2600P Disclosure of Student Information -FERPA (Procedures)

Original Date: 4/30/1998 * Last Revision Effective: 3/16/2021
Policy Contact: Associate Vice President, Student Affairs

Purpose

Bellevue College complies with the federal Family Educational Rights and Privacy (FERPA) of 1974, as Amended. The following procedures are established to meet compliance requirements associated with FERPA.

Procedures

The Primary Rights of Students Under FERPA

  • The right to limit disclosure of “personally identifiable information,” known as directory information.
  • The right to inspect and review their education records.
  • The right to request to amend their education records.
  • The right to file a complaint with the U.S. Department of Education concerning an alleged failure by the institution to comply with FERPA.

The college posts the FERPA Annual Notification of Rights on the BC Records and Grades webpage and sends a notification via email within the first ten days of each quarter to all registered students.

Release of Information and Education Records

Except as permitted or required by law, the college does not release information contained in education records without student written consent. Students who wish to give permission for another person or agency to access their records must complete an online Student Information Release Authorization form for each person or agency to whom they grant access.

Directory and Solomon Amendment Information

FERPA gives colleges the right to disclose information in education records without student consent under specific circumstances, as well as information the college identifies as directory information. Directly information at Bellevue College includes:

  • Student’s name
  • Enrollment status
  • Dates of attendance
  • Major field of study
  • Degrees or certificates earned
  • Term degree or certificates awarded
  • Participation in recognized sports
  • Honors

In addition to directory information and in accordance with the Solomon Amendment, the college must release the following information for students who are at least age 17 or older to military recruiters when requested:

  • Directory information listed above
  • Address and telephone number

Students have the right to withhold directory and Solomon Amendment information, using the online Withhold Directory Information form. Students must submit the form within the first ten days of the quarter in which they wish to begin withholding their information.

Obtain or View Education Records

Students may view their education records in the following ways:

  • To request a copy of paperwork or file contents related to a specific office, submit a written request to the director or manager of that office (for example, financial aid, disability resource center, etc.)
  • To request instructional or academic records for a specific class, beyond the grades listed on the transcript, submit a written request to the relevant program chair.
  • To request records from more than one department, or more than one class, submit a written request to the enrollment services office.
  • To request a copy of an official or unofficial transcript, use the following links:
  • Offices may take up to 30 days to comply with a student’s request. Academic records related to a class or classes, may take up to 60 days during the summer months.

Correct Education Records

If students find or believe their records contain an error, or information that is misleading or a violation of their rights under FERPA, they may submit a detailed written request asking for a review. Students must attach documentation if appropriate and send their request to the dean of enrollment and registrar services. For grade disputes, students mush follow the procedures outlined in 3000P, Grade Dispute (Procedures).

File a Complaint Related to an Alleged Violation of FERPA

Students have the right to file a complaint with the U.S. Department of Education if they believe the college failed to comply with FERPA requirements. The name and address of the office that administers FERPA is:

Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, D.C. 20202

Definitions

FERPA

The Family Educational Rights and Privacy Act of 1974, as Amended, is a federal law that sets forth requirements regarding the privacy of students records.

Student

Refers to any student, including continuing education students, students auditing a class, distance education students students taking non-credit classes, non-degree seeking students, and former students.

Education Records

Defined as records that relate to a student and are maintained by the college, or a third party acting for on on behalf of the college. Education records do not include sole possession records, such as a note intended as a reminder, law enforcement unit records (public safety), employment records, except for student employees whose employment is contingent on being a student, medical records, or post attendance records, such as those created by an alumni organization.

Directory Information

Information contained in an education record that is not generally considered harmful or an invasion of privacy if disclosed. Each institution determines what is considered directory information, but it can never include a social security number, or a student ID number if the ID is used to access student records.

Solomon Amendment

A 1996 amendment that requires colleges to provide U.S. Department of Defense representatives access to student recruiting information for all students over the age of 17, which includes directory information in addition to contact information.

Relevant Laws and Other Resources

Revision History

Original 4/30/1998
Revisions 7/10/2001; 3/22/2005; 5/21/2009; 9/11/2012; 11/15/2012; 4/6/2015; 3/16/2021

Approved By

President’s Cabinet

Last Updated March 17, 2021