Family Educational Rights and Privacy Act
The Family Educational Rights and Privacy Act (FERPA) affords eligible students certain rights with respect to their education records. (An “eligible student” under FERPA is a student who is 18 years of age or older or who attends a postsecondary institution at any age.) These rights include:
1. The right to inspect and review the student's education records within 45 days after the day El Camino College (ECC) receives a request for access. Students should submit to the registrar, a written request that identifies the record(s) they 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 ECC to amend a record should write the registrar, or appropriate college official responsible for the record, clearly identify the part of the record the student wants changed, and specify why it should be changed.
If ECC decides not to amend the record as requested, ECC 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 ECC discloses personally identifiable information (PII) from the student's education records, except to the extent that FERPA authorizes disclosure without consent. ECC 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 is typically includes a person employed by ECC 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 ECC 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 ECC.
ECC may disclose education records without written consent to officials of another school in which a student seeks or intends to enroll. Typically any disclosure is initiated by the student.
4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by El Camino College to comply with the requirements of FERPA. The name and address of the office that administers FERPA is:
DIRECTORY INFORMATION AT EL CAMINO COLLEGE:
Student’s directory information is released only upon approval of the Registrar, in Admissions & Records. Students may request in writing that directory information not be released by submitting the Directory Information Opt-Out Form.
Directory information at ECC is one or more of the following: name, photograph, dates of attendance, enrollment Status (e.g., full-time, part-time), class standing (e.g. freshman, sophomore), participation in officially recognized activities and sports, weight and height of members of athletic teams, the most recent educational institution attended, degrees, certificates, honors, awards received, major field.
ECC maintains in the Admissions & Records Office (A&R) the following student record information:
1. Demographic data supplied to the college by the student through the enrollment process
2. Transcripts of college work
3. Transcripts of high school work if supplied by the student and needed in A&R
4. Placement test data
5. Semester/term class enrollment data
6. Residency determination documentation
Additional information maintained in other offices on some students may include:
7. Financial Aid information on students who have applied for this program
8. EOPS application information on students who applied for this program
9. Work Experience records on students who have taken work experience courses within the past three years
10. Records maintained of students who have been disciplined.
Students may review the information contained in items 1-10. Requests for review of information contained in items 1-6, a letter requesting review should be directed to the Registrar. Requests for review of information contained in item 7 should be directed to the Director of Financial Aid. Requests for review of information contained in item 8 should be directed to the Director of EOPS. Requests for review of information contained in item 9 should be directed to the Dean or Director of the program. Requests for item 10 should be directed to the Director of Student Development.