The Family Educational Rights and Privacy Act (FERPA) of 1974 is a federal law that was enacted to protect the privacy of students and their educational records. The intent of the legislation is to protect the rights of students and to ensure the privacy and accuracy of "educational information." Educational Information refers to any record maintained by an educational institution, including files, documents, and materials of any type which contain information directly related to students, and which allows a student to be identified.
Students who are protected under FERPA are those students who are currently enrolled or formerly enrolled, regardless of their age or status in regard to parental dependency. Students who have applied but have not attended the college, and deceased students do not fall under FERPA guidelines.
Eligible students have the right to inspect and review their educational records within 45 days of the day Virginia Western receives a request for access. The eligible student should submit the request to the Registrar and identify the record(s) they wish to inspect. The Registrar will make arrangements for access and will notify the student of the time/place where the records may be inspected.
An eligible student may also ask the college to amend a record believed to be inaccurate or misleading. If the school decides to not amend the record, the parent or student then has a right to a formal hearing. If, after the hearing, the school still chooses to not amend the record, the eligible student has the right to place a statement with the record commenting on the contested information.
Lastly, a student may formally request that VWCC not release Directory Information on their behalf. This request must be submitted to the Registrar. When this request is made, a notation will be flagged in the VWCC Student Information System and every reasonable effort will be made to safeguard the confidentiality of such information. In addition, once this request has been made, the student will not be allowed to request a transcript via the Web in the college's student information system, nor will the college provide employement (or other) authorizations for the student. If the student wishes for this information to be released, he/she will be required to submit written authorization, with proof of identify, to the college Records Office prior to releasing a transcript or other information.
There are several exceptions to releasing information without a student's written approval. Some examples are:
Under FERPA guidelines, a student's record may not be disclosed without written authorization unless the requested information falls under the category of "Directory Information." VWCC may disclose information on a student without violating FERPA if it has designated that information as Directory Information. The following information has been classified as Directory Information by VWCC and may be disclosed without a student's written authorization:
Please Note: The college reserves the right to publish the names of students who receive academic honors.
You have the right to request that any or all of your directory information not be released by Virginia Western. You may contact the Registrar with a written and signed notice not later than 2 weeks of beginning of the semester to withhold the release of any directory information you specify. This request is in effect until you provide written notice to the contrary. It is Virginia Western’s policy not to publish a student directory.
You have the right to file a complaint with the U.S. Department of Education concerning alleged failures by Virginia Western to comply with the requirements of FERPA. You may also call 202-260-3887 or TDD202-260-8956 or visit http://www.ed.gov/offices/om/ferpa.html.
Family Policy Compliance Office
U.S. Department of Education
600 Independence Avenue. S.W.
Washington, D.C. 20202-4605
For additional information, technical assistance, questions, concerns, or you wish to file a complaint please contact:
Records Office, Chapman Hall (C107)
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