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Student Academic Records (FERPA) 4.103

Students have a right to be notified and informed in accordance with Family Educational Rights and Privacy Act.


Parents may be notified without a student’s prior written consent in connection with a health or safety emergency on campus or if a student has committed a disciplinary violation with respect to the use or possession of alcohol or a controlled substance.

ECC also grants parents of a dependent access to their student’s educational records without prior written consent per FERPA guidelines. Parents must show proof of student dependency using most recent federal tax returns. Financial information can be masked as long as name of dependent appears. Parents wishing to exercise this right should come in person to the Records Office with their tax information. Students are contacted as well to notify them their parent has exercised this right to access their student record.

Download information about FERPA

Right to Inspect

You have the right to review and inspect substantially all of your education records maintained by or at this college.

Right to Prevent Disclosures

A. Educational Records
You have the right to prevent disclosure of education records to third parties with certain limited exceptions. It is the intent of this institution to limit the disclosure of information contained in your education records to those instances when prior written consent has been given to the disclosure or under the provisions of FERPA which allow disclosure without prior written consent.

B. Directory Information
Directory information may be disclosed without prior notice or consent. To keep information from being released, the student must notify the ECC registrar in writing before Oct. 1 of the current school year that he/she does not want his/her directory information released.

Directory information is defined as name, address, major, degree, awards, honors, dates of attendance, and weight and height of athletes.

Right to Request Admendment

You have the right to seek to have corrected any parts of an education record which you believe to be inaccurate, misleading or otherwise in violation of your rights. This right includes the right to a hearing to present evidence that the record should be changed if this institution decides not to alter the education records according to your request. You may include an explanatory statement in your file if you do not find the hearing officer’s decision to be acceptable.

ECC’s registrar has been designated by the institution to coordinate the inspection and review procedures of student records. Students desiring to review their education records must make written requests to the college registrar listing the item(s) of the request. Students may have copies of their records with certain exceptions, (e.g., a copy of the academic record for which a financial “hold” exists, or a transcript of an original or source document which exists elsewhere.) Those copies are made at the student’s expense at the prevailing rate unless financial inability is determined by the student financial assistance office. Education records do not include records of instruction, administrative, and educational personnel which are the sole possession of the maker and are not accessible or revealed to any individual except a temporary substitute, records of the law enforcement unit, student health records, employment records or alumni records.

Right to Complain to FERPA Office

Family Policy Compliance Office
Department of Education
400 Maryland Avenue
S.W. Washington, D.C. 20202-4605.

Right to Obtain Policy

You have the right to obtain a copy of the written institutional policy adopted by this institution in compliance with FERPA.
Registrar’s Office
1700 Spartan Drive
Elgin, IL 60123-7193.

Rights & Privacy Act

The Family Educational Rights and Privacy Act of 1974 is a federal law which states (a) that a written institutional policy must be established and (b) that a statement of adopted procedures covering the privacy rights of students be made available. The law provides that the institution will maintain the confidentiality of student education records.

Students may not inspect and review the following as outlined by the act: Financial information submitted by their parents, confidential letters and recommendations associated with admissions, employment or job placement, or honors to which they have waived their rights of inspection and review; or education records containing information about more than one student, in which case pertains to the inquiring student. The institution is not required to permit students to inspect and review confidential letters and recommendations placed in their files prior to January 1, 1975, provided those letters were collected under established policies of confidentiality and were used only for the purposes for which they were collected.

Students who believe their education records contain information that is inaccurate or misleading, or is otherwise in violation of their privacy or other rights may discuss their problems informally with the college registrar. If the decisions are in agreement with the student’s requests, the appropriate records will be amended. If not, the student will be notified within a reasonable period of time that the records will not be amended; and they will be informed by the college registrar of their right to a formal hearing. Students requesting a formal hearing must follow the guidelines and procedures of the student appeal and complaint procedure.

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