Disclosure of Educational Record Information

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Wallace Community College shall obtain written consent from students before disclosing any personally identifiable information from their educational records. Such written consent must (1) specify the records to be released, (2) state the purpose of the disclosure, (3) identify the party or class of parties to whom disclosure may be made, and (4) be signed and dated by the student.

The Family Educational Rights and Privacy Act of 1974 (FERPA) states that certain information from student records may be classified as directory information. The following information has been declared by Wallace Community College as directory information:

 

  • Name
  • Address
  • Telephone listing
  • Date of birth
  • Participation in officially recognized activities and sports
  • Major field of study
  • Weight and height of a member of an athletic team
  • Dates of attendance
  • Degrees and awards received
  • Most recent educational institution attended
  • Photographs
  • Enrollment status
  • E-mail address

 

This information will be released to inquiring individuals or agencies unless students sign a Do Not Release Directory Information form during the first two weeks of the term. These forms are available from the Admissions and Records Office on the Wallace Campus in Dothan, the Student Affairs Office on the Sparks Campus in Eufaula or online from the Admissions webpage. THIS FORM MUST BE RESUBMITTED ANNUALLY.

The Family Educational Rights and Privacy Act of 1974 (FERPA) established rules stating that some personnel and agencies may have access to students’ educational records without their written consent. Wallace Community College will disclose information from a student’s educational record only with the written consent of the student except as follows:

 

  1. To officials within the College who have been determined by the College to have a legitimate educational interest in the records. School officials include counselors and instructors who are involved in counseling students, administrators who assist in counseling and who advise students with other problems, professional and clerical staff members who directly relate to the administrative tasks of the College, College law enforcement officials, and College attorneys.

    A school official has a legitimate educational interest if the official is performing a task that is specified in his or her job description or by a contract agreement, performing a task related to a student’s education, or performing a task related to the discipline of a student. When doubt is raised by the Director of Enrollment Services/Registrar about an individual’s need to know or legitimate educational interest in having access to specific information, the issue shall be decided by the President of Wallace Community College.

  2. To certain officials of the United States Department of Education, the Comptroller General, and state and local educational authorities in connection with certain state or federally supported education programs.
  3. In connection with a student’s request for or receipt of financial aid, as necessary to determine the eligibility, amount, or conditions of the financial aid, or to enforce the terms and conditions of that aid.
  4. To state and local officials to whom information is specifically required to be reported or disclosed pursuant to state statute adopted prior to November 19, 1974.
  5. To organizations conducting specific studies for or on behalf of Wallace Community College.
  6. To accrediting organizations to carry out their accrediting functions.
  7. To parents of eligible students who claim the students as dependents for income tax purposes. Determining dependency, as defined by Section 152 of the Internal Revenue Code, requires a copy of the parents’ most recent Federal Income Tax Form.

    In case of a divorce, separation, or custody when only one parent declares the student as a dependent, Wallace Community College will grant equal access to the student’s educational records on demonstration of dependency as described above.

  8. To appropriate parties in a health or safety emergency, subject to a determination by the President or deans.
  9. To personnel complying with a judicial order or lawfully issued subpoena, including Ex Parte orders under the USA Patriot Act, provided that the Admissions and Records Office makes a reasonable attempt to notify students in advance of compliance.

    Note: Wallace Community College is not required to notify students if a federal grand jury subpoena, or any other subpoena issued for a law enforcement purpose, orders the College not to disclose the existence or contents of the subpoena.

  10. To an alleged victim of any crime of violence or non-forcible offense (as that term is defined in 18 U.S.C. 16) of the results of any institutional disciplinary proceeding against the alleged perpetrator of that crime with respect to that crime.
  11. To officials of another institution of postsecondary education where the student seeks or intends to enroll or where the student is already enrolled so long as the disclosure is for purposes related to the student’s enrollment or transfer.
  12. To the student.
  13. Information that Wallace Community College has designated as Directory Information.
  14. The disclosure concerns sex offenders and other individuals required to register under state or federal law.
  15. To a parent of a student under the age of 21 concerning the student's violation of any law or policy regarding the use or possession of alcohol or a controlled substance.
  16. The disclosure, subject to the requirements in 99.39, is in connection with a disciplinary proceeding at an institution of post secondary education.

 

Wallace Community College will inform parties to whom personally identifiable information is released that they are not permitted to disclose the information to others without the written consent of the student. The College will maintain a record of all requests for and/or disclosure of information from a student’s educational records. The record will indicate the name of the party making the request, any additional party to whom it may be redisclosed, and the legitimate interest the party had in requesting or obtaining the information. The record may be reviewed by the eligible student.

A list of the types of records that Wallace Community College maintains, their locations, and their custodians is provided is provided at the end of this handbook.