleging a sex offense. Compliance with this paragraph does not constitute a violation of the Family Educational Rights and Privacy Act (20 U.S.C. 1232g). The outcome of a disciplinary proceeding means only the institution’s final determination with respect to the alleged sex offense and any sanction that is imposed against the accused.
- To a parent regarding the student’s violation of any federal, state, or local law or of any rules or policy of the school governing the use or possession of alcohol or a controlled substance if the school determines that the student has committed a disciplinary violation with respect to that use or possession, and the student is under 18 at the time of the disclosure to the parent.
- Directory information.
- To disclose information provided to the College under Section 170101 of the Violent Crime Control and Law Enforcement Act of 1994 (42 U.S.C. 14071) concerning registered sex offenders who are required to register under that section.
- To the U.S. Citizenship and Immigration Services (USCIS) / Department of Homeland Security (DHS) concerning an F, J, or M nonimmigrant alien, only to the extent necessary for the College to comply with Student and Exchange Visitor Program (SEVP) reporting requirements, as mandated by the Illegal Immigration Reform and Immigrant Responsibility Act of 1996, the USA PATRIOT Act, the Enhanced Border Security and Visa Entry Reform Act of 2002, and the regulation at 8 CFR 214.1(h).
- Consent is not necessary for the College to disclose required information to USCIS or DHS in compliance with SEVP reporting obligations.
- Student Recruiting Information as requested by the U.S. Military. Student recruiting information includes name, address, telephone, age or date of birth, classification, major, degrees/certificates received, and most recent educational institution attended. South College will not provide social security numbers, race, ethnicity, nationality, GPA, grades, students with loans in default, veteran’s status, students no longer enrolled. Students who opt out of the directory also opt out of student recruiting information.
South College may disclose personally identifiable information from an education record in association with an emergency if the information is deemed, by South College personnel, to be essential to protect the health or safety of the student or other individuals. Decisions regarding the necessity of disclosure will take into account the overall circumstances pertaining to a threat to the health or safety of a student or other individual.
Students/graduates who wish to have their resumes released by the college through the Career Services Office to potential employers must complete a release form with the Career Services Coordinator. No resumes will be released unless the release form is completed.
Academic and other student records are maintained by the college according to the guidelines established by relevant government agencies.
South College has several different publications distributed throughout the academic year. All college publications are approved through the office of the Vice Chancellor for Institutional Advancement and Effectiveness.
The South College Academic Catalog is an information book and reference guide addressing most aspects of the college. It is published annually and includes a listing and description of all courses offered by the college.
During orientation, a Student Handbook is distributed to each new student. The handbook contains the South College Academic Honor Code and the Student Conduct Standards and Regulations, as well as helpful information about a variety of topics. Copies are available in the student services department.
A President’s List and a Dean’s List are published at the end of each quarter. These lists contain the name of all eligible students.
At graduation each year, the Commencement Bulletin contains the name, degree/certificate to be awarded, and major field of study of all graduates
A monthly newsletter, the Southern Digest, provides members of the South College community with information relating to campus news, upcoming activities, and student organization updates. This newsletter is developed by the Student Activities Coordinator. The newsletter is posted on the Student Portal.
Expressions, the student literary magazine, is a collection of student writing and is published once each year.
- Students have the right to refuse to permit the disclosure of directory information except to the extent that FERPA otherwise authorizes disclosure without consent.
Directory information is information contained in a student’s education record that would not generally be considered harmful or an invasion of privacy if disclosed.
South College has designated the following as directory information: (1) name, (2) local address, (3) local and mobile telephone number, (4) permanent address, (5) permanent telephone number, (6) e-mail address, (7) major field of study, (8) classification, (9) dates of enrollment and enrollment status, (10) degrees and awards received, (11) previous educational institution(s) attended, (12) participation in institutional activities, and (13) photograph if available.
The information in the Directory, President’s and Dean’s Lists, Southern Digest, and Commencement Bulletin is considered public information and is released without the written approval of the student.
Students who want their directory information withheld from disclosures as set forth in this policy, must give written notice to the Registrar prior to the first day of classes for the fall, winter, spring, and summer quarters.
- Students have the right to file a complaint with the U.S. Department of Education concerning alleged failures by South 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 20202-5901