- Carteret Community College, in the fulfillment of its responsibilities to students, must maintain accurate and confidential student records. College staff recognizes the rights of students to have access to their academic and personal records in accordance with existing college policy and the Family Educational Rights and Privacy Act of 1974.
- Students' records are their own property; therefore, this information is released only when a student signs an Academic Information Request Form. Students may have copies of their transcripts sent to any institutions or individuals they choose or may order copies for their own use. The College charges a nominal amount for copies of transcripts.
- The rules and regulations on access to and release of student information are available to students, faculty, and staff in this College Catalog. They specify the procedures for release of student information, student access to records, a description of all student records being maintained by the College, and the manner and frequency of access to these records.
Procedure to Inspect Education Records
Control Provisions on Student Records and Student Information.
a. Transcripts and other information are released only with written permission of the student. When information other than the transcript is released from the student's official record, the student will receive a copy of the release.
b. Students have the right to inspect their own records in accordance with standard procedures.
c. A student’s Education Record shall not be sent outside official enrollment and student support offices, except in circumstances specifically authorized by the appropriate Dean. The authorization for such special circumstances must be in writing or in accordance with the colleges digital signature policy.
Release of a Student's Education Records to Educational Institutions, State, and Federal Agencies.
a. Such requests for confidential information shall not be honored without proper written consent by the student for the release of such records except under conditions indicated in paragraphs 2 and 5 below.
- The written consent must specify the records or the specific data to be released, to whom they are to be released, and the reasons for release.
- Each request for consent must be specific, and each request must be handled separately.
b. Requests for confidential information will be honored without prior consent of the student in connection with an emergency if, in the view of a reasonable person, the knowledge of such information by appropriate persons is necessary to protect the health or safety of the student or other persons. However, such a release shall have the approval of the Dean of Student Services unless it can be shown that under the circumstances either time would not permit, or no authorized administrator was available.
c. The following "Directory Information" may be made available to the public by the College unless students notify the Registrar in writing by the third week of the term that such information is not to be made available:
- Student's name and zip code;
- Major field of study or program; and
- Dates of attendance and degrees, diplomas, or awards earned.
- Release of information other than "Directory Information" for public use or use by the media except that designated above (Part B. 3.) must have prior written approval by the students involved.
- The College may be required to disclose information to certain government agencies. Properly identified and authorized representatives of or bona fide written requests from the Comptroller General of the United States; an administrative head of a federal health, education, or human services agency; or state educational authorities may have access to student or other records which may be necessary in connection with the audit and evaluation of federal or state- supported educational programs or in connection with the enforcement of the federal or legal requirements which relate to such programs. Routine requests for student data from such agencies as OEO, research agencies, and state reporting agencies may be honored without prior approval of the student only in formats where students are not identified.
- Faculty and administrative officers of the College who demonstrate a legitimate educational need will be permitted to look at the official student file for a particular student.
Confidential information requested by other than federal, or state agencies as specified in Part B. 5. above will be released only under the following conditions:
- An official order of a court of competent jurisdiction; or
- Subpoena. (Students will be notified immediately by registered mail that their records are being subpoenaed.)
Student Access to Records.
a. Students may inspect and review their education records upon request to the Dean of Student Services no more than one time per semester.
b. Students should submit to the Dean of Student Services, or an appropriate College staff person, a written request which identifies, as precisely as possible, the record or records the student wishes to inspect.
c. When a record contains information about more than one student, the student may inspect and review only the records which relate to the individual student.
d. The Dean of Student Services, or an appropriate College staff person, will make the needed arrangements for access as promptly as possible and notify the student of the time and place that the records may be inspected. Access must be given in 15 days or less from the date of receipt of the request.
e. During the records review, the student will check any personal belongings into a secured space. No electronic devises will be permitted in the records review room. During the review, the student may not add, remove, or copy any items contained in the student record.
Refusal to Provide Copies
The College reserves the right to deny copies of records, including transcripts, not required to be made available by FERPA in any of the following situations:
a. The student has an unpaid financial obligation to the College.
b. There is an unresolved disciplinary action against the student.
c. The education record requested is an exam or set of standardized test questions. (An exam or standardized test, which is not directly related to a student, is not an education record subject to FERPA's access provisions.)
Records Retention
Student academic records are retained through an electronic archival system and reviewed at the time of program completion or termination of enrollment by the registrar’s office for accuracy.
Fees for Copies of Records
A college or university may not charge for search and retrieval of the records. Upon electronically signed approval, the College will authorize the release of an official transcript to the student, another college, university, designated institution or through the Parchment Exchange company, if there is no indebtedness to the College. The fee for an official transcript is $20.00 if processed immediately in person, $11.00 if sent electronically, or $15.00 if sent by mail; unofficial transcripts are provided free of charge.
Correction of Education Records
Students have the right to ask to have records corrected that they believe are inaccurate. Following are the procedures for the correction of records:
- A student must request, in writing, to the appropriate official of the College, to amend a record. In so doing, the student should identify the part of the record in quetsion and specify why the student believes it is inaccurate.
The College may comply with the request, or it may decide not to comply. If it decides not to comply, the College will notify the student of the decision.
a. If the College finds the information is inaccurate, it will amend the record and notify the student, in writing, that the record has been amended.
b. If the College finds that the challenged information is not inaccurate, it will notify the student.
Your rights under FERPA
You have the right to inspect and review your student records maintained by the college. The student may request to review their record no more than one time per semester. The college is not required to provide copies of records unless, for reasons such as great distance, it is impossible for eligible students to review the records. You may be charged a fee for copies.
Generally, the college must have written permission from you in order to release any information from your student record. However, FERPA allows the college to disclose those records, without consent, to the following parties or under the following conditions:
- School officials with legitimate educational interest
- Other schools to which a student is transferring
- Specified officials for audit or evaluation purposes
- Appropriate parties in connection with financial aid to a student
- Organizations conducting certain studies for or on behalf of the school
- Accrediting organizations
- To comply with a judicial order or lawfully issued subpoena
- Appropriate officials in cases of health and safety emergencies
- State and local authorities, within a juvenile justice system, pursuant to specific State law
Parent rights under FERPA
FERPA gives parents certain rights with respect to their children’s student records. These rights transfer to the student when he or she reaches the age of 18 or attends a school beyond the high school level.
Definition of Student Record
Student records at Carteret CC include any information collected, assembled, or maintained by the College and its employees.
Student Records Custodian
The Office of the Registrar serves as custodian of all student records at Carteret CC except those specifically relating to financial aid and any medical records submitted for a Health Science program acceptance.
Contact: registrar@carteret.edu