FERPA

The Federal Family Educational Rights and Privacy Act (FERPA) of 1974 identifies the rights of students and their families with respect to student educational records kept by institutions. As part of the requirements of FERPA, Tacoma Community College has a Policy on Confidentiality of Student Records to ensure that student record information, including grades, course schedule, and academic progress, remains private for a student who has reached the age of 18 and is enrolled at TCC. Or is officially enrolled in classes at the college. 

FERPA- U.S. DEPARTMENT OF EDUCATION

Confidentiality of student Records 132V-15 WAC

Directory Information

Information that can be released

Student record information is confidential and private. In accordance with both federal law (FERPA) and Tacoma Community College Confidentiality of Student Records Policy,  the institution does not release student record information without prior written consent of the student. The one exception to this is that the College may release "directory information" items without prior student consent. Directory information is defined as that information which would not generally be considered harmful or an invasion of privacy if disclosed. Directory Information can only be released if the student does not have a FERPA block.  Designated directory information at Tacoma Community College includes the following:

• Student's name
• Major field of study
• Enrollment status
• Dates of attendance
• Participation in recognized sports
• Degree or certificate earned
• Term degree or certificate awarded
• Honors

Apply FERPA Restriction

Students who do not wish to authorize the release of directory information can place a FERPA block on their account. To apply a FERPA restriction students can login to their ctcLink account and select Student Homepage--> Profile--> Privacy Restriction-->Select FERPA Block--> Restrict All.

Consequences of restricting Directory Information include restricting degree and enrollment verification to employers. The name and degree received is also restricted, which indicates the students name could not be published in a program or in a press release without the written consent of the student. 

FERPA Block Impacts

Activating a FERPA Block on your student account will also restrict the information Enrollment Services can provide to you, as the student, via phone or email. When inquiring to Enrollment Services we will ask you come to Building 7 with valid identification to acquire any academic information on your account. We recognize that this limitation may cause occasional inconvenience, but we are bound by law to protect our students’ rights to privacy. Please consider this impact prior to applying a FERPA block on your account. 

Permission to Release Academic Records

The FERPA Permission to Release Academic Records form is used to authorize designated representatives of Enrollment Services to discuss the following information from your educational records with those individuals listed: grades, program(s) of study, attendance (when tracked), advisor, enrolled classes, academic standing and class level. Once the form is processed students will be able to see a (positive) Hold on their ctcLink account--> Student Homepage-->Tasks--> Holds.

FERPA- PERMISSION TO RELEASE ACADEMIC RECORDS (PDF)

FERPA Training

Inquiries can be directed to FERPA@hnrgrl.com

Inspect and Review Records 

Students have the right to inspect and review their education records within 45 days of the date Tacoma Community College receives a request as listed in  (WAC 132V-15). Students should submit a written request to the college official that maintains the record they wish to inspect. For Enrollment Services records the written request should identify the specific record to be reviewed and identification. The request can be sent to enrollmentservices@hnrgrl.com.

Annual FERPA Notification

The Family Educational Rights and Privacy Act (FERPA) affords eligible students certain rights with respect to their education records. FERPA gives parents certain rights with respect to their children's education records. These rights transfer to the student when he or she reaches the age of 18 or attends a school beyond the high school level. Students to whom the rights have transferred are "eligible students". These rights include:

1. The right to inspect and review the student's education records within 45 days after the day Tacoma Community College receives a request for access. A student should submit to the registrar, dean, head of the academic department, [or other appropriate official,] a written request that identifies the record(s) the student wishes to inspect. The school 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 school official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
2. The right to request the amendment of the student’s education records that the student believes is inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA.

A student who wishes to ask Tacoma Community College to amend a record should write to the school official responsible for the record, clearly identify the part of the record the student wants changed, and specify why it should be changed.

If Tacoma Community College decides not to amend the record as requested, Tacoma Community College will notify the student in writing of the decision and the student’s 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. The right to provide written consent before Tacoma Community College discloses personally identifiable information (PII) from the student's education records, except to the extent that FERPA authorizes disclosure without consent.

Tacoma Community College discloses education records without a student’s prior written consent under the FERPA exception for disclosure to school officials with legitimate educational interests. A school official typically includes a person employed by Tacoma Community College in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel and health staff); a person serving on the board of trustees; or a student serving on an official committee, such as a disciplinary or grievance committee. A school official also may include a volunteer or contractor outside of Tacoma Community College who performs an institutional service of function for which the school would otherwise use its own employees and who is under the direct  control of the school with respect to the use and maintenance of PII from education records, such as an attorney, auditor, or collection agent or a student volunteering to assist another school official in performing his or her tasks. A school official typically has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibilities for Tacoma Community College.

4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by the Tacoma Community College to comply with the requirements of FERPA. The name and address of the office that administers FERPA is:

Student Privacy Policy Office
U.S. Department of Education
400 Maryland Avenue SW
Washington, DC 20202

Frequently Asked Questions

 

Expand All Collapse All

• A student has opted out of directory information and wants to be anonymous in an online course. Are we required to allow the student to take the course anonymously?

  No.  Under FERPA, a student may not use his or her right to opt out of directory information disclosures to prevent school officials from identifying the student by name or disclosing the student’s electronic identifier or institutional e-mail address in class.- Department of Education

  Back to top
• Are law enforcement records considered education records?

  “Law enforcement unit records” (i.e., records created by the law enforcement unit, created for a law enforcement purpose, and maintained by the law enforcement unit) are not “education records” subject to the privacy protections of FERPA. As such, the law enforcement unit may refuse to provide a parent or eligible student with an opportunity to inspect and review law enforcement unit records, and it may disclose law enforcement unit records to third parties without the parent or eligible student’s prior written consent. However, education records, or personally identifiable information from education records, which the school shares with the law enforcement unit, do not lose their protected status as education records just because they are shared with the law enforcement unit. - Department of Education

  Back to top
• Are there any limitations to sharing information based on personal knowledge or observations?

  FERPA applies to the disclosure of personally identifiable information (PII) from education records that are maintained by the school.  Therefore, FERPA does not prohibit a school official from releasing information about a student that was obtained through the school official’s personal knowledge or observation unless that knowledge is obtained through his or her official role in making a determination maintained in an education records about the student. For example, under FERPA a school official who took official action to suspend a student may not disclose that information, absent consent or an exception under § 99.31 that permits the disclosure. - Department of Education

  Back to top
• Are there situations in which school officials may non-consensually disclose personally identifiable information from education records of students who have been disciplined for conduct that posed a significant risk to the safety of the school community?

  Yes. Under FERPA, a school may share PII from education records with school officials within the school whom the school has determined to have legitimate educational interests in the behavior of a student who has been disciplined for conduct that posed a significant risk to the safety or well-being of that student, other students, or other members of the school community. See § 99.36(b)(2) and Q&A 9 and § 99.36(b)(1) and (2). 

  The school may also disclose PII from education records about a student who has been disciplined for conduct that posed a significant risk to the safety or well-being of that student, other students, or other members of the school community, to school officials at another school who have been determined to have legitimate educational interests in the behavior of the student, if deemed necessary. 

  For instance, if a school official knows that a student, who has been disciplined for bringing a gun or knife to school or threatened to hurt students and/or teachers, is planning to attend a school-sponsored activity at another high school, FERPA would allow that school official to notify school officials at the other school who have been determined to have legitimate educational interests in the behavior of the student. See § 99.36(b)(3). - Department of Education

  Back to top
• Can parents view a child’s post-secondary education record?

  FERPA prohibits the nonconsensual disclosure of information derived from a educational record. A signed student release is required to disclose information that goes beyond directory information. If there is a FERPA block on the student account then TCC is prohibited from disclosing any information even if there is a release. A FERPA block overrides any previously signed releases.

  Back to top
• Does a spouse of an eligible student have rights with respect to that student’s education records?

  No, spouses of eligible students have no rights under FERPA.  Before an education institution discloses information from a student’s education records to his or her spouse, the student would have to provide written consent.- Department of Education

  Back to top