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Family Educational Rights and Privacy Act

Last updated on Mar 29, 2021

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their educational records:

  • The right to inspect and review their educational records within 45 days of the day CCA receives a request for access
  • The right to request the amendment of educational records that the student believes to be inaccurate or misleading
  • The right to consent to disclosures of personally identifiable information contained in their educational records, except to the extent that FERPA authorizes disclosure without consent
  • The right to file a complaint with the U.S. Department of Education concerning alleged failures by CCA to comply with the requirements of FERPA

A student who wishes to inspect their educational record should submit to the Registrar a written request that identifies which records the student wishes to inspect. The Registrar will make arrangements for access and notify the student of the time and place where the records may be inspected. If the Registrar does not maintain the records, the Registrar shall advise the student of the correct official to whom the request should be addressed.

A student who wishes to amend a record that the student believes to be inaccurate or misleading should write the school official responsible for the record, clearly identifying the part of the record the student wants changed and specifying why it is inaccurate or misleading. If CCA decides not to amend the record as requested by the student, it will notify the student of the decision and advise the student of the right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided when the student is notified of the right to a hearing.

The student's right to consent to disclosures of personal information does not apply in the case of disclosure to school officials with legitimate educational interests. A school official is a person employed by CCA in an administrative, supervisory, academic, or support staff position (including law enforcement personnel); a person or company with whom CCA has contracted (such as an attorney, auditor, or collection agent); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official. School officials have a legitimate educational interest if they need to review educational records in order to fulfill their professional responsibilities.

In addition a student's right to consent to disclosures of personal information does not apply for federal grand jury or law enforcement subpoenas. Federal grand jury and law enforcement subpoenas may order the institution not to disclose to anyone the existence or contents of the subpoena or the institution's response. It is the responsibility of the person served with the subpoena, or the institution, to determine if the paper presented is a valid legal subpoena. In most cases the Records Office would consult with CCA's legal counsel before disclosing records.

Students may authorize the release of their educational records to other parties by following the instructions of granting third party access to academic, financial aid information in Workday on the Authorizing a Third Party to Access Your Student Information page on Portal. The site also has information on authorizing other departments, e.g., Student Affairs or Student Accounts, to release a student's information to a third party.

Students wishing to file a complaint with the U.S. Department of Education should write to:

Family Policy Compliance Office
U.S. Department of Education
600 Independence Avenue, SW

Washington DC 20202-4605

Directory Information

Information designated as "directory information" can be released at CCA's discretion unless the student specifically requests that the information be withheld. Students who wish to prevent disclosure of this information must file a Non Release of (Public/Directory) Information form and submit it to Student Records Office. CCA has designated the following as directory information:

  • Student ID
  • Name
  • Telephone number
  • CCA email address
  • Photograph
  • Dates of attendance
  • Degree and awards received
  • Date of degree conferral
  • Enrollment status
  • Major field(s) of study

Retention and Disposal of Student Records (Schedule)

One-Year Retention Period
Enrollment changes (add/drop/withdraw from a course)
Registration/enrollment records

Two-Year Retention Period
Leave of Absence

Three-Year Retention Period
VA certification records

Four-Year Retention Period
Academic petitions

Five-Year Retention Period after graduation
Academic Suspension
Application for Admission or re-admission
Credit by examination
Degree Audit records
Diplomas (returned)
Disciplinary action records
Grade change forms
Major changes
Military documents
Name change authorizations
Placement test scores
Transcripts (high school)
Transcripts (other colleges)
Transfer credit evaluations
Withdraw from college

Academic dismissal
Academic integrity code violations (with sanctions)
Grade submission sheets/data
Graduation lists