Confidentiality of Student Education Records/Family Educational Rights and Privacy Act (FERPA)
The Family Educational Rights and Privacy Act (FERPA) of 1974, as amended, is a federal law which concerns the confidentiality of student education records.
AACC FERPA Policy
The policy of the college is to protect and distribute a student’s educational records, including, but not limited to, any personally identifiable information, in accordance with the federal Family Educational Rights and Privacy Act. The Board of Trustees hereby authorizes the President, or his/her designee, to develop and establish appropriate procedures to implement and enforce this policy. A student’s FERPA rights begin on the first day the student begins attending classes at AACC.
The college does not disclose information from a student’s education record without the student’s written consent. Exceptions may include: to college officials with a legitimate educational interest; when providing directory information; in compliance with the Solomon Amendment; to those who, in an emergency, must protect the health or safety of students or others; and as authorized in the federal regulation.
The Solomon Amendment
The Solomon Amendment is a 1996 federal law that requires institutions of higher education to provide “student recruitment information” for all students who are at least seventeen (17) years of age and older and enrolled in at least one (1) credit hour to military recruiters once per term.
The Department of Education has determined that the Solomon Amendment supersedes most elements of the Family Educational Rights and Privacy Act of 1974 (FERPA) but it does not prevent a student from preventing the release of their information to military recruiters. Students who choose to have their directory information withheld will not be included on lists provided to military recruiters. Please be advised that withholding directory information would also prevent the college from being able to verify enrollment information to insurance companies, student loan servicers; verify degree or certificate completion for prospective employers; perform required background checks; share honors or awards earned; and share information with other organizations to which students want us to transmit their directory information. This action may create unintended consequences for students and should be reviewed carefully.
The College provides the following information to military recruiters in accordance with the Solomon Amendment: Full Name, Age, Address, Telephone number, Academic major/program, and student email address.
Procedure for releasing information to military recruiter:
1. Under the Solomon amendment, information will be released for military recruitment purposes only. The military recruiters may request student recruitment information once each term for each of the 12 eligible units within the five branches of the service:
- Army: Army, Army Reserve, Army National Guard
- Navy: Navy, Navy Reserve
- Marine Corps: Marine Corps, Marine Corps Reserve
- Air Force: Air Force, Air Force Reserve, Air Force National Guard
- Coast Guard: Coast Guard, Coast Guard Reserve
2. The request must be submitted in writing on official letterhead by an authorized representative. It must clearly identify the unit of service requesting the student recruitment information.
3. The request should specify exactly whether the information needed is for the current or previous semester and for which student demographic (e.g. Students between the ages of 17-34).
Data must be transferred securely using a service approved for restricted data such as Acronis for critical data. Data will be in Excel spreadsheet for this release. The following statement should be included alerting the recruiter to our data requirements: Please ensure all transmission, receipt, storage, use and disposal of Student data is handled in a secure manner in accordance with all applicable laws as well as prevailing industry standard best practices in order to prevent unauthorized third party access. Address, phone, and age are not considered public information at our institution and must be protected.
Education Records
Education records include any record maintained by the college directly related to a student or students. These records include admission, academic, billing, financial aid, advising, and placement testing. FERPA gives students the right to inspect and review information contained in their own education record, to challenge the content of the records, and allows for a formal hearing if resolution is not met. The registrar coordinates the inspection and review process for student education records.
Directory Information
FERPA allows the registrar to release student directory information. This information may include name, address, AACC ID#, AACC email address, telephone numbers, program of study, full-time or part-time enrollment status, terms enrolled, degrees and honors earned, and participation in officially recognized college activities or sports. The college typically releases only name, terms enrolled, full-time or part-time enrollment status, and degrees earned as directory information. To have directory information withheld, notify the registrar in writing. Anne Arundel Community College does not generally provide student directory information when it is requested for solicitation and/or commercial purposes.
Law Enforcement Unit Records
The college may disclose law enforcement unit records to anyone, including federal, State, or local law enforcement authorities, without the consent of student or parent. A law enforcement record is defined as a record that is: created by the law enforcement unit; created for a law enforcement purpose; and maintained by the law enforcement unit.
Change of Name, Address and Phone Number
Students are required to notify the Records and Registration office of changes including name, address, or telephone number. Students should complete the demographic information change form or use MyAACC. The college uses United States Postal Service standard address abbreviations and spellings.
Requests for name changes must be accompanied by supporting documentation consistent with the U.S. Department of Education Regulations. In order to change a first name, students must submit an official court document, marriage certificate, or certificate of naturalization. Changes to last name require an official court document, marriage certificate, or driver’s license.
Please note: Post office boxes may be used as mailing addresses, but cannot be used as a legal address for residency purposes. Students who wish to receive college mail at a post office box must submit proof of legal residence before the post office box can be used.
Change of Program/Major
Students are admitted to the college in an academic program specified in their original application. Students are encouraged to meet with an academic advisor prior to changing their program of study. Those who wish to change their program must submit a program of study change form to the Records and Registration office. Those students who are admitted in Exploration programs of study are required to change their program of study before earning 20 credits.
Enrollment Verification/Full-Time, Part-Time Student Status
Request official verification of enrollment at the Records and Registration office. Anne Arundel Community College designates a full-time student as one enrolled for the equivalent of 12 credit hours. Students enrolled for fewer than 12 credit/equivalent hours are classified as part-time. Some health professions students registered in a clinical sequence course are considered full-time when enrolled in fewer than 12 credit hours.
The registrar reserves the right to deny certification of enrollment or attendance or may withdraw such certification due to unacceptable absences in classes and/or lack of substantive participation in distance education courses.
Student Classification
Students who have been admitted to the college are classified as follows: 0 to 27 credit hours earned - first-year student (freshman); 28 or more credit hours earned - second-year student (sophomore).
Transcripts
Request official academic transcripts online at https://www.aacc.edu/resources/student-records/request-a-transcript/. Official academic transcripts are only issued for students who have taken coursework at Anne Arundel Community College. Unofficial transcripts may be obtained through the student’s MyAACC account.
The college reserves the right to withhold services from students in debt to the college. Students may discuss these actions with the vice president for learner support services or the vice president’s designee.
Transfer Credit for Students Transferring into AACC (Registrar’s Guidelines)
Consistent with Title 13B of the Annotated Code of Maryland (13B.06.01.04.), transfer credit accepted by AACC shall be considered equivalent to credit earned at AACC. Students seeking credit for transferring in courses should refer to Credit for Previous Learning catalog page.
|
