Student Privacy Rights and Access to Records
In accordance with the Family Educational Rights and Privacy Act (FERPA), Chaffey College does not release student record information without the written consent of the student or under judicial order, except:
- To officials and employees of the District who have a legitimate educational need to inspect the record.
- To a member of the college’s Governing Board who has a legitimate educational need to inspect the record.
- To a person employed by, or under contract to, the District to perform a special task, such as an attorney or auditor.
The law allows the College to release student directory information, except when students have specifically requested that directory information be kept confidential. Directory information may be released by exception upon determination of the Superintendent/President, the Associate Superintendent of Instruction and Institutional Effectiveness, or the Director of Admissions and Records that such release is appropriate and not likely to put students at risk.
Students must specifically request non-release of their directory information by submitting
a Student Update Form. Student Update Forms are available on the Chaffey website or in the Admissions and Records Office. Requested actions will be effective within
5 working days.
Family Education Rights and Privacy
FERPA affords eligible students certain rights with respect to their education records. These rights include:
- The right to inspect and review the student’s education records within 15 days after the date Chaffey College receives the request for access. Students should submit to the Director of Admissions and Records or other appropriate official, a written request that identifies the record(s) the student wishes to inspect. The school official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the school official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
- The right to request amendment of education records that the student believes are inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA. A student who wishes to ask the school to amend a record should write the school official responsible for the record, clearly identify the part of the record the student wants changed, and specify why it should be changed. If the school decides not to amend the record as requested, the school will notify the student in writing of the decision and the student’s 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.
- The right to provide written consent before the college discloses personally identifiable information (PII) from the student’s education records, except to the extent that FERPA authorizes disclosure without consent. The college may disclose education records without a student’s prior written consent to school officials with legitimate educational interests. A school official is a person employed by Chaffey College in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel and health staff); a person serving on the Governing Board; or a student serving on an official committee, such as a disciplinary or grievance committee. A school official may also include a volunteer or contractor outside of Chaffey College who performs an institutional service or function for which the school would otherwise use its own employees and who is under the direct control of the college with respect to the use and maintenance of PII from education records, such as an attorney, auditor, collection agent, or a student volunteering to assist another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibilities for Chaffey College. Upon request, Chaffey College may disclose education records without consent to officials of another school in which a student seeks or intends to enroll.
- The right to file a complaint with the U.S. Department of Education concerning alleged failures by Chaffey College to comply with the requirements of FERPA.
Health and Safety Exemption Requirement
Chaffey College adheres to all requirements pertaining to the protection of student information. Information about Student Records and confidentiality can be found on this page.
However, there are limited exceptions to FERPA regulations under which Chaffey College is permitted to disclose education records or personally identifiable, non-directory information from education records in connection with a health or safety emergency without student consent.
The situation must present imminent danger to a student, other students, or members of the school community in order to qualify as an exception. This action is not taken lightly and only under circumstances that present imminent danger.
FERPA for Parents
Why can't you tell me information about my son/daughter?
The College is bound by FERPA to protect student information. Chaffey College requires written consent by the student to disclose limited information to the parent. Chaffey College does not provide open-ended access to any records the student chooses to release.
Does a parent have the right to meet with an instructor, counselor, or other staff member to discuss a student's education/education records/progress, etc.?
No. FERPA only provides a right to secure a copy of student records, and it does not provide a right to an interactive conference with an instructor, counselor, or another staff member. At the College level, all staff typically interact directly with students without parental involvement.
Family Policy Compliance Office
U.S. Department of Education 400 Maryland Avenue, SW Washington, DC 20202
Directory information may include, but is not limited to:
Student’s name, address, phone number, dates of attendance, major field of study, awards and degrees received, most recent institutions attended, participation in official college activities and sports, weight and height (for members of athletic teams), and part-time and/or full-time enrollment status.