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Records & FERPA Policy

Records & FERPA Policy

Welcome to Luna Community College

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STUDENT ACADEMIC RECORDS POLICY

The Office of the Registrar maintains permanent records for each student who attends the college. The Office of the Registrar strictly enforces the confidentiality of student records and maintains such records in accordance with the FERPA Act of 1974. A permanent academic transcript is also kept on file. Students may authorize LCC to provide confidential copies of an academic transcript to bona fide employers, educational institutions, and others.

A student may examine any and all documents in his/her cumulative record upon request and under the supervision of the Registrar. Reasonable time must be allowed for records to be made available during normal hours of operation. Records maintained by the Office of the Registrar include but are not limited to: college transcripts, final grades, petitions to graduate, incomplete grade forms, directed study requests, transcript requests, credit by exam forms, change of grade forms, audit requests, complete withdrawals, transfer of credit evaluations, waiver of credit evaluations, and academic petitions.

ACCESS TO STUDENT ACADEMIC RECORDS

All current and former students have access to their educational records. Agencies and others, who may at the discretion of the Registrar, have access to student records include but are not limited to:

  • College administration, staff and faculty performing their job responsibilities related to disciplinary matters, academic matters and educational programs
  • A person employed by or under contract to Luna Community College to perform a special task such as an attorney or auditor
  • Certain officials of the U.S. Department of Education, the Comptroller General, and federal, state and local educational authorities in connection with state or federally supported education programs
  • In connection with a student’s request for or receipt of VA benefits or financial assistance as necessary to determine eligibility or to enforce the terms and conditions of the assistance
  • Appropriate parties in a health or safety emergency
  • Accrediting organizations to carry out their functions
  • Scholarship and other financial aid organizations supporting the student
  • Federal, state, and local officials who by law must receive information from the college
  • Any party designated by judicial order or subpoena, provided that the college notifies the student of the subpoena
  • Any person with the written consent of the student

Note: In general, parents lose their FERPA rights when their child turns 18 or begins attending any postsecondary institution, whichever occurs first.

AUTHORIZATION TO RELEASE EDUCATION RECORDS

In compliance with the Family Education Rights and Privacy Act of 1974 (FERPA), LCC is prohibited from providing certain information from student education records to a third party. FERPA allows students to control outside access to their education records including requests for information by a parent, spouse, guardian or other designee.

Students, at their discretion, may grant LCC permission to release specific education records to a third party by submitting a completed Authorization to Release Education Records form to the Office of the Registrar. Forms are available at the Office of the Registrar. The specified information will be made available only if requested by the student or authorized third party. The authorized party must provide identification at each contact and inform the Office of the Registrar that the authorizing paperwork is on file.

LCC reserves the right to deny access if there is any doubt as to the authenticity of the person requesting access. Authorization does not permit the listed party to make changes to education records nor does it allow the party to sign documents or act on the student’s behalf. As a matter of policy, LCC reserves the right not to release certain aspects of student records.

CHALLENGE OF THE CONTENT OF THE STUDENT ACADEMIC RECORD

Students have the right to challenge the content of their student records if they believe the information is misleading, inaccurate or otherwise in violation of privacy or other rights. Any dispute over the contents of the record will be handled through informal meetings or discussions between the student and the Registrar. If informal meetings do not resolve the dispute, the student has the right to file an Academic Petition with the Office of the Vice President of Instruction. Students have the right to file a complaint with the U.S. Department of Education concerning alleged failures by LCC to comply with the requirements of FERPA.

PRIVACY ACT

All other uses of student records will be made in accordance with the Family Educational Rights and Privacy Act (FERPA) of 1974 (P.L. 93-380, 513) and its amendments. Information that can be released without student permission to persons outside of the college is limited by federal regulations to the following public notice designated as “Directory Information.”

PUBLIC DIRECTORY INFORMATION

At its discretion, Luna Community College may provide “directory information” in accordance with the provisions of the Family Educational Rights and Privacy Act of 1974 (FERPA). Directory information is defined as that information which would not generally be considered harmful or an invasion of privacy if disclosed. LCC has defined the following as public directory information:

  • Name, address and telephone number
  • Place and date of birth
  • Dates of attendance
  • Grade level (such as freshman or sophomore)
  • Enrollment status
  • Previous institutions attended
  • Major field of study
  • Degrees/Certificates conferred and date or anticipated date of graduation
  • Awards and honors received (including academic honors list)
  • Individually identifiable photographs and electronic images
  • Past and present participation in officially recognized sports and activities
  • Weight and height of members of athletic teams

Students may withhold disclosure of public directory information under the Family Educational Rights and Privacy Act of 1974, as amended. Students must notify the Office of the Registrar in writing within two weeks after the first day of class of each term. Directory Information Non-Disclosure forms are available at the Office of the Registrar. Forms received by the Office of the Registrar within the first two weeks after the beginning of a term will be honored for that term. The college will honor requests for non-disclosure for only one academic year. Therefore, authorization to withhold directory information must be filed annually at the Office of the Registrar, Luna Community College, 366 Luna Drive, Las Vegas, New Mexico, 87701.

A non-disclosure block on a student’s record applies to all elements of directory information. LCC does not apply a non-disclosure block to individual directory information items. Once a request is filed with the Office of the Registrar, LCC assumes no liability as a result of honoring a student’s request for non-disclosure nor does it assume the responsibility to contact the student for subsequent permission to release information. Therefore, a student must consider very carefully the consequences of a decision to withhold the disclosure of public directory information.

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