Educational Records and Privacy

Access to Educational Records

Every student has certain rights regarding access to his/her own educational records and the disclosure of information from those records to others. The rights of IRSC students are clearly specified and protected by law as stated in two District Board of Trustees Rules: 6Hx117.31 Student Records and 6Hx117.32 Student Directory Information.

Board Rule 6Hx117.31, Student Records, states:
The College maintains student records in accordance with Federal and State law, Florida Statutes, and State Board of Education Rules. Such records are confidential and exempt from F.S. 119.07(1) and are open to inspection only as provided in F.S. 1002.22 and AP-7.31, Procedure for Accessing Student Records.

In compliance with Federal law and Florida Statute, directory information may be released under the conditions set forth in Board Policy, 6Hx11-7.32.

Board Rule 6Hx11-7.32, Student Directory Information, states:
Pursuant to Florida Statute, 1002.22 and the Family Educational Rights and Privacy Act (FERPA), the College may publish and release general public directory information relating to students. 

Student directory information includes a student’s name, address, telephone number if it is a listed number, date and place of birth, major field of study, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of College attendance, degrees, awards received, and the most recent previous educational agency or institution attended by the student.

Directory information will be subject to release in accordance with F.S. 1002.22, F.S. 1006.32 and Federal Regulation 34CFR Part 99.

Students who wish to prevent the disclosure of their Directory Information must submit a written notice to that effect to the Records Center.  Such written notice shall be maintained in each respective student’s file. 

All other student record information shall be considered limited access information in accordance with the statute.

The Family Educational Rights and Privacy Act further states that when a student reaches the age of 18 or begins attending a postsecondary institution, regardless of age, FERPA rights transfer from the parent to the student.

Therefore, all students who enroll in IRSC are protected by FERPA and shall have the following rights:

1. The right to inspect and review their education records maintained by IRSC. Copies of records are not provided unless, for reasons such as great distance, it is impossible for students to review their records.
2. The right to request correction to their records which they believe to be inaccurate or misleading. If IRSC makes a determination not to amend the record, students then have the right to a formal hearing. After the hearing, if IRSC still decides not to amend the record, students have the right to place a statement with the record setting forth his or her view about the contested information.
3. The right to limit disclosure of personally identifiable information. Written permission is required to release personally identifiable information from their education records. Written permission shall include the student's signature, written or electronic, where authentication of the electronic signature is validated by use of the student's personal PIN. However, FERPA allows disclosure of those records, without consent, to the following parties or under the following conditions (34 CFR § 99.31):

• School officials with legitimate educational interest;
• Information designated as directory information;
• Other schools to which a student seeks or intends to enroll;
• Appropriate parties in connection with enrollment and degree verifications;
• Authorized representatives of Federal, State or local educational authorities;
• Appropriate parties in connection with Financial Aid records;
• Organizations conducting certain studies for or on behalf of the school;
• Accrediting organizations;
• To comply with a judicial order or lawfully issued subpoena;
• Appropriate parties, including parents, where a significant threat to the health or safety of a student, or other individual exists; and
• Disclosure to a parent of a student under the age of 21 concerning violation of laws or policies regarding the use or possession of alcohol or a controlled substance.

IRSC defines a school official as the following: A school official typically includes a person employed by IRSC in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel and health staff); a person serving on the board of trustees; or a student serving on an official committee, such as a disciplinary or grievance committee. A school official also may include a volunteer or contractor outside of IRSC who performs an institutional service of function for which the school would otherwise use its own employees and who is under the direct control of the school with respect to the use and maintenance of PII from education records, such as an attorney, auditor, or collection agent or a student volunteering to assist another school official in performing his or her tasks.

IRSC defines legitimate educational interest as the following: A school official typically has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibilities for IRSC.

  4. The right to file a complaint with the Department of Education concerning an alleged failure by IRSC to
      comply with FERPA regulations.

In addition to the exceptions noted herein for release of personally identifiable information, parents may obtain non-directory information in compliance with a subpoena or at the discretion of the institution if one of the following conditions has been met:

1. Student completion of an Authorization for Release of Educational Records form available at any IRSC campus.
2. Student submission of an IRSC Application for Admission for Dual Enrollment.
3. Student submission of a written authorization designating access to their parent.
4. Submission of evidence that the parent declares the student as a dependent on his or her most recent Federal Income Tax form.

Student information may only be released to the authorized individual in person with valid photo ID, or to the authorized fax or email account. 

Questions regarding this annual notification of student FERPA rights may be directed to the Student Records at 772-462-7460.