Written Procedure for Access of Student Records

Purpose

The purpose of the Student Records Procedures is to ensure that the campus community is aware of, and complies with, the Family Educational Rights and Privacy Act (FERPA) Regulations.

Definitions

For the purpose of this procedure, Dixie Applied Technology College has used the following definitions of terms:

Student – any person who attends or has attended Dixie Applied Technology College.

Education Records – any records (in handwriting, print, tapes, film, computer, or other medium) maintained by Dixie Applied Technology College or an agent of the College which is directly related to a student.

Annual Notification

Students will be notified of their FERPA rights by publication in the Annual DXATC Course Catalog and the DXATC Student Handbook.

The Director of Student Services will review the draft versions of the Annual DXATC Course Catalog and the DXATC Student Handbook to ensure that the appropriate notification is present, complete, and correct.

Inspecting Education Records

Students who wish to view the contents of their Educational Records must make a written request to the Director of Student Services. The Director of Student Services will meet with the student during normal business hours, at a time set by the Director, and in the Director’s office. The original records may not leave the Director’s office.

The Director of Student Services must comply with the student’s request within forty-five (45) working days.

Refusal to Provide Copies

While the student retains the right to inspect his or her records, Dixie Applied Technology College may deny copies of records, including transcripts, in the following situation:

The student has unpaid financial obligations to the College.

Disclosure of Educational Records

Dixie Applied Technology College will not permit third-party access to information contained in a student’s educational records without the written consent of the student by filling out the Release of Information Authorization form available at the DXATC Front Office, except under the circumstances described below.

Dixie Applied Technology College may permit access by third-parties under the following conditions:

To school officials who have legitimate educational interest in the records.
To officials of another school, upon request, in which a student seeks or intends to enroll.
To certain officials of the U.S. Department of Education, the Comptroller General, and State and local educational authorities, in connection with audit or evaluation of certain State or federally supported education programs.
In connection with a student’s request for or receipt of financial aid to determine the eligibility, amount, or conditions of the financial aid, or to enforce the terms and conditions of the aid.
To organizations conducting certain studies for or on behalf of the College.
To accrediting organizations to carry out their functions.
To parents of an eligible student who is claimed as a dependent for income tax purposes.
To comply with a federal or judicial order or lawfully issued subpoena.

College Transcripts

Student transcripts are available from the Registrar by written request only. To request a copy of a DXATC transcript, a student must fill out the Transcript Request form available at the DXATC Front Office. An official copy of the transcript will be provided once the $3.00 transcript fee has been received. An un-official copy of the transcript will be provided free of charge. Upon graduation from the DXATC, each student will receive one free official transcript.

Correction of Education Records

Students have the right to ask to have records corrected that they believe are inaccurate, misleading, or in violation of their privacy rights.



	Home Programs Custom Fit Training Admissions & Registration Student Information General Information Campus Contacts		Written Procedure for Access of Student Records Purpose The purpose of the Student Records Procedures is to ensure that the campus community is aware of, and complies with, the Family Educational Rights and Privacy Act (FERPA) Regulations. Definitions For the purpose of this procedure, Dixie Applied Technology College has used the following definitions of terms: Student – any person who attends or has attended Dixie Applied Technology College. Education Records – any records (in handwriting, print, tapes, film, computer, or other medium) maintained by Dixie Applied Technology College or an agent of the College which is directly related to a student. Annual Notification Students will be notified of their FERPA rights by publication in the Annual DXATC Course Catalog and the DXATC Student Handbook. The Director of Student Services will review the draft versions of the Annual DXATC Course Catalog and the DXATC Student Handbook to ensure that the appropriate notification is present, complete, and correct. Inspecting Education Records Students who wish to view the contents of their Educational Records must make a written request to the Director of Student Services. The Director of Student Services will meet with the student during normal business hours, at a time set by the Director, and in the Director’s office. The original records may not leave the Director’s office. The Director of Student Services must comply with the student’s request within forty-five (45) working days. Refusal to Provide Copies While the student retains the right to inspect his or her records, Dixie Applied Technology College may deny copies of records, including transcripts, in the following situation: The student has unpaid financial obligations to the College. Disclosure of Educational Records Dixie Applied Technology College will not permit third-party access to information contained in a student’s educational records without the written consent of the student by filling out the Release of Information Authorization form available at the DXATC Front Office, except under the circumstances described below. Dixie Applied Technology College may permit access by third-parties under the following conditions: To school officials who have legitimate educational interest in the records. To officials of another school, upon request, in which a student seeks or intends to enroll. To certain officials of the U.S. Department of Education, the Comptroller General, and State and local educational authorities, in connection with audit or evaluation of certain State or federally supported education programs. In connection with a student’s request for or receipt of financial aid to determine the eligibility, amount, or conditions of the financial aid, or to enforce the terms and conditions of the aid. To organizations conducting certain studies for or on behalf of the College. To accrediting organizations to carry out their functions. To parents of an eligible student who is claimed as a dependent for income tax purposes. To comply with a federal or judicial order or lawfully issued subpoena. College Transcripts Student transcripts are available from the Registrar by written request only. To request a copy of a DXATC transcript, a student must fill out the Transcript Request form available at the DXATC Front Office. An official copy of the transcript will be provided once the $3.00 transcript fee has been received. An un-official copy of the transcript will be provided free of charge. Upon graduation from the DXATC, each student will receive one free official transcript. Correction of Education Records Students have the right to ask to have records corrected that they believe are inaccurate, misleading, or in violation of their privacy rights.