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4.02.001 - Student Records

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Approved: 7/16/2013
Approved By: Board of Trustees

The Community College of Beaver County will establish and maintain official academic records for all students enrolled in credit courses and for students enrolled in selected non-credit programs.  The College shall assure the accuracy and integrity of such records and assure that they are stored in a secure environment.

The official academic file shall contain information as deemed appropriate by the College and identified through procedures promulgated by the President of the College. The procedures are to identify records to be compiled relative to admission, enrollment, progression, achievement and completion of students enrolled. 

Students’ records shall be considered confidential and shall only be released upon authorization by the student or in response to a lawfully issued subpoena received by the College. In maintaining student records, the College will comply with the requirements of the Family Educational Rights and Privacy Act. To that end, the Board designates the following as student information accessible to the public without student authorization:

  • Name
  • Major field of study
  • Dates of attendance
  • Degrees and awards received
  • Previous institution(s) attended
  • Participation in officially recognized sports and activities
  • Weight and height of members of athletic teams

Such information may be disclosed by the College for any purpose.  Currently enrolled students may withhold disclosure of any category of information with written authorization.

The Board directs the President to develop mechanisms to ensure that the annual notification requirements of the act are fulfilled. The guidelines are to also ensure that students have the right to request that Directory Information be withheld, to inspect the content of their individual record, and to request modification or correction of their educational records.

Procedures are to also be developed to address the handling of requests for access to student directory information by agencies, organizations, and individuals outside the College