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4.02.001 - Student Records

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Approved: 9/26/2005
Approved By: Board of Trustees
Category: 4 - STUDENT SERVICES
Section: 02 - STUDENT INFORMATION
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Community College of Beaver County will establish and maintain official permanent academic records for all students enrolled in credit courses.  The College shall assure the quality and integrity of those records and assure that they are stored in a secure environment.

An official academic file will be created for each student enrolled at the college.  The file will include the following student information:

  • Application to the College
  • Letter of acceptance
  • Placement test results
  • Official transcripts
  • Registration and drop/add records
  • Documentation affecting change of grade
  • Prior learning documentation and credit evaluation
  • Any correspondence academic in nature

Standard practices and time limitations will be established for the retention and retirement of student records.  With the exception of the official college transcript, all student records will be retained for three years after graduation or five years after last date of attendance.  At the end of the applicable time frame, the student record will be purged.  The official college transcript must be maintained for the life of the college.

Every endeavor is made to keep the students’ records confidential.  A student’s record will be released upon appropriate written authorization from the student.  The College has designated the following student information as public information: 

  • Name
  • Address
  • Major field of study
  • Dates of attendance
  • Degrees and awards received
  • Previous institution(s) attended
  • Participation in officially recognized sports and activities
  • Weight and height of members of athletic teams

Such information may be disclosed by the College for any purpose.  Currently enrolled students may withhold disclosure of any category of information with written authorization.

All records will be maintained in compliance with the Buckley Amendment-Family Educational Rights and Privacy Act of 1974 (FERPA) and as defined by the American Association of College Registrars and Admissions Officers (AACRAO) best practices, recommendations.  Copies of guidelines and regulations will be maintained in the Student Records Office.  The Registrar will serve as the custodian of student records and will be responsible for development, implementation, and compliance of administrative procedures required for implementation of the policy.

The Board directs the President to develop mechanisms to ensure that the annual notification requirements of the act are fulfilled.  The guidelines are to also ensure that students have the right to request that Directory Information be withheld, to inspect the content of their individual record, and to request modification or correction of their educational records.

Procedures are to also be developed to address the handling of requests for access to student directory information by agencies, organizations, and individuals outside the College.