Roane State Community College

Regulations

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.

Definitions

Legitimate Educational Interest: The need to review an education record by a school official in order to fulfill his or her professional responsibilities for Roane State Community College.
School Official: A school official typically includes a person employed by Roane State in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel and health staff); a person serving on the board of trustees; or a student serving on an official committee, such as a disciplinary or grievance committee. A school official also may include a volunteer or contractor outside of Roane State Community College who performs an institutional service of function for which the school would otherwise use its own employees and who is under the direct control of the school with respect to the use and maintenance of PII from education records, such as an attorney, auditor, or collection agent.
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

1. A student shall be permitted to inspect and review his/her academic records within 45 days following the date on which he/she notifies the Admissions and Records Office that he/she desires access to such records.
2. A student shall be provided with a copy of their academic record if they have no obligations to the college. If there is an obligation, the student will be allowed to view a copy of their academic record, but may not take the copy.
3. Students have the right to request explanation or interpretation of their academic record.
4. A student who wishes to ask Roane State Community College to amend a record should write, by certified mail, to the registrar or other official responsible for the record, clearly identify the part of the record the student wants changed, and specify why it should be changed including documentation if such exists. Requests must include the student’s full name, campus ID number, and signature. Roane State Community College will notify the student in writing of the decision within 30 days of receipt of the request to amend. If Roane State Community College decides not to amend the record as requested, the student shall be notified of their 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.

Limitation on Access to Records

1. A student shall be denied access to a parent’s financial records.
2. A student shall be denied access to confidential letters and statements which were placed on a student’s record prior to January 1, 1975.
3. A student shall be denied access to confidential recommendations respecting his/her admission to the college or receipt of an honor or honorary recognition if he/she has signed a waiver of access rights.
   1. Roane State shall not require any student to waive access rights.
   2. A party from which a recommendation is sought may require such a waiver.
   3. Confidential statements and letters shall be used only for the purpose for which they were solicited.
4. A student shall not be permitted to inspect records which personally identify other students even if he/she is personally identified on that record. In such a case he/she shall simply be informed of the information contained on the record.

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 Disability Services, All Records

Release of Information is subject to the following procedures:

1. Students may receive a copy of their transcript by appearing in person. A photo ID must be presented. Completion of a transcript request form with the student’s signature is required prior to the release or mailing of the transcript. The student account will be checked for financial obligations, prior to release.
2. Students may receive a copy of their transcript by mailing or faxing their transcript request to: 
   Admissions and Records Office 
   Roane State Community College 
   276 Patton Lane 
   Harriman, TN 37748-5011 
   Fax: 865-882-4527
3. Students may request a copy of their transcripts by logging into their Raidernet account. Choose Your Records then choose Request Printed Transcript. Complete the information in the request and submit.
4. Students may receive a copy of their transcript by submitting a request through the National Student Clearinghouse.

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:

• Student Name
• Address
• Email address
• Telephone Listing
• 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:

• Student Name
• Address
• Telephone Listing
• Date and Place of Birth
• Level of Education
• Academic Major
• Degree(s) Received
• 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.

Privacy

1. Directory information may be withheld as “no information available” if the student requests PRIVACY through the Admissions and Records Office. The request for privacy may remain in effect for the entire educational career of the student or until the student requests the privacy to be removed. Request for privacy should be given serious consideration. Students seeking privacy should discuss such action with the Registrar or their Success Coach. New privacy requests for each semester must be made within thirty days of the beginning of the term.
2. Information contained in Roane State records shall be provided without the student’s written consent to third parties engaged in the validation, development or administration of tests, accreditation activities, or research conducted on behalf of the college provided such information is not revealed to any other party.
3. Records shall be released without the student’s written consent to college personnel authorized to have access to such records, authorized federal and state government officials, and/or officials of other institutions in which the student seeks to enroll.
4. Student academic records shall be released to any federal, state or circuit court having a judicial order. Subpoenas received will be held for review by TBR General Council. A reasonable effort will be made to contact the student prior to the release in response to such subpoenas or judicial orders.
5. Academic records shall be released by the college to any third party including the parent with written consent of the student.
6. Academic records shall be released to third parties in emergency situations involving health or safety.
7. Records shall be released to a third party without the written consent of the student in connection with the student’s application for, or receipt of, financial aid.

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.

Enrollment Verifications

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.

Right to File a Complaint

Elligible students have the right to file a complaint with the U.S. Department of Education concerning alleged failures by Roane State Community College to comply with the requirements of FERPA. The name and address of the office that administers FERPA is:

Student Privacy Policy Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202