Student Record Privacy (FERPA)
A cumulative record of enrollment, scholarship, and
educational progress shall be kept for each student. Student
records shall be maintained in a manner to ensure the privacy
of all records and shall not, except as otherwise herein authorized,
permit any access to nor release of information therein. Students
have the right to examine their own records and provision is
made for the student to have copies of those records by written
request and by payment of appropriate fees. Provision is also
made for the student to challenge the accuracy of these records.
In conformance with federal and state laws, Los
Medanos College hereby provides notice that the Contra Costa
Community College District Governing Board has adopted the following policy
regarding access to student records maintained by the College:
Release of Student Records
No instructor, official, employee, or governing board
member shall authorize access to student records to any person
except under the following circumstances:
-
Student records shall be released pursuant
to a student's written consent.
- "Directory information" may be released in accordance with
Board Policy, unless otherwise specified by the student. Students
should complete a "Directory Information
Opt-Out Form" and submit
it to the Admissions & Records Office to withhold the provision
of Directory Information
- Directory information
shall include:
- Student name.
- Student participation in officially recognized activities
and sports, including weight, height, and high school
of graduation of athletic team members.
- Degrees and awards received by students, including
honors, scholarship awards, athletic awards, and Dean's
List recognition.
- Student records shall be released pursuant to a judicial order
or a lawfully issued subpoena, or in the event of litigation
towards the college district. If a parent or eligible student
initiates legal action against an educational agency or institution,
the educational agency or institution may disclose to the court,
without a court order or subpoena, the student's educational
records that are relevant for the educational agency or institution
to defend itself.
- Whenever there is included in any student record any information
concerning any disciplinary action taken by a community college
in connection with any alleged sexual assault, or physical abuse,
or threat of sexual assault, or any conduct that threatens the
health and safety of the alleged victim, the alleged victim of
that sexual assault or abuse shall be informed within three days
of the results of any disciplinary action by the community college
and the results of any appeal. The alleged victim shall keep
the results of that disciplinary action and appeal confidential.
- Student records may be released to officials and employees
of the District only when they have a legitimate educational
interest to inspect the record. The assigned custodian
of records at each campus determines access to student records.
- Student records may be released to authorized representatives
of the Comptroller General of the United States, the Secretary
of Education, an administrative head of an education agency,
state education officials, or their respective designees or the
United States Office of Civil Rights, where that information
is necessary to audit or evaluate a state or federally supported
educational program or pursuant to federal or state law. Exceptions
are that when the collection of personally identifiable information
is specifically authorized by federal law, any data collected
by those officials shall be protected in a manner that will not
permit the personal identification of students or their parents
by other than those officials, and any personally identifiable
data shall be destroyed when no longer needed for that audit,
evaluation, and enforcement of federal legal requirements.
- Student records may be released to officials of other public
or private schools or school systems, including local, county
or state correctional facilities where education programs are
provided, where the student seeks or intends to enroll or is
directed to enroll. The release is subject to the conditions
in Education Code 76225.
- Student records may be released to agencies or organizations
in connection with a student's application for, or receipt of,
financial aid, provided that information permitting the personal
identification of those students may be disclosed only as may
be necessary for those purposes as to financial aid, to determine
the amount of the financial aid, or conditions that will be imposed
regarding financial aid, or to enforce the terms or conditions
of financial aid.
- Student records may be released to organizations conducting
studies for, or on behalf of, accrediting organizations, educational
agencies or institutions for the purpose of developing, validating,
or administrating predictive tests, administering financial aid
programs, and improving instruction, if those studies are conducted
in such a manner as will not permit the personal identification
of students or their parents by persons other than representatives
of those organizations and the information will be destroyed
when no longer needed for the purpose for which it is conducted.
- Student records may be released to appropriate persons in
connection with an emergency if the knowledge of that information
is necessary to protect the health or safety of a student or
other persons, subject to applicable federal or state law. The
assigned custodian of records at each campus will make this determination.
- The following information shall be released to the federal
military for the purposes of federal military recruitment: student
names, addresses, telephone listings, dates and places of birth,
levels of education, degrees received, prior military experience,
and/or the most recent previous educational institutions enrolled
in by the students. An "Opt-Out Form" may be completed to withhold
provision of this information
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