Privacy of Your Records (FERPA)

Family Educational Rights and Privacy Act (FERPA)

This act offers students certain rights with respect to their education records.

1. Students have the right to inspect and review their education records within 45 days of the day Hawkeye Community College receives a request for access. Students should submit to the Records and Registration office or to an academic dean, written requests that identify the record(s) they wish to inspect. A Hawkeye official 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 Hawkeye official to whom the request was submitted, that official will advise the student of the correct official to whom the request should be addressed.

2. Students have the right to request the amendment of their education records that the student believes is inaccurate. Students may ask Hawkeye to amend a record that they believe is inaccurate. They should write the Hawkeye official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate. If Hawkeye decides not to amend the record as requested by the student, Hawkeye will notify the student of the decision and advise the student of his or her 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. Students have the right to consent to disclosures of personally identifiable information contained in their education records, except to the extent that FERPA authorizes disclosure without consent.

   One exception that permits disclosure without consent relates to directory information. Directory information is designated student information that is generally not considered harmful or an invasion of privacy if released. Directory information is designated to be used internally within Hawkeye but its purpose may also be to allow Hawkeye to include this type of information about a student in certain school publications including, but not limited to school directory, yearbook, honor roll or other recognition lists, and graduation programs.

   Hawkeye may designate the following information as directory information:

   • student’s name
   • date of birth
   • enrollment status (full-time, part-time, not enrolled)
   • major field of study
   • dates of attendance
   • degrees and awards received
   • other similar information

   Hawkeye may designate the following information as directory information which may be released with a signed request and photo ID of the requester:

   • student’s address
   • email address
   • officially recognized activities and sports

   Hawkeye will require a court-ordered subpoena to release any other information concerning a student’s record.

   Students who do not wish Hawkeye to release directory information should complete a Request to Prevent Disclosure of Directory Information form [pdf] with the Records and Registration office.

   Another exception to the consent requirement is disclosure to school officials with legitimate educational interests. A school official is a person employed by Hawkeye in administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom Hawkeye has contracted (such as an attorney, auditor, or collection agent); a person serving on the Board of Trustees; 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.

   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 responsibility. Additional exceptions to the consent requirement are Hawkeye may forward educational record information to requesting institutions in which the student seeks or intends to enroll if the information is necessary to protect the health or safety of the student or other individuals.

4. Hawkeye Community College, according to FERPA-34 CFR 99.34, may also disclose educational records to officials of another school, school system or institution of post-secondary education where the student seeks or intends to enroll, or where the student is already enrolled so long as the disclosure is for purpose of student’s enrollment or transfer.

5. Solomon Amendment—Effective October 23, 1998, all colleges and Universities are required to comply with the final regulations of the Solomon Amendment. Information released is limited to military recruiting purposes only. Information released is limited to the current semester or the previous semester.

6. Students have the right to file a complaint with the U.S. Department of Education concerning alleged failures by Hawkeye 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

Also see Financial Aid FERPA Policy.

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