click to see the next picture click to see the next picture
Future Students Current Students Faculty and Staff Hawk's Nest Visitors JDCC Facebook JDCC Twitter JDCC Google+ JDCC YouTube JDCC LinkedIn JDCC Facebook JDCC Twitter JDCC Google+ JDCC YouTube JDCC LinkedIn
this is a spacer
this is a spacer2
  this is a spacer   this is a spacerDown ArrowContact Us      Down ArrowJD  Tools
top_nav_bar



Student Records Policies & Procedures

The Family Educational Rights & Privacy Act

The Family Educational Rights and Privacy Act (FERPA), with which this institution fully complies, was designed to protect the privacy of educational records, to establish the right of students to inspect and review their educational records, and to provide guidelines for the correction of inaccurate or misleading data through informal and formal hearings.  Students have the right to file complaints with the Family Educational Rights and Privacy Act Office concerning alleged failures by the institution to comply with the Act.  This section explains in detail the procedures to be used by the institution for compliance with the provisions of the Act.  Questions concerning FERPA may be referred to the Registrar.

For Jefferson Davis Community College to comply with the requirements of the FERPA, policies and procedures have been established.  These policies and procedures apply to the records of students who are enrolled or who have previously enrolled at the College on campus or via video conference, satellite, internet, or by other electronic means.  They do not apply to persons who have been admitted to the College but never enrolled. Jefferson Davis Community College accords all rights under the law to students who are declared independent.  For the purpose of this policy, when a student has attained eighteen years of age or is attending a postsecondary education institution, the permission or consent required of and the rights accorded to the parents of the student shall thereafter only be required of and accorded to the student.  Education records are defined by FERPA to include records, files, documents, and other materials that contain information directly related to students and are maintained by an educational agency or institution or by a person acting for such agency or institution.

Annual Notification of FERPA Rights

Jefferson Davis Community College will give annual notice to current students of their rights under the Act by publishing information in the college catalog and on the college website.  A copy of this policy will be on file in the library on both the Brewton and Atmore campuses.  The college official in charge of the Fountain and Holman sites will have a copy of this policy.

Students' Access to their Education Records

All students have the right to review their education records with the following exceptions as outlined by FERPA:

  • financial information submitted by parents;
  • confidential letters of recommendation placed in their files prior to January 1, 1975, provided these letters we collected under established policies of confidentiality and were used only for the purposes for which specifically collected;
  • confidential letters and statements of recommendation, placed in the records after January 1, 1975 to which the students have waived their right to inspect and review and that are related to the student's admission, application for employment or job placement, or receipt of honors;
  • education records containing information about more than one student; however, in such cases the institution must permit access to that part of the record which pertains only to the inquiring student.

To review records, current students and former students may go to the Registrar's office, present a valid photo identification card, and ask to review the record.  If it is an inappropriate time to retrieve the record on short notice, students may be requested to complete a "Request to Review Education Records" form.  Because of various circumstances, the college may delay to a maximum of 45 days release of the records for review.  The college is not required to provide access to records of applicants for admission who are denied acceptance, or if accepted, do not attend.

The permanent record for each student shall consist of:

  • application for admission;
  • appropriate transcripts (high school, GED, other colleges attended);
  • transcript of coursework completed at JDCC;
  • Signature Page & Residency Declaration form or Residency form
  • correspondence with student;
  • registration forms;
  • schedule change forms;
  • withdrawal forms.

Challenge of the Contents of Education Records

Students may challenge information in their education records that they believe to be incorrect of inappropriate.  This challenge must be in writing and must be submitted to the appropriate Dean responsible for the record.  The Dean must decided within a reasonable period of time whether corrective action will be taken, and the Dean must provide written notification to the student and the Registrar of the corrective action that has been approved.  Students who are not provided full relief sought by their challenge must be referred to the Dean of Student Affairs.  The following procedures shall apply:

  • The hearing panel will be the Admissions/Academic Standards Committee.
  • Within a reasonable period of time after receiving the written request for a hearing, the chairperson of the Admissions/Academic Standards Committee must inform the student of the date, place, and time of the hearing reasonably in advance of the hearing.
  • Students will be afforded a full and fair opportunity to present evidence relevant to the issue raised.  They may be assisted or represented at the hearing by one or more persons of their choice including an attorney at the student's expense.
  • Decisions made by the Admissions/Academic Standards Committee must be in writing, must be based solely on the evidence presented at the hearing, and must include a summary of the evidence and the reasons for the decision.  The decision should be delivered in writing to the student, the Dean of Student Affairs, and the Registrar.
  • The Registrar will correct or amend the education record in accordance with the decision of the haring if the decision is in favor of the student and inform the student in writing of the amendment.
  • Should the college decided not to amend the record in accordance with the student's request, the Registrar must inform the student that the student has the opportunity to place with the education record a statement commenting on the information in the record or a statement setting forth any reason for disagreeing with the decision of the hearing.  The statement placed in the education record by the student shall be maintained as part of the record for as long as the college holds the record.  This record, when disclosed to an authorized party, must included the statement filed by the student.

Disclosure of Education Records Information

Jefferson Davis Community College shall obtain written consent from students before disclosing any personally identifiable information from their education records.  Such written consent 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.

FERPA state that certain information from student records may be classified as directory information.  Directory information may be made available to the public without the student's written consent.  The following categories of information have been designated by Jefferson Davis Community College as directory information:

  • student's name, address, telephone number, e-mail address;
  • dates of attendance;
  • the most recent previous educational agencies or institutions attended by the student;
  • weight and height of a member of an athletic team;
  • major field of study, degree desired, and classification;
  • participation in officially recognized activities and sports;
  • degrees and awards received;
  • full-time or part-time attendance status;
  • photograph.

If any student has an objection to any of the aforementioned information being released about himself or herself during any given semester or academic year, the student should notify, in writing, the Registrar during the first three weeks of the respective semester or academic year.  This written request must be resubmitted annually.

FERPA established rules stating that some personnel and agencies may have access to student education records without written consent of the students.  Jefferson Davis Community College may disclose information from a student's education record only with the written consent of the student except:

  • to school officials determined by the institution to have legitimate educational interest. A school official is a person employed by the college in an administrative, supervisory, academic, research, or support staff position; a person employed by or under contract to the college to perform a special task, such as an attorney or auditor performing a task that is specified in his or her job description or by a contract agreement, performing a task related to a student's education, performing a task related to the discipline of a student, or providing a service or benefit relating to the student or student's family such as health care, counseling, advising, job placement, or financial aid.  When doubt is raised by the Coordinator of Admissions & records about an individual's need to know or legitimate educational interest in having access to specific information, the issue shall be decided by the President of the college;
  • to officials of another school, upon request, in which a student seeks or intends to enroll;
  • to authorized personnel of the following government agencies if the disclosure is in connection with an audit or evaluation of federal or state supported education programs, or for the enforcement of or compliance with federal legal requirements that relate to those programs:
    • Comptroller General of the United States
    • Secretary of Education
    • U.S. Attorney General (for law enforcement purposes only)
    • State and local education authorities;
  • to any party who is providing financial aid to the student ("financial aid" does not include any payments made by parents) (conditions exist);
  • to state and local officials to whom information is specifically required to be reported or disclosed pursuant to state statue adopted prior to November 19, 1974;
  • to organizations conducting certain studies for or on behalf of the college;
  • to accrediting organizations to carry out their accrediting functions;
  • to parents of eligible students who claim the student as dependents for income tax purposes, the parents must furnish a copy of their most recent Federal Income Tax form;
  • to appropriate parties in a health or safety emergency subject to a determination by the President or Dean or designee;
  • to personnel complying with a judicial order or lawfully issued subpoena, provided the Registrar makes a reasonable attempt to notify students in advance of compliance.  The college is not required to notify students if a federal grand jury subpoena or any other subpoena issued for a law enforcement purpose orders the college not to disclose the existence or contents of the subpoena;
  • to an alleged victim of any crime of violence of the results of any institutional disciplinary proceeding against alleged perpetrator of that crime with respect to that crime;
  • to appropriate parties in response to requests for directory information;
  • to parents/legal guardians when their child (under age 21) is found to have violated the alcohol policy of the college (Warner Amendment);
  • to appropriate parties requesting final results of a disciplinary hearing against an alleged perpetrator of a crime of violence or non-forcible sex offender(Foley Amendment);
  • to the Immigration and Naturalization Service for purposes of the Coordinated Interagency Partnership Regulating International Students;
  • to military recruiters who request "student recruiting information" for recruiting purposes only (Solomon Amendment). Student recruiting information is directory information;
  • to the Internal Revenue Service (IRS) for purposes of complying with the Taxpayer relief Act of 1997, and;
  • to authorized personnel of the Department of Veterans Affairs for students receiving educational assistance from the agency.

Students' Rights After Ceasing Attendance or Graduation

Students who have ceased attendance or have graduated from Jefferson Davis Community College have basically the same FERPA rights as students currently attending including the right to:

  • inspect their education record;
  • have a hearing to amend an education record, and;
  • have their education record privacy protected by the college.

Former students do not have the right to request of the college non-disclosure unless they requested so at their last opportunity as a student that no directory information be disclosed.

Privacy Rights of Deceased Students

For twenty-five years following the death of a student, the release of education record information will not be made unless authorized by the student's parents or the executor/executrix of the deceased student's estate.

Family Policy Compliance Office

FERPA affords students the right to file a complaint with the U.S. Department of Education concerning alleged failures by the 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 20202-4605

 

 

 

 


For More Information
Links
Family Policy Compliance Office


JDCC Facebook JDCC Twitter JDCC Google+ JDCC YouTube JDCC Facebook JDCC Twitter JDCC Google+ JDCC YouTube


 
 
Questions? | Contact Us | Consumer Information | P.O. Box 958 Brewton, AL 36427
Admissions: 251-809-1594 | College Information: 251-867-4832 | © 2014 JDCC
Emergency Communications | JD Alert | Contact EthicsPoint
this is a spacer2

Alabama Community College Logo          
Jefferson Davis Community College is an Equal Opportunity Employer.