Release of Information


Educational Records Policy

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights regarding their education records they are:

  • The right to inspect and review the student's records. The student may request to review his/her records by submitting a written request to the Office of Admissions & Records or other school official having custody of such records;
  • The right to seek amendment of the students' records that the student believes are inaccurate, misleading, or otherwise in violation of the student's privacy rights. Requests for amendment of records must be in writing and must describe the specific portions or specific record(s)the student wishes to have amended, text or instructions as to the change desired, and the reasons why the change is justified;
  • The right to consent to disclosure of personally identifiable information contained in the student's education records, except for when consent is not required by FERPA. FERPA does not require a student's consent when disclosure is to other school officials with legitimate educational interests. A school official is a person employed by the college in an administrative, supervisory, academic or research, or support staff position; a person or company with whom the college has contracted or appointed as its agent; or a student serving on an official committee or assisting another school official in performing the official's tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his/her professional responsibilities. FERPA also allows colleges to disclose a student's directory information without consent, but the student may request that his/her directory information not be released. If the student wishes to make such a request, he/she must do so according to procedures outlined in Directory Information Restriction (see below).
  • The right to file a complaint with the Department of Education, Family Compliance Office, concerning alleged failures by the college to comply with the requirements for FERPA.

Directory Information Restriction

Mt Hood Community College has chosen to release limited Directory Information as defined in the Family Educational Rights and Privacy Act (FERPA). The following information is considered to be MHCC Directory Information and may be released upon request to anyone:

  • Student's current enrollment status
  • Verification of certificate or degree earned
  • Whether student is participating in officially recognized sports; and height and weight of members of athletic teams
  • Student ID number
  • Student Name

Students are employed in some areas of the college as work study and student aides, and if any access to student records is given to them, they receive FERPA training and sign off on the institutional statement of understanding form that have had confidentiality training.

Exceptions to this release may include but are not limited to:

  1. we may release alumni names and addresses to Alumni Office for their communication with MHCC graduates. Alumni are defined as students having graduated from MHCC whether currently enrolled or not
  2. we may release the names of students making the Vice President’s and President’s Lists, Academicor Athletic Honors/Awards, or information to hometown newspapers of students attending the college,
  3. student athletes may sign a special release of information form through the Athletics Department for the release of information regarding their registration activity, grades and access to their permanent record by their coach or the dean of Health and Physical Education / athletics director. They may also give permission to release academic records and pictures to coaches representing four-year colleges and media representatives. Directory information for use within the college is permitted in accordance with FERPA guideline; however, disclosure within the college does not constitute institutional authorization to transmit, share or disclose any or all information received to a third party.

Disclosure of education records is now allowed when a court approves an application submitted by an Assistant U.S, Attorney General (or higher-ranking federal officer) that contains “specific and articulable facts” that the education records are relevant to the investigation of or prosecution of terrorism. FERPA was amended to allow such disclosure by Section 507 of the Uniting and Strengthening America by Providing Appropriate Tools Required to Intercept and Obstruct Terrorism (USA PATRIOT) ACT, signed by President Bush on October 26, 2001.

Directory Information for use within the college is permitted in accordance with FERPA guidelines; however, disclosure within the college does not constitute institutional authorization to transmit, share, or disclose any or all information received to a third party.

What it means to restrict information

When you restrict the release of directory information, the above information will not be released.

You will be required to present photo identification or personal identification number (PIN) when you wish to inquire about your own academic or registration history. Information will not be provided to anyone, including persons who claim to be you, parents, relatives, friends, other students, or prospective employers, who may wish to contact you or verify your status at the college, without written authorization from you.

Restricted directory information is made available where an emergency is involved, at the direction of a subpoena or court order, to MHCC staff and faculty with a legitimate educational need to know, or in other limited situations described in this notification.

Where and when to make your Directory Restriction request

A Request to Prevent Disclosure of Director Information form is available in the Admissions & Records Office. Complete the form, including signature and date, and return it. Your request to place or remove the restriction is effective no later than 2 working days after it is received.

Duration of the restriction

The restriction of information is permanent until you request, in writing, that it be removed. The restriction will remain in place even after you have stopped attending or have graduated from the college.

Release of Grades & Course Evaluations

The Student Records Policy prohibits publicly disclosing grades linked to personal identifiers, such as names, student numbers, or social security numbers. Grades may be posted by assigning another unique number.

The return of graded papers or other assignments must also be accomplished in a manner that protects the identity of the student. The instructor is responsible for protecting the identity of the student.

Grades and transcripts may not be released to someone other than the student.

Registration Tampering

Altering the registration records of another student without that student's permission is considered a violation of the student conduct code. See MHCC Student Handbook under Student Code of Conduct.

Solomon Amendment Disclosure

The Solomon Amendment requires by law that the college release:

  • student name,
  • address,
  • telephone number,
  • date of birth,
  • education level,
  • academic major,
  • degrees received.

Upon request from recruiters of the branches of the US military. If you request that this information not be released, MHCC will not release to military recruiters or other parties except as specified in this notification or upon written permission from the student.

© 2014 Mt. Hood Community College | 26000 SE Stark St. | Gresham, OR 97030 | 503-491-6422
 Last Modified: 11/9/2011 07:05:24 AM