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Records Maintenance and Privacy Guidelines
The Records
Office maintains permanent educational records for all students who ever
enrolled at Daytona State College. The student educational record may contain an application
for admission, high school and/or college transcripts, the Daytona State
College academic
record or transcript, authorized changes to the record and other
documentation appropriate to a student’s enrollment at the College.
Family Educational
Rights and Privacy Act (FERPA)
FERPA is
a federal law that applies to educational agencies and institutions that
receive funding under a program administered by the US Department of
Education. The statute is found at 20
U.S.C. 1232g and the Department’s regulations are found at 34 CFR Part 99.
Under
FERPA schools must generally afford students attending a postsecondary
institution access to their educational information, an opportunity to seek
and have their records amended, and some control over the disclosure of
information from the records.
FERPA
requires the college to protect the privacy of student record information
with regard to access to a student’s college records, the release of such records,
and the opportunity to challenge records should they be inaccurate,
misleading, or inappropriate.
No
information, other than the data determined to be “directory information” can
be provided to a custodial parent, non-custodial parent, or other third party
without the permission of the student unless very specific criteria have been
met.
FERPA
requires the college to establish a policy with regard to the data items that
can be released to third parties upon request, and to establish the
procedures for the release of such information. Students have the option of making their
“file” and “data” confidential.
Students choosing to have their data marked as confidential are identified
in the student information system and their information is excluded from the
college’s directory information.
Disclosure of Education Records
A school
must:
n
Have a student’s written consent prior to the disclosure of education
records
n
Ensure that the consent is signed and dated and states the purpose of
the disclosure
A school
may disclose education records without prior consent when:
n
The disclosure is to school officials who have been determined to have
a legitimate educational interests
n
The student is seeking or intending to enroll in another school
n
The disclosure is to state or local education authorities auditing or
enforcing Federal or State supported education programs or enforcing Federal
laws which relate to those programs
n
The disclosure is to the parents of a student who is a dependent for
income tax purposes
n
The disclosure is in connection with determining eligibility, amounts,
and terms for financial aid or enforcing the terns and conditions of
financial aid
n
The disclosure is pursuant to lawfully issued court order or subpoena
n
The information disclosed has been appropriately designated as
directory information by the school.
Parent Access to Records
Student
records may be released to a parent (either custodial or non-custodial) of the
student without the student’s prior approval only when Daytona State College parent information
request form has been completed. This
form requires the requesting party to attach documentation that verifies the
student was claimed as a dependent student on the most recently filed IRS tax
return. (Copies already supplied to the Financial Aid Office can be
used.) Once this form and
documentation is received, the student will be notified of the request prior
to the release of the requested information 10 days hence. Student
information is subject to the FERPA guidelines even if the student is below
age 18.
FERPA
permits institutions to disclose information to a parent if a health or
safety emergency involves their son or daughter. Schools are also allowed to inform parents
if the student is under age 21 has violated any law or its policy concerning
the use or possession of alcohol or a controlled substance. A school official
may generally share with a parent information that
is based on that official’s personal knowledge or observation of the student.
Students
may choose to have their records provided to a parent, or other third party,
on a one time or one year basis by completing the student Release of Academic
Information form.
Health or Safety Emergency
In
addition, the school is allowed to disclose without the student consent
education records, including personally identifiable information from those
records, to protect the health and safety of students and other
individuals. At such times, records
and information may be released to appropriate parties such as law
enforcement officials, public health officials, and trained medical
personnel. This exception to FERPA’s general consent rule is limited to the period of
the emergency, and generally does not allow for a blanket release of
personally identifiable information.
Disciplinary Records
While
student disciplinary records are protected as education records under FERPA,
there are certain circumstances in which disciplinary records may be
disclosed without the student’s consent.
A postsecondary institution may disclose to an alleged victim of any
crime of violence or non-forcible sex offense the final results of a
disciplinary proceeding conducted by the institution against the alleged
perpetrator of that crime.
An
institution may disclose to anyone the final results of a disciplinary
hearing if it determines that the student is an alleged perpetrator of
violence or non-forcible sex offense and with respect to the allegation made
against him or her, the student has committed a violation of the institutions
rules or policies.
Law Enforcement Unit Records
Investigative
reports and other records created and maintained by the law enforcement units
are not considered to be education records subject to FERPA. Accordingly, intuitions may disclose
information from law enforcement unit records to anyone, including outside
law enforcement authorities, without student consent. The Daytona State Campus Safety Office is responsible
for referring potential or alleged violations of law to local police
authorities.
Directory Information
Directory
information can be released to the public without the student’s consent
following specific request procedures.
Directory information will not be released if the student had
requested in writing to keep their information confidential.
At any
time the student can complete a form in the Records Office to mark their
records as confidential.
The
n
Student name and city of residence
n
Student college sponsored email address
n
Date of birth
n
Enrollment status
n
Major and fields of study
n
Participation in College recognized activities and athletics
n
Dates of attendance
n
Degrees and awards received
n
Most recent educational institution attended
n
Photograph and height/weight of athletic team members
The
college reserves the right to provide additional information, such as street
address and telephone number, where there is a signed articulation agreement
with another postsecondary institution for purposes of recruiting students,
and in cases that are superseded by the Solomon Amendment giving military
recruiters access to student recruiting information.
Any other
information is considered to be personally identifiable information and
cannot be released to a third party, including parents, without the student’s
written consent.
Directory Requests
The
procedure to request Daytona State directory information is indicated below. Directory information requests are not
recorded in individual student records.
n
The college participates with the National Student Loan Clearinghouse
to provide electronic requests for confirmation of individual academic
degrees, academic awards/honors, and dates of attendance by employers and
colleges, and confirmation of enrollment status. The web site is
www.degreeverify.com; email is
service@studentclearinghouse.org;
phone is 703-742-4200; and the fax is 703-742-4239.
n
The requests for additional information or for other purposes must be
made in writing on the letterhead of the company, agency, or school
requesting the information.
n
If the request is being made by an individual the request needs to
indicate the name, address, and phone number of the requestor and the reason
for the request.
n
Requests for the entire student directory, requests from any military
sources under the Solomon Amendment, or requests for a “class” of students,
such as all students in any one major, should be directed to the Records
Office.
Student Access to Educational
Records
Schools
are required by FERPA to:
n
provide a student with an opportunity to inspect and review his or her
education records within 45 days of the receipt of the request
n
provide the student with copies of education records or otherwise make
records available to the student if the student , for instance, lives outside
of commuting distance of the school
n
redact the names and other personally identifiable information
about other students that may be included in the student’s education records.
Amendment
of Education Records:
Under
FERPA a school must:
n
Consider a request from a student to amend inaccurate or misleading
information in the student’s education records
n
Offer the student a hearing on the matter if it decides not to amend
the records in accordance with the request
n
Offer the student a right to place a statement to be kept and
disclosed with the record if as a result of the hearing the school decides
not to amend the record.
A school
is not required to consider requests for amendment under FERPA that
n
Seek to change a grade or disciplinary record
n
Seek to change the opinions or reflections of a school official or
other person reflected in an education record
Students
have 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
Washington
Questions
about the administration of FERPA at Daytona State and the release or amendment of any
student record, should be addressed to the Dean of
Enrollment Management.
Student Requests
Change in
records -- Students may request a change to their record in writing or by
presenting photo identification if requesting the change in person. Typical
changes include name, address, telephone number, social security number and program
code (major). Most changes require the student to present appropriate
documentation. Address, phone and most program code changes can be made
online at
http://www.daytonastate.edu/.
Enrollment
verification – An official College statement indicating semester of
enrollment and student status (i.e. full- or part-time). The College utilizes
the services of the National Student Clearinghouse to automatically process
enrollment verifications for students. Students may go online to
www.clearinghouse.org
to request enrollment verification.
Transfer credit
evaluation – Statement of all course work and grades accepted from
another postsecondary institution. Transcript evaluation summary is available
online at
http://www.daytonastate.edu/
on the Registration and Records menu.
Non-release of
directory information- A student may submit a request for non-release of directory
information by completing a form in the
Authorization of non-directory
student information- Students may authorize Daytona State to release specific information as
documented on the Release of Academic Information form. This release
consent is valid for one year from the date the document is signed.
Official Transcripts-Students may request an official
copy of his/her academic record via the Daytona State online transcript request system
at
www.daytonastate.edu . There is
a $2 fee for each official transcript requested.
Unofficial transcripts
Students may view/print an unofficial
transcript online at
www.daytonastate.edu .
Social Security Number
Collection and Usage
In
compliance with Florida Statute 119.071(5), this document serves to notify
you of the purpose for the collection and usage of your social security
number by Daytona State College.
Daytona State
collects and uses your social security number only if specifically authorized
by law to do so or it is imperative for the performance of its duties and
responsibilities as prescribed by law.
Specifically, Daytona State collects your social security number for the
following purposes:
Admissions Department
Federal
legislation relating to the Hope Tax Credit requires that all postsecondary
institutions report student social security numbers to the Internal Revenue
Service. This IRS requirement makes it
necessary for colleges to collect the social security number of
every student. A student may refuse to
disclose his or her social security number to Daytona State , but the IRS is then
authorized to fine the student in the amount of $50.00.
In
addition to the federal reporting requirements, the public school system in
Continuing Education, Corporate Training
Because
of Florida State Education Reporting requirements students who enroll in
Continuing Education and Corporate Training seminars are required to submit
their social security numbers.
Financial Aid Department
The
Office of Financial Aid at Daytona State and the US Department of Education requires
students to submit their social security numbers on various forms in order to
correctly identify applicants, match each applicant’s financial aid record
with the student record, and to help coordinate state aid programs with
federal and institutional aid programs.
Human Resources Department
An
employee’s (including Federal or Institutional Work Study employees) social
security number is required for any or all of the following:
- Completing
an Employment Application/Packet
- Completing
and process the Federal I-9 (Department of Homeland Security)
- Completing
and processing Federal W4, W2, 1099 (Internal Revenue Service)
- Completing
and processing Federal Social Security taxes (FICA)
- Processing
and Distributing Federal W2 (Internal Revenue Service)
- Completing
and processing quarterly Unemployment Reports (Florida Department of
Revenue)
- Completing
and processing Florida Retirement Contribution reports (Florida
Department of Revenue)
- Workers
Comp Claims (FCCRMS and Department of Labor)
- Completing
and processing Federal and State Employee and Educational Reports
- Completing
and processing Direct Deposit Files (Bank of America, ACH)
- Completing
and processing 403b and 457b contribution reports
- Completing
and processing group health, life, and dental coverage enrollment
- Completing
and processing various supplemental insurance deduction reports
Library
Student,
faculty, and staff social security numbers will be used in the libraries’
patron database (LINCC) for online login authentication, patron verification
and the elimination of duplicate records.
Workforce Programs
These
programs use your social security number as an identifier for program
enrollment and completion. Also, it is
used for entering placement information into either the OSMIS or the Employ
Florida Marketplace statewide data collection and reporting system. Because these are performance based
contract programs, it is required that all participants and their program
related activities be recorded in the
Identification
and verification, billings and payments, data collection, reconciliation,
tracking, benefit processing, and tax reporting.
To
protect your identify, Daytona State will secure your social security number from
unauthorized access and assign you a unique student/employee identification
number. This unique identification
number will then be used for all associated employment and educational
purposes at Daytona State .
Student Requests
Change in
records -- Students may request a change to their record in writing or by
presenting photo identification if requesting the change in person. Typical
changes include name, address, telephone number, social security number and
program code (major). Most changes require the student to present appropriate
documentation. Address, phone and most program code changes can be made
online at
http://www.daytonastate.edu/.
Enrollment verification
– An official College statement indicating semester of enrollment and
student status (i.e. full- or part-time). The College utilizes the services
of the National Student Clearinghouse to automatically process enrollment
verifications for students. Students may go online to
www.clearinghouse.org
to request enrollment verification.
Transcripts –
Official or unofficial copies of their Daytona State academic records (transcripts). Requests
for official transcripts must be in writing and may be submitted in person,
via mail or fax. Unofficial transcripts can be accessed online at
http://www.daytonastate.edu/ .
Transfer credit
evaluation – Statement of all course work and grades accepted from
another postsecondary institution. Transcript evaluation summary is available
online at
http://www.daytonastate.edu/.
Non-release of
directory information-
A student may submit a request for non-release of directory
information by completing a form in the
Authorization of
non-directory student information-
Students may authorize Daytona State to release specific
information as documented on the Release of Academic Information form.
This release consent is valid for one year from the date the document is
signed.
Official Transcripts-Students may request an official
copy of his/her academic record via the Daytona State online transcript request system
at www.daytonastate.edu . There is
a $2 fee for each official transcript requested.
Unofficial
transcripts- Students
may view/print an unofficial transcript online at
www.daytonastate.edu
.
rev. 2-29-08
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