The College maintains the following types of student records: academic test results, counseling information, copies of correspondence, residency information, admission and enrollment data, copies of petitions and applications, certain medical records, some financial records and certain information provided by Disabled Student Services. Student medical records are maintained by the Coordinator of Health Services, and student financial records are maintained by the Financial Aid Officer. All other records are maintained by the Director of the Office of Admissions and Records, and the Dean of Student Services.
Officials and employees who may access student records include administrative personnel as well as confidential and supervisory personnel acting on behalf of their supervisors; counselors working with their students; instructors with respect to their students; and certain classified employees in carrying out the responsibilities of their job descriptions. Additionally, members of certain groups, including the Academic Council and Judicial Council, may access student records in the performance of their duties while acting upon requests of students. Such officials and employees must have legitimate educational interest in the student record, including researching data, resolving problems, and ensuring that correct and accurate information is maintained. Students have the right to access their records and challenge their content, as provided in Board Policy and Procedures No. 3.5. Copies of this policy and its procedures are available in the Student Services Office and the Superintendent/President's Office. The log of persons and organizations requesting access to student records is maintained in the Office of Admissions and Records.
The following "Directory Information" may be released without student consent: student's name, address, telephone number, class schedule, date and place of birth, major field of study, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, degrees and awards received, and most recent previous educational agency or institution attended by the student. Students who do not want directory information released must inform the Office of Admissions and Records in writing on the appropriate form within 10 days after a term begins. This must be done for each term that the information is to be withheld.