Student Handbook - Notification of Student Rights Regarding Educational Records - Lake Land College, Mattoon Illinois

Notification of Student Rights Regarding Educational Records

Lake Land College maintains only those “Educational Records”, within the definition of the Family Educational Rights and Privacy Act (FERPA), which are essential to the processes required to develop and maintain an accurate academic record for each student and to support the accounting needs and requirements for each student as they are imposed by law, state and federal regulations, and College operations.

What the college can release about you

Information contained in a student’s educational record is confidential and will only be released upon appropriate written authorization of the student with the following exceptions:

1. Education Records

Lake Land College may disclose education records or components thereof without written consent of students to:

a. Authorized representatives of the following for audit or evaluation of federal and state supported programs, or for enforcement of, or compliance with federal legal requirements which relate to those programs: the Comptroller of the United States, The Secretary of the Department of Education, and State Educational Authorities.

b. State and local officials to whom disclosure is specifically required by State statute adopted prior to November 18, 1974.

c. Veterans Administration officials (not covered by FERPA but specified under Title 38, Section 1790(c), United States Code).

d. Other school officials determined by the institution to have a legitimate educational interest.

e. Officials of other institutions in which a student seeks or intends to enroll on the condition that Lake Land College makes a reasonable attempt to inform the student of the disclosure unless the student initiates the transfer.

f. Persons or organizations providing financial aid to students, or determining financial aid decisions concerning eligibility, amount, condition, and enforcement of said aid.

g. Organizations conducting studies for, or on behalf of, educational agencies or institutions to develop, validate, and administer predictive tests, to administer student aid programs, or to improve instruction. Those organizations may not disclose personally identifiable information on students, and information secured must be destroyed when no longer needed for their projects.

h. Accrediting organizations carrying out their accrediting functions.

i. Parents of a student who have established that student’s status as a dependent according to Internal Revenue Code of 1954, Section 152.

j. Persons in compliance with a judicial order or a lawfully issued subpoena, provided that Lake Land College makes a reasonable attempt to notify the student in advance of compliance.

k. Persons in an emergency, if the knowledge of information, in fact, is necessary to protect the health or safety of students or other persons.

l. An alleged victim of any crime of violence (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.

2. Directory Information

The law permits the College to make public certain “directory information” about students. It is the intention of the College to do so within the scope of regular College policies and as may be appropriate to the normal course of College business and operations. The following information is regarded to be “directory” information and some or all of it may be made public: student name, address and telephone number, email address, enrollment status, student classification, major field, participation in officially recognized activities and sports, weight and height of members of athletic teams, age and/or date of birth, dates of attendance, degrees and awards received, most recent previous school attended and photographs. Any student objecting to his or her directory information being made public must file notice in writing of such objections with the Admissions and Records Office by the first meeting of classes for the semester.

Student Optional Disclosure of Private Mental Health Information

Pursuant to the Student Optional Disclosure of Private Mental Health Information Act (Illinois law, Public Act 099-0278), a student has the right to authorize the College, in writing, to disclose their private mental health information to a person of the student’s choosing. Additional information is available in the Student Optional Disclosure of Private Mental Health Information section of the Student Handbook and Right to Know Information. Students may also contact the offices of Admissions, Counseling Services and the Vice President for Student Services.

Student Rights with Respect to Educational Records

FERPA affords students certain rights with respect to their educational records. These rights include:

  1. The right to inspect and review the student’s educational records within 45 days of the day the College receives a request for access. A student should submit a written request to the appropriate College official identifying the record(s) the student wishes to inspect. The College official will make arrangements for access and notify the student of the time and place where the records maybe 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. Students may contact the Dean of Admissions Services for assistance with identifying the appropriate College official.

  2. The right to request amendment of the student’s educational record that the student believes is 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 present a written request to the College official responsible for the record, clearly identifying the part of the record the student wants changed, and specifying 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 information from the student’s educational records, except to the extent that FERPA authorizes disclosure without consent including “directory” information as described above and to “school officials with legitimate educational interests”. A school official is a person employed by the College; a person or company with whom the College has contracted as its agent to provide a service (such as an attorney, collection agent, mental health or medical provider); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. A school official has legitimate educational interest if the official needs to review an educational record in order to fulfill his or her professional responsibilities for the College.
  4. The right to file a complaint with the US Department of Education concerning alleged failures by the College to comply with the requirements of FERPA. The office that administers FERPA is:

    Family Compliance Office U.S. Department of Education
    400 Maryland Avenue, SW
    Washington, DC 20202-5901