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requests prior to the end of the late registration period for any given term. A request for Students who desire to challenge any part of the file’s content, a written request to
nondisclosure of public information may be completed in the Records Office. Students the Dean of Students. The Dean of Students will schedule a date and time for a hearing
are informed annually about their options for non-disclosure of information. within forty-five (45) days of receiving the written request.
The request should identify the item(s) and state the grounds for the challenge;
E. Location and Responsibility of Student Records i.e., inaccuracy, misleading nature. The Dean of Students and the appropriate records
The College has designated the following officials as being responsible for student official will review the contested item(s), obtain an explanation for the item(s), and
records within their respective areas: examine any documents or hear testimony presented by the student. The Dean of
Dean of Students - The Dean of Students has the overall responsibility of ensuring Students and the records official may decide to maintain, delete or make corrections to
that each student entering Southern Union State Community College has an adequate the information. Also, the information could be found to be accurate and appropriate.
record system, maintained, up-to-date, and controlled by all provisions as set forth in In this case, the student will be permitted to place a written explanation in the file. The
this policy and governed by Public Law 93-380. The Dean of Students will be assisted Dean of Students will issue a written decision within ten (10) days of the conclusion of
by the following: the hearing.
Registrar - The Registrar will insure that all students, upon acceptance to the college,
have an individual student record containing admissions criteria and documentation. The H. Waiver of Access
Registrar is charged with the responsibility of continuously maintaining students’ files Southern Union State Community College may request that a student waive his/her
in a safe and orderly manner, updating all records and maintaining an adequate backup right to inspect confidential recommendations regarding that student’s application for
system for the records. The Registrar will insure that all provisions of this policy are admission, application for employment, or the receipt of an honor or other recogni-
met concerning the release of public information, as well as the release of information tion.
to students, institutional instructors, counselors, advisors, administrators, and local, If a student receives a request for waiver, the student may sign and return the waiver,
state, and national organizations and agencies. The student files are maintained in the may request a list of the names of persons who will be asked for recommendations
Records Office. before signing, or may refuse to waive the right to access.
Director of Financial Aid - The Director of Financial Aid has the responsibility of Such a waiver shall not be a condition for admission to the institution, financial aid Handbook Student
maintaining an adequate and up-to-date student file on students receiving any institu- assistance, or any other benefits received by Southern Union State Community College
tional, local, state, or federal financial assistance. The Director of Financial Aid will students.
make certain that all provisions of this policy concerning individual student records are
properly applied. I. Providing Records to Third Parties
Business Manager - The Business Manager has the responsibility of enforcing all The general policy of Southern Union State Community College is to refuse ac-
provisions in this policy pertaining to the release of financial information concerning cess to student records to third parties without the written consent of the individual
individual students. student. Should a student wish to have records released, the person to whom records
are to be released, and a request for copies to the student, if desired. Southern Union
F. Disclosure of Student Records to the Student will then transfer or grant access to the information. The established service fee for
Students have the right to inspect, in the presence of the appropriate record of- producing photocopies of the records will be assessed against the person whose record
ficial as stated in Section E of this policy statement, records, files, and data primarily is involved.
and directly related to the student. In order to inspect one’s file, the student should Students’ records may be available to the following persons under the conditions
go to the appropriate records office (Admissions, Records, Director of Financial Aid, noted without written consent of the individual student:
or Business Manager) and present a written request. If the student cannot personally 1. Official representatives of federal departments or agencies or state education authori-
appear, a notarized request to the appropriate records office is acceptable. The request ties for purposes of audits, evaluative studies, etc. Data collected will be protected
for inspection shall be granted within forty-five (45) days after the request has been to prevent personal identification except when specifically authorized by federal
received. The records official will determine if copies of the documents are required. law. The data or copies that may be on file at Southern Union State Community
The right of inspection does not include financial statements of parents, confidential College will be destroyed when no longer needed.
recommendations prior to January 1, 1975, and other confidential recommendations, 2. Financial aid officers when such information is relevant to financial aid needs
access to which has been waived by the student in accordance with paragraph H. analysis or other aspects of determining and/or renewing financial assistance to
the individual student.
G. Challenging the Contents of the Record 3. Recognized educational accrediting organizations.
Southern Union State Community College will respond to any reasonable request 4. Organizations conducting studies for administrative evaluation tests, etc.
for an explanation or interpretation of any item in a student’s file. This written request 5. Other appropriate persons in an emergency to protect the health and safety of the
should be submitted to the Dean of Students. student or other individuals attending the institution.