Family Educational Rights & Privacy Act (FERPA)

Office of the Registrar

It is the policy of Mott Community College to comply with the Family Educational Rights and Privacy Act (FERPA) which affords students certain rights with respect to their education records. These rights include:

1. The right to inspect and review the student's education records within 45 days after the day that Mott Community College (the college) receives a request for access. A student should submit a written request that identifies the record(s) the student wishes to inspect to the registrar, dean, head of the academic department or other appropriate official. The college official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the college official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.

2. The right to request the amendment of the student’s education records that the student believes are inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA.

   A student who wishes to ask the College to amend a record should write the College official responsible for the record, clearly identify the part of the record the student wants changed, and specify why it should be changed.

   If the College decides not to amend the record as requested, the College will notify the student in writing of the decision and the student’s right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.

3. The right to provide written consent before the College discloses personally identifiable information (PII) from the student's education records, except to the extent that FERPA authorizes disclosure without consent.

   The college may disclose education records without a student’s prior written consent under the FERPA exception for disclosure to school officials with legitimate educational interests. A school official is a person employed by Mott Community College in an administrative, supervisory, academic, research or support staff position (including law enforcement unit personnel); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee. A school official also may include a volunteer, consultant, contractor or other non-employees who perform an institutional service of function for which the school would otherwise use its own employees and who is under the direct control of the school with respect to the use and maintenance of PII from education records, such as an attorney, auditor or collection agent or a student volunteering to assist another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibilities for the college.

   Upon request, the school also discloses education records without consent to officials of another school in which a student seeks or intends to enroll or is already enrolled so long as the disclosure is for purposes related to the student’s enrollment or transfer.

   The college may also disclose PII from education records without consent to authorized representatives of the U.S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education or State and local educational authorities, such as a State postsecondary authority that is responsible for supervising the college’s State-supported education programs. Disclosures under this provision may be made, subject to the requirements of §99.35, in connection with an audit or evaluation of Federal- or State- supported education programs, or from the enforcement of or compliance with Federal legal requirements that relate to those programs. These entities may make further disclosures of PII to outside entities that are designated by them as their authorized representatives to conduct any audit, evaluation, or enforcement or compliance activity on their behalf.

4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by the College to comply with the requirements of FERPA. 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, DC 20202-5901

   FERPA permits the disclosure of PII from students’ education records, without consent of the student, if the disclosure meets certain conditions found in §99.31 of the FERPA regulations. Except for disclosures to school officials, disclosures related to some judicial orders or lawfully issued subpoenas, disclosures of directory information, and disclosures to the student, §99.32 of FERPA regulations requires the institution to record the disclosure. Eligible students have a right to inspect and review the record of disclosures.

   A postsecondary institution may disclose PII from the education records without obtaining prior written consent of the student –

   • To other school officials, including teachers, within the [School] whom the school has determined to have legitimate educational interests. This includes contractors, consultants, volunteers, or other parties to whom the school has outsourced institutional services or functions, provided that the conditions listed in §99.31(a)(1)(i)(B)(1) - (a)(1)(i)(B)(2) are met. (§99.31(a)(1))
   • To officials of another school where the student seeks or intends to enroll, or where the student is already enrolled if the disclosure is for purposes related to the student’s enrollment or transfer, subject to the requirements of §99.34.  (§99.31(a)(2))
   • To authorized representatives of the U.S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or State and local educational authorities, such as a State postsecondary authority that is responsible for supervising the college’s State-supported education programs. Disclosures under this provision may be made, subject to the requirements of §99.35, in connection with an audit or evaluation of Federal- or State-supported education programs, or for the enforcement of or compliance with Federal legal requirements that relate to those programs. These entities may make further disclosures of PII to outside entities that are designated by them as their authorized representatives to conduct any audit, evaluation, or enforcement or compliance activity on their behalf.  (§§99.31(a)(3) and 99.35)
   • In connection with financial aid for which the student has applied or which the student has received, if the information is necessary to determine eligibility for the aid, determine the amount of the aid, determine the conditions of the aid, or enforce the terms and conditions of the aid.  (§99.31(a)(4))
   • To organizations conducting studies for, or on behalf of, the school, in order to: (a) develop, validate, or administer predictive tests; (b) administer student aid programs; or (c) improve instruction.  (§99.31(a)(6))
   • To accrediting organizations to carry out their accrediting functions.  (§99.31(a)(7))
   • To parents of an eligible student if the student is a dependent for IRS tax purposes. (§99.31(a)(8))
   • To comply with a judicial order or lawfully issued subpoena.  (§99.31(a)(9))
   • To appropriate officials in connection with a health or safety emergency, subject to §99.36. (§99.31(a)(10))
   • Information the school has designated as “directory information” under §99.37.  (§99.31(a)(11)) (see Notice of Directory Information below for additional information)
   • To a victim of an alleged perpetrator of a crime of violence or a non-forcible sex offense, subject to the requirements of §99.39. The disclosure may only include the final results of the disciplinary proceeding with respect to that alleged crime or offense, regardless of the finding. (§99.31(a)(13))
   • To the general public, the final results of a disciplinary proceeding, subject to the requirements of §99.39, if the school determines the student is an alleged perpetrator of a crime of violence or non-forcible sex offense and the student has committed a violation of the school’s rules or policies with respect to the allegation made against him or her. (§99.31(a)(14))
   • To parents of a student regarding the student’s violation of any Federal, State, or local law, or of any rule or policy of the school, governing the use or possession of alcohol or a controlled substance if the school determines the student committed a disciplinary violation and the student is under the age of 21. (§99.31(a)(15))

Notice of Directory Information

The Family Educational Rights and Privacy Act (“FERPA”) requires that the College, with certain exceptions, obtain the student’s written consent prior to the disclosure of personally identifiable information from the student’s education records. FERPA, however, allows the College to disclose, without obtaining the prior consent of the student, personally identifiable information that it has designated as “directory information.”

The College designates “directory information” to include the following:

• Student’s name, address, and telephone listing;
• Student’s major field of study and dates of attendance;
• Degrees, honors, and awards received by the student;
• The student’s most recent educational agency or institution attended;
• Student’s photograph;
• Participation in activities and sports officially recognized by the College; and
• The height and weight of a student who is a member of a college athletic team.

The College may disclose “directory information” without obtaining the student’s prior consent. The College typically discloses “directory information” for the purpose of using such information in college publications or materials. It may, however, disclose “directory information” to outside persons or organizations. Disclosure of “directory information” to outside persons or organizations is limited to situations wherein the College has determined that the use of “directory information” by such persons or organizations is consistent with the educational mission of the College and beneficial to the affected students. In no case will the College disclose “directory information” for the purpose of commercial surveys, marketing, or solicitation.

Current and former students may request that items identified as “directory information” be withheld and not disclosed without prior written consent. To have his or her directory information withheld from disclosure, a student must notify the Office of Registrar in writing, which may be done by submitting the Request to Withhold Directory Information form accessible at the link below. A student’s request to opt-out of the disclosure of “directory information” becomes a permanent part of the student’s education record and will be honored (including after the student is no longer in attendance) until the student files a request to reinstate permission to release his or her “directory information.”

The College reserves the right to disclose “directory information” unless a student’s request to withhold such information is filed with the Office of Registrar within fifteen (15) days after each term begins.

login required Request to Withhold Directory Information