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At Roane State Community College, academic records are considered confidential. The college’s policy regarding the use and release of student records is governed by Public Law 93-380, the Family Educational Rights and Privacy Act (FERPA) and the Tennessee Public Records Act.
Under the terms of these laws, the college and its employees are charged with protecting the confidentiality of the educational records of its prospective students, currently enrolled students, and former students. The college is empowered to disclose relevant portions of student records to faculty and staff determined to have a legitimate educational interest.
All exceptions to this policy, including disclosure to external persons or agencies, shall be administered by the Registrar, the Vice President of Student Services and Enrollment Management, the Vice President of Academic Services, or the President.
Student: A person who attends or who has previously attended Roane State.
Student Academic Record: Educational information or data maintained by the college which relates to personally identifiable student.
Third Party: A third party is defined as anyone other than the student.
Access to Records
Limitation on Access to Records
Release of Transcripts or Information on Students’ Academic Records Policy
Roane State staff, faculty and other employees will be granted access to academic records on a need-to-know basis. All employees must abide by FERPA and the Tennessee Public Records Act when reviewing student records other than FERPA Directory Information and/or Solomon Amendment Directory Information.
Roane State employees who have direct access to these records are:
President, All Records
Vice Presidents, All Records
Deans, All Records
Division Heads, All Records
Director of Counseling and Career Services, All Records
Release of Information is subject to the following procedures:
A student’s transcript request form should contain the following information:
Full Name (and other names used since leaving the college)
Student Identification Number or Social Security Number
Date of Birth
Date of Last Attendance
Number of Transcripts Requested
Address to which Transcript is to be Mailed
Current Mailing Address and Phone Number
Assessment test scores can be sent to other TBR (Tennessee Board of Regents) schools upon request. Requests for non-credit transcripts need to be made in writing to the Office of Continuing Education. In all cases, obligations to the college must be fulfilled before a transcript will be issued.
Release of Records to Third Parties*
A third party is defined as anyone other than the student. The student’s parents or legal guardians are considered third parties. FERPA Directory Information shall be released to third parties without the written consent of the student.
FERPA defines directory information as:
Date of Birth
Participation in officially recognized activities and sports
Weight and Height of athletic team members
Dates of attendance
Enrollment Status—Part-time, Full-time
Degree and awards received
Major field of study
Most recent previous educational agency or institution
NOTE: Pursuant to the Federal Campus Sex Crimes Prevention Act and the Tennessee College and University Campus Sex Crimes Prevention Act of 2002 certain information concerning registered sex offenders is considered public information and therefore amend and supercede the Family Educational Rights and Privacy Act (FERPA) and other federal and state laws that previously prohibited the disclosure of such personal information.
Solomon Amendment** defines directory information as:
Date and Place of Birth
Level of Education
Educational Institution in which student most recently enrolled
*NOTE: On October 26, 2001, Congress enacted the Uniting and Strengthening America by Providing Appropriate Tools Required to Intercept and Obstruct Terrorism Act of 2001. The act amends the Family Educational Rights and Privacy Act to permit institutions to disclose education records to federal law enforcement officials without student consent if the appropriate United States official, certifying that “specific and articulable facts” support the request, obtains a court order that requires an educational institution to turn over education records that are considered relevant to a terrorism investigation.
**NOTE: The National Defense Authorization Act 1995, 1996 and the Omnibus Consolidated Appropriations Authorization Act, 1997, mandates this information be released to the military effective March 29, 1997.
Destruction of Academic Records
All or part of a student’s record may be removed from the file and destroyed by the Admissions and Records Office. However, once a student requests access to review his/her files, such removal and destruction may not occur until access has been granted and the review completed by the student.
The Admissions and Records Office cooperates with various lending agencies, including the National Student Loan Clearinghouse, by certifying that their student clients are enrolled at Roane State. Student Loan Deferment forms should be delivered to the Admissions and Records Office at the beginning of the term. All medical and/or auto enrollment forms can be delivered to the Admissions and Records office for completion. Forms should contain the policy-holder and student identification information. This is to ensure proper action upon receipt at the insurance company.