2023-2024 Course Catalog

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Student Records and Confidential Information

The Family Educational Rights and Privacy Act of 1974 and its accompanying regulations establish the rights of students, including rights pertaining to their educational records. All information received by the College becomes a part of the student’s education record except for information specifically exempted under FERPA.

FERPA outlines three basic rights:

  1. The right to inspect and review the education records relating to the student maintained by the schools the student attends.
  2. The right to challenge and require the school to amend any portion of the education records concerning the student that are inaccurate, misleading, or otherwise in violation of the student's privacy rights.
  3. The right to require the school to obtain written consent prior to the disclosure of personally identifiable information, except in those instances specially noted in the statute.

Student education records are classified as follows:

  1. Directory Information – Name, address, telephone listing; electronic mail address; photograph; date and place of birth; major field of study; participation in officially recognized activities; dates of attendance; degrees, honors, and awards received; most recent educational institution or agency attended; student ID number, user ID, or other unique personal identifier used to communicate in electronic systems that cannot be used to access education records without a PIN, password, etc. (A Social Security Number in whole or in part cannot be used for this purpose). Directory information may be released by the College to any person or organization without the student’s consent.
  2. Confidential Information – All information other than directory information is considered confidential. Examples of confidential items include class schedule, daily attendance, academic record, grade reports, progress reports, high school and college transcripts, and test results; correspondence, including letters of recommendation and comments from counselors and faculty; and application information for financial aid and veterans’ educational benefits.

Students can request confidentiality of student education records found within the directory information by completing the "Confidentiality of Student Education Records" form, which can be obtained from Student Records. This form must be completed each term that a student does not want the College to release the above-listed directory information. Otherwise, this information may be provided upon request. This form also prevents the student's name from being listed in the media for Honors, graduation, and/or other awards or in the Commencement program.

Access to Confidential Information by Students

Students may have access to the confidential information in their own educational records by submitting a written request to the Student Success Center, subject to exceptions under the law. The College will comply with the request within 45 days.

On request, the College will provide students with a list of the types of education records kept, including directory and confidential information.

Richland may provide copies of education records to students at the students’ expense and will respond to reasonable requests for explanations and interpretations of their records. Copies of transcripts from high schools or other colleges that are on file cannot be provided. Students also have the right to a hearing to challenge any portion of their education records. Requests for a hearing should be directed to the Vice President of Student Success.

Access to Confidential Information by Others

Confidential information contained in a student’s records will not be released to other parties without the student’s written consent. Written requests must specify the records to be released, state the purpose of the disclosure, identify the party or class of parties to whom disclosure may be made, and be signed and dated by the student. Exceptions are listed below, and information is given only with the understanding that such information may not be passed on to a third party without the student’s written consent.

The College will maintain a record of all persons other than College personnel who have obtained access to a student’s records. The College record will include the legitimate reason that the outside party has for reviewing the student’s education record.

Persons and agencies who may review student records without student consent including the following: 

  1. College personnel having a legitimate need for information as a result of their College duties; 
  2. Colleges, universities, and other academic institutions at which the student wishes to enroll; 
  3. Agencies and their representatives requesting financial aid information in connection with students’ application for or receipt of financial aid; 
  4. State and local officials to whom the College must release information as required by a state stature or administrative regulation adopted before November 19. 1974; 
  5. State and federal officials for auditing and evaluating federally-supported education programs or enforcing legal requirements related to these programs; 
  6. Organizations conducting studies for the College, including the development, validation. or administration of student aid programs; and improvement of instruction;
  7. Persons acting pursuant to a judicial order or subpoena, providing the College notifies the student before complying; 
  8. Appropriate persons if necessary to protect the health or safety of the student or others; and
  9. Parents of an eligible student who is claimed as a dependent for income tax purposes. 

Waiving FERPA Rights

A student may waive his or her FERPA rights by providing written consent prior to disclosure to third parties. Students can complete a FERPA waiver through myRichland > My Student Info > Academic Info > Releasing My Info. The student can grant third parties (including parents) access to Academics, Business Office, Financial Aid, and other information.

Withholding Student Information

The College has the right to withhold grade reports, transcripts sent to other colleges and universities, certificates and degrees, and other student information if the student has unmet obligations to the College, including financial obligations. Students who have an unmet obligation and need to provide a transcript for employment should contact Student Success for assistance with their request.