Privacy of Students' Education Records
The Family Educational Rights and Privacy Act of 1974 ("FERPA") affords students certain rights regarding their education records. These steps include:
The right to inspect and review the student's education records within 45 days after the college receives a request for access. A student should submit a written request that identifies the record(s) the student wishes to inspect to the Office of the Registrar, Joliet Junior College, 1215 Houbolt Rd., Joliet, IL 60431. The record custodian or other responsible school official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the school official to whom the request was submitted, he or she shall advise the student of the correct official to whom the request should be addressed. A student does not have the right to a copy or to copy the educational record during the inspection.
The right to request an amendment of the student's education records that the student believes are inaccurate, misleading, or otherwise in violation of the student's privacy rights under FERPA.
A student who wishes to ask the school to amend a record should write to the school official responsible for the record, clearly identify the part of the record the student wants changed, and specify why it should be changed.
If JJC decides not to amend the record as requested, JJC will notify the student in writing of the decision and of the student's right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when the student is notified of the right to a hearing.
The right to provide written consent before JJC discloses personally identifiable information (PII) from the student's education records, except to the extent that FERPA authorizes disclosure without consent.
JJC discloses education records without a student's prior written consent under the FERPA exception for disclosure to school officials with legitimate educational interests. A school official is a person employed by the college 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 JJC who performs an institutional service or 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. 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 JJC.
In addition, it includes persons or organizations providing financial aid, to accrediting agencies carrying function, to representatives of the federal and state governments for audit and evaluation of federal- and state-supported programs, to persons in compliance with a judicial order and to persons in an emergency in order to protect the health and safety of students or other persons.
Rights Regarding Directory Information
FERPA permits school officials to disclose any and all education records, including disciplinary records, to other institutions at which a student seeks to enroll or intends to enroll. FERPA also allows a school to release, without prior consent, information contained in the education record if a student that would not generally be considered harmful or an invasion of privacy if disclosed. Students have the right to refuse to let the college release designated "directory information" listed in 3.a. below, by using the opt-out procedure explained in 3.b. below.
a. JJC hereby designates the following items as "directory information" which may be disclosed by the College at its discretion:
- Student's Name
- Student's Hometown
- JJC-issued student e-mail address
- Enrollment Status - (Full or Part-time)
- Dates of Attendance
- Previous institution(s) attended
- Major field of study
- Awards, honors (includes Dean's list)
- Degree(s) conferred (including dates)
- Past and present participation in officially recognized sports and activities (height and weight for members of athletic teams)
b. To have any or all of the above "directory information" withheld, the student must give JJC written notice by submitting the attached Request to Withhold Disclosure of Directory Information form to the Office of the Registrar, Joliet Junior College, 1215 Houbolt Rd., Joliet, IL 60431 by the 15th day of classes of the first semester in which the student has enrolled during an academic year. Such a request shall be valid for the current academic year. A student may opt out of disclosure of directory information by providing written notice to the Registrar's office.
The right to file a complaint with the U.S. Department of Education concerning alleged failures by JJC to comply with the requirements of FERPA. The name and address of the office that administers FERPA is:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202
- Student Request to Inspect and Review Education Records (PDF)
- Student Request for Formal Hearing (PDF)
- Request to Withhold Disclosure of Directory Information
- Student Optional Disclosure of Private Mental Health Information Form
- Dependent Student Form (PDF)
- FERPA Form
FAQ on Directory Information
Here is some information that students may ask about the release of their directory information. Directory information may be released, without written consent those items that are specified as directory information.
What is “Directory Information”?
Information contained in an education record of a student that would not generally be considered harmful or an invasion of privacy if disclosed.
What type of educational record information is contained in the release of directory information?
The students name, hometown, student’s college e-mail address, place of birth, major field of study, grade-level, enrollment status (e.g., undergraduate, full or part-time), dates of attendance, participation in officially recognized activities, and sports; weight and height of members of athletic teams; degrees or certificates, honors and awards received; and the most recent educational agency or institution attended.
In what circumstances can student directory information be solicited and by whom?
Federal law allows the information to be release to anyone seeking information that is contained in directory information. The college requires that the request be in writing to the Office of the Registrar.
Are students required to participate in directory information releases?
No, students have the right to withhold directory of information. Students are given the opportunity to opt out of the disclosure each semester by completing the 'Request to Withhold Disclosure of Directory Information' form in the section above. The student must complete the request no later than 15 days after the start of the academic semester. The request will remain on file for the academic year and students will need to complete new request the following fall semester.
Who generally submits requests for access to directory information?
Public or private institutions such as other community colleges, four-year universities, all branches of the armed services, or any other public or private service agencies ( e.g. scholarship and academic clearing houses), and any sporting information outlets.
If I opted out of directory information and leave school and are no longer in attendance may JJC disclose the directory information?
No, JJC is required to honor the eligible student’s request to opt out of the disclosure of directory information made while the student was in attendance, unless the student rescinds the opt out request.
Is there any benefit to disclosing this personal information?
That is a personal decision weighed by the individual student. This information is used by various parties that may offer opportunities to the student that might not otherwise be known to the student.