Student Records and Privacy
Change of Address
It is imperative that the College has the correct mailing and email address, as well as a telephone number for each matriculated student. Any changes should be noted with the office immediately.
The following constitutes the college’s policy concerning student rights of access to personal educational records in compliance with the Family Educational Rights and Privacy Act (FERPA).
Certain definitions and principles contained in the law and guidelines are as follows:
- A “student” is defined as one who has attended Worsham College or is attending Worsham College and whose records are in the files of the College. Attendance is defined as the date of the first enrollment at the College.
- “Record” means any information or data recorded in any medium, including, but not limited to, handwriting, print, tapes, computer files, video or audio files, film, microfilm or microfiche.
- “Student Record” means any item of information directly related to an identifiable student, other than directory information, which is maintained by the College or required to be maintained by the College or employee of the College in the performance of his or her duties.
- “Directory” Information is limited to:
- Local and home address and telephone
- E-mail address
- Dates of attendance
- Enrollment status
- Expected graduation date
- Degrees and awards received
- The most recent educational institution attended
- Photograph of the student taken for College purposes
Directory information also includes class rosters listing students in Worsham College courses
Public information may be released unless the student files the appropriate form with the Director of Student Services or with the Registrar requesting that public information not be released. Public information cannot be restricted by former students.
A student has the right to inspect and review their records, except as listed below. Any reference to student records or to access to student records in this document is subject to these exceptions:
- Confidential letters of recommendation placed in files before January 1, 1975.
- Financial records of the student’s parents or any information contained therein.
- Employment records, except for those cases in which the employment is required as part of the
- Medical and psychological records.
- Letters of recommendation or other documents that carry a waiver of the student’s right to access.
- Any information in a student’s file regarding other students.
Student education records are open to College officials who have a legitimate educational interest in the information contained in the records.
- A College official is an employee or other agent of the College. A College official may also be a person or company with whom the College has contracted to carry out a function on the College’s behalf.
- The determination of a “legitimate educational interest” will be made by the person responsible for the maintenance of the record. This determination will be made scrupulously and with respect for the individual whose records are involved. “A legitimate educational interest” requires that the individual seeking access is doing so for the purpose of performing a job function.
Normally, records can be released, or access given, to third parties only with the written consent of the student.
Without the consent of the student, releases to third parties generally may be given only as follows:
- To federal officers as prescribed by law.
- As required by state law.
- To research projects on behalf of educational agencies, providing that the agencies guarantee no personal identification of students.
- To accrediting agencies carrying out their functions.
- In response to a judicial order or lawfully issued subpoena.
- To Police or other law enforcement agencies in the investigation of a specific criminal case.
- To parents of students who are dependents as certified according to IRS standards.
- A student’s parent(s) or legal guardian(s) regarding the student’s use or possession of alcohol or controlled substance if it has been determined by the College that the student’s use or possession of alcohol or controlled substance constitutes a violation of a College rule or regulation; and the student is under the age of 21 at the time of disclosure to the parent(s) or legal guardian(s).
- In connection with an emergency, to appropriate person if the knowledge of such information is necessary to protect the health or safety of the student or other persons.
- To educational agencies or institutions that request records when a student seeks to enroll, or is already enrolled.
Nothing in this policy requires the continued maintenance of any student record.
However, if under the terms of this policy a student has requested access to the record, no destruction of the record shall be made before access has been granted to the student.
FERPA rights cease upon death. However, it is the policy of Worsham College that no records of deceased students be released to third parties after the date of death, unless specifically authorized by the executor of the deceased’s estate or by the next of kin.
Students have the right to ask to have records corrected that they believe are inaccurate, misleading or in violation of their privacy right.
The procedures are as follows:
- The student must ask the custodian of the record to amend the record. The student should identify the part of the record that the student wants changed and the reasons.
- Worsham College may comply or may decide not to comply. If not, the College will inform the student of the decision and advise the student of the right to a hearing. Requests for a hearing are to be sent to the Director of Student Services.
- Upon request, the College will arrange for a hearing within a reasonable time and so notify the student. The hearing will be conducted by a disinterested party. However, the party conducting the hearing may be an official of the institution. The student may be assisted by one other individual.
- The College will prepare a written decision based solely upon the evidence presented at the hearing. The decision will include a summary of the evidence and the reasons for the decision.
- If the College decides that the challenged information is not inaccurate, misleading, or in violation of the student’s right to privacy, it will notify the student that he or she has a right to place in the record a statement commenting on the challenged information or setting forth reasons for disagreeing with the decision.
- The statement will be maintained as part of the student’s record as long as the contested portion is maintained. If the College discloses the contested portion of the record, it must also disclose the statement.
- If the College decides that the information is inaccurate, misleading or in violation of the student’s right of privacy, it will amend the record and notify the student in writing that the record has been amended.
A person may file a written complaint with the Department of Education regarding an alleged violation of FERPA.
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue SW
Washington, D.C. 20202-4605
Updated July 2019