"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."
- Policy #5140, Chemeketa Community College
|
| Locations and Student Record
Designees |
| Enrollment and academic records and any other
records not identified below |
Registrar, Building 2 |
| Financial aid records |
Director of Financial Aid, Building 2 |
| Payment records |
Business Office Manager, Building 2 |
| Evaluative testing records |
Director of Counseling, Building 2 |
| Address |
Chemeketa Community College, 4000 Lancaster Drive
N.E., P.O. Box 14007, Salem, OR 97309-7070 |
| Directory Information |
| (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. |
| Permanent 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 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 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. |
| Dean of Student Development and Learning Resources: |
Jim Eustrom, 503.399.5076 |
| Ombudsman: |
Andrew Bone, 503.399.6529 |
| Registrar/Student Records Administrator: |
Minna Gelder, 503.589.7870 |
Updated June 5, 2007 by the College Advancement Department.
