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Parties with whom we do business entrust the College with important information. Information considered confidential will not be disclosed to external parties or to employees without a “need to know.” If an employee questions whether certain information is considered confidential, the employee should first check with his or her immediate supervisor. This policy is intended to alert employees to the need for discretion at all times and is not intended to inhibit normal business communications.

Student Records Confidentiality. Student records are protected by college practices outlined under the Article Identity Theft Prevention and further by federal laws pertaining to academic, financial, and health records. The College shall keep records necessary to perform activities as directed by the Board of Regents and conform to all applicable state and federal laws including but not limited to the Family Educational Rights and Privacy Act (FERPA; Gramm-Leach-Bliley Act; the Health Insurance Portability and Accountability Act (HIPAA).

All employees should treat the information in their possession with great care. Following are guidelines to assist in this effort:

  • Employees should lock their office door when they are not in their office.
  • Computers cell phones, and other devices that have access to student or other sensitive information on them should be password protected. If the computer is not in a locked office, the computer screen should be locked when the employee is not in his or her office. Hint: Programs or files do not have to be closed; simply press the “Control/Ctrl”, “Alt”, and “Del/Delete” keys at the same time. From the menu that pops up, select “Lock Computer”. When returning, enter your password and resume working where you left off. Another quick way is press the windows button on your keyboard (looks like a window floating) and L.
  • Papers, paper files, printer output, incoming faxes, and the like should not be accessible by students.
  • Care should be taken when recycling paper to not include protected documents that should be shredded. While we cannot control students throwing away their own tests and projects, employees need to be very careful to dispose of student papers appropriately.
  • Certain activities, such as students’ initial enrollment, requires the student to present photo identification.
  • All employees are also required to sign and submit the following form:
Confidentiality Agreement.pdf

  • All inquiries from the media should be referred to the College Administration.

Family Educational Rights and Privacy Act (FERPA). The College adheres to the guidelines set forth in the Family Educational Rights and Privacy Act (FERPA) of 1974, Buckley Amendment and maintains policy in accordance with this act. A detailed statement pertaining to (1) records maintained, (2) access procedures, (3) directory information and (4) content challenge can be found in Article Family Educational Rights and Privacy Act (FERPA). Additional information can be obtained from the Registrar.

FERPA governs the privacy of student records at the College. All employees are required to review the following document:

FERPA Orientation.pdf

Employees are required to then submit the following form to the Registrar.

FERPA employee signature page.pdf

The employee's completion of orientation will be documented which will then allow for access to student information in the CARS computer system. The signature page will then be forwarded to Human Resources for the employee's personnel file.

See Article Records Open to the Public and Exceptions.