Student Records Policy and Guidelines
The college shall maintain student records procedures consistent with the requirements of applicable State and Federal laws and guidelines. Student records procedures shall balance the college's legal responsibility and the use of student records to promote the growth and welfare of students within the mission of the college.
—Chemeketa Community College Policy #5140
Locations and Student Record Designees
Enrollment and academic records and any other records not identified below
Financial aid records
Dean of Enrollment Management Services
Business Services Director
Evaluative testing records
Dean of Student Services
Chemeketa Community College
4000 Lancaster Drive NE
PO Box 14007
Salem OR 97309-7070
(a) Enrollment verification and dates of enrollment; (b) verification of certificate or degree earned and date of graduation; (c) participation in intercollegiate sports, including athletic statistics; and (d) honors awarded.
Use of Social Security Number
The Registrar ensures that (a) student record forms, initial registration forms, and schedule of classes include required Social Security number disclosure statements, (b) Social Security number disclosure statement is read by touch-tone registration for continuing students not previously provided with disclosure information, (c) Social Security number is requested from each student and is included on permanent student record only if the student agreed to the request under OAR 581-41-460.
The Business Office Manager provides for Social Security number disclosure statement for students requesting credit (e.g., deferred contract) that have elected not to use Social Security numbers for their academic records.
The Registrar maintains as a permanent record student transcripts and provides for retention of permanent records in a manner secure from accidental destruction or intentional tampering.
Release of Student Record Information-General
The Registrar releases personally identifiable information from a student record only with prior consent of the student, except under one or more of the conditions described below (OAR 581-41-480) and maintains a record of releases except when that disclosure is made at the request of the student or is made to other college staff with a legitimate educational interest as required by OAR 581-41-530.
A student may request from the Admissions Office, in writing, that "directory" information not be released. The Registrar will set the privacy flag in the student record to provide warning not to disclose directory information.
Release of Student Record Information-Specific
College staff may request student record information to (a) facilitate education or provide services to a student, (b) advise a student, or (c) accomplish job assignments. The Registrar or his/her designee will, using professional judgment, release student record information to other college staff (as "education officials") with a legitimate educational interest.
A student, parent or legal guardian for whom the student is a dependent, or persons with a written release from the student may request to inspect official academic records, upon presentation of acceptable identification, including student ID card or valid driver's license, to the Registrar or her/his designee in the Registrar's Office. The school official will (a) verify the identification, dependency status, or signature; (b) assess a fee for copies as appropriate; and (c) provide access to the student's own records within a reasonable time except for:
- Confidential financial information reported by their parents or guardians;
- Confidential diagnostic and medical records;
- Confidential records maintained solely for law enforcement purposes by the college's Public Safety/Security department;
- Alumni records created after enrollment and containing no student record information;
- Records of educational progress, such as instructor grade books, which lead to permanent student records;
- Any record to which an individual student has waived access; or
- Transcripts, diplomas or certificates, and grade mailers if the student has unpaid financial obligations to the college or unresolved disciplinary action with the college.
Another school or institution, where the student intends to enroll, may request the transfer of student records. The Registrar will make a reasonable effort to notify the student at the student's last known address, unless the disclosure was initiated by the student and give the student, upon request, a copy of the records as provided under OAR 581-41-430 (8) and the opportunity to request a hearing as provided under OAR 581-41-450.
Contractors may request student record information in order to accomplish the work contracted with the college. The Registrar will provide the required student record information within the contractual agreement.
Other authorities may request student record information under federal or state laws or legislative directive with responsibility to conduct audits, accreditation, program reviews or reports, or to fulfill other legal requirements. The Registrar will send a copy of any court order or subpoena and relevant records to the student at the last known address, as appropriate, and provide the authorities with the required student record information under the relevant laws, directives or other legal requirements.
Researchers may request student record information for legitimate academic research. The Registrar, after five working days, will supply the requested information provided that no personally identifiable information is revealed. Personally identifiable information may be provided to other organizations operating under the same federal or state laws as the college in accordance with the requirements of OAR 581-41-400 through 581-41-530.
Any person may request "directory information." The Registrar will provide student record information, unless the student has requested that no information be released.
In an emergency, designated college employees may use their professional judgment to release student record information and student location on campus.
Change of Student Record
A student may seek to change or modify the information in his/her individual record(s) by providing the Registrar with the new information. The Registrar, within a reasonable time, will notify the student whether the records will be modified. The student must follow the Student Rights and Responsibilities procedures to resolve any dispute about student records.
Violent Crime Disciplinary Proceeding Results
The victim of a crime may request results of a disciplinary proceeding by the college against the alleged perpetrator of any crime of violence. The Executive Dean of Student Development and Learning Resources, upon verification of identification, provides the alleged victim of any crime of violence the results of any disciplinary proceeding by the college against the alleged perpetrator of that crime with respect to that crime without disclosing any personally identifiable information from the student records of the alleged perpetrator.
Professional Evaluations and References
College staff may provide professional evaluations and references about the ability and character of students under appropriate circumstances.
Publication of Policy and Procedures
The Executive Dean of Student Development and Learning Resources will ensure that the college's handbook or college catalog contains the Student Records Policy and Procedures annually.
Executive Dean of Student Development and Learning Resources
Registrar/Student Records Administrator