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Personal Information & Privacy

Disclosure of Information
Disclosure of information is handled under the Privacy and Educational Rights Policy, located in the College Catalog and administered by the Office of the Registrar.

Family Educational Rights and Privacy Act (FERPA)

The Family Educational Rights and Privacy Act (FERPA), also known as the Buckley Amendment, was passed by Congress in 1974. FERPA grants four specific rights to students:

  1. The right to inspect and review their educational records

  2. The right to request the amendment of inaccurate or otherwise inappropriate records

  3. The right to consent to the disclosure of their records

  4. The right to file a complaint with the Family Policy Compliance Office in the U.S. Department of Education concerning alleged failures by PCC to comply with FERPA requirements

Students are granted FERPA rights if they are currently attending or have previously attended Pratt Community College, regardless of credit status or program type. FERPA does not apply to applicants who have been admitted but have never enrolled.

Education Records

An education record is any information directly related to a student and maintained by the college or its agents. This includes records in any medium—handwritten, email, print, digital, etc.—that are in the possession of any school official.

Examples of education records include:

  • Personal information

  • Employment records (when student status is a condition of employment)

  • Grades

  • Class schedules

  • Printed class lists

  • Graded test papers with personally identifiable information

Exceptions: What Education Records Do NOT Include

  • Records in the “sole possession of the maker,” not accessible to others

  • Law enforcement or campus security records maintained solely for law enforcement purposes

  • Employment records unrelated to student status

  • Medical or psychological treatment records

  • Alumni records created after a student leaves the institution

Record of Requests

The college maintains a record of all requests for and disclosures of personally identifiable information from student education records. This record includes the names of the parties who requested or obtained the information and their legitimate interest in doing so. It is maintained by the office that houses the original record and may be reviewed by the student under the same conditions as the record itself.

Exceptions include:

  • Requests and disclosures of directory information

  • Requests and disclosures by parties identified in PCC’s Policies Affecting Students

Internal Administration of Requests

All external requests for student data must be coordinated through the Office of the Registrar.
Internal staff may fulfill informal requests if:

  • The requester is authorized

  • The requester has a demonstrated “academic need to know”
    Such requests must be logged and maintained with the corresponding record.

The Administrator’s Role

College employees (also referred to as College Officials) must comply with FERPA regulations whenever representing the college.

A College Official includes:

  • PCC employees in administrative, supervisory, academic, research, or support staff roles

  • Public safety personnel

  • Contractors such as attorneys, auditors, or collection agents

  • Members of the Board of Regents

  • Students serving on official committees (e.g., disciplinary or grievance) or assisting college officials

College officials may access education records only to fulfill legitimate educational interests. These interests include teaching, research, advising, counseling, financial aid, student services, co-curricular activities, and more.

You are responsible for protecting the student information you access.
Note: Directory information may be released without written consent unless the student has submitted a “Request to Withhold Student Information” form.

Directory Information

Directory information is considered public and may be released without a student’s written consent—unless the student has restricted access via their Information Release form.

Directory Information may include:

  • Name

  • Local address and telephone number

  • Permanent/home address

  • Hometown and state

  • Email address

  • PCC ID number

  • Program of study and degree objective

  • Dates of attendance and classification (e.g., freshman, sophomore)

  • Enrollment status (full-time/part-time)

  • Degrees, certificates, honors, and awards received (and the date)

  • Participation in officially recognized activities and sports

  • Job title, department, work contact info (for student employees)

Directory Information may NOT include:

  • Race, gender, SSN (or any part of it), grades, GPA, citizenship status, or religion

  • Student ID numbers, except in very limited circumstances

Students may opt to restrict directory and/or academic information using the Information Release form or a written request submitted to the Registrar. These restrictions remain in effect until revoked in writing. Some information already published may not be retractable.

In emergencies, PCC officials (Registrar, VP of Students/Enrollment Management, VP of Instruction) may release non-directory information to third parties when necessary to protect the health or safety of students or others.

Non-directory information must not be released to third parties—including parents—without the student’s written consent. (See the “Parental Rights” section.)

Non-Directory Information

Non-directory information cannot be released without written consent. In emergency situations, refer such requests to the Office of the Registrar.

Under FERPA, students have the right to inspect most education records and decide whether third parties can access that information. Sixteen categories of information are public unless the student opts out in writing. Restrictions stay in effect while the student is enrolled, unless revoked. Former students may restrict the release of address and telephone information.

Release of Information Without Student Consent

College officials may release information without prior written consent to:

  • PCC faculty and staff with a legitimate educational interest

  • Agencies or organizations providing financial aid

  • Other institutions in which the student intends to enroll

  • Federal and state officials, organizations conducting institutional studies, accrediting bodies

  • Individuals exempt under FERPA

When in doubt, don’t give it out. If you’re uncertain, contact the Office of the Registrar.