The information below is from the Northeast Mississippi Community College Procedures Manual. Any updated information in latest published version of the Northeast Mississippi Community College Procedures Manual will supersede that listed below.
Northeast maintains student records for both credit and non-credit classes. The Director of Enrollment Services/Registrar is responsible for maintenance, accuracy, and security of records. The initial student records consist of: applications for admission, ACT profile sheets, high school transcripts, class withdrawal/college withdrawal forms, official collegiate transcripts of grades, and other information pertinent to the students’ enrollment. The initial students’ records are maintained in a fireproof vault. As a backup, student grades on a semester basis is entered into the campus computer system for permanent storage. All student files and computer records are secured and are made available according to the published Student Rights and Privacy Act.
Individual Student Records
Records on individual students may be disclosed under the following circumstances:
Any student enrolled at the College has the right to request the opportunity to examine his or her record as maintained in any of the offices on the College campus. The request must be made in writing and the office concerned has 45 days in which to assemble the data and make provisions necessary for the student to examine the record. Examination of the record must either take place in the presence of a college official or, for a reasonable fee; the student may receive a copy of the record.
The following records will not be disclosed to students:
- Financial records of the parents of the student or any information contained therein;
- Confidential letters and statements or recommendations that were placed in the file prior to January 1, 1975, so long as those letters and/or statements are used solely for the purpose for which they were specifically intended.
- Letters of recommendation to which the student has waived his or her right of access.
After examination of the records, it is possible for the student to challenge entries and add factual, explanatory information to the records. This challenge does not give the student the right to question the appropriateness of a grade, but instead, does allow for the examination of the correctness of the recording of the grade that has been given by an instructor. If the College does not amend a record as requested, the student will be notified and informed of the right to a hearing. Results of hearings will be given in writing to eligible students according to procedures, which shall include:
- Hearings will be conducted within a reasonable time frame;
- Parents and/or eligible students will be given notice of date, place, and time of hearing;
- The hearing will be conducted by an official of the institution, named by the President of the College, who does not have a direct interest in the outcome of the hearing;
- Parents and/or eligible students can present evidence relevant to the issue and maybe represented by individuals including attorneys; and
- Decisions will be given in writing in a reasonable period of time and will be based solely on evidence presented at the hearing.
Requests by Parents
The Family Education Right to Privacy Act (FERPA) allows parents of dependent students age 17 and under the right to examine the record of their dependent students. Parents must come to the Records office with a picture ID in order to view the record. Student records will not be shared via telephone, fax or e-mail. Parents who wish that their dependent student record be kept confidential must follow the same procedure as independent students. If a parent wishes to obtain copies of their dependent student record, those requesting the record must bear the cost of reproducing the record.
No parent may see a record that his or her dependent child is not entitled to view. Parents of independent students are not allowed to view their student’s records without the written, verifiable permission of the student.
Request by Agencies and Institutions
In addition, without first obtaining the permission of the student or the parents, student records are available to certain individuals, agencies, and institutions. These are:
- College officials including instructors who have legitimate educational interest in reviewing the record;
- “Authorized representative of (I) the Comptroller General of the United States, (ii) the Secretary, (iii) an administrative head of an education agency...” and “State education authorities...;”
- The Financial Aid Office or any other appropriate office of person in connection with Organizations that conduct validation studies on predictive tests, administering student aid programs, and improving instruction. Such studies must be conducted to assure that the personal identification of the individual students or parents cannot be made public;
- Accrediting organization in order to carry out their accrediting functions;
- The courts by court order or subpoena on the condition that the student is notified of the order or subpoena in advance of sending the records; and
- Appropriate persons in emergency situations, if the knowledge of the records is necessary to protect the health and safety of the student or other persons. The following factors will be taken into account in determining whether information will be given in emergency situations;
- The seriousness of the threat to health or safety of the student or other individuals.
- The need for the information to meet the emergency;
- Whether the parties to whom the information is disclosed are in a position to deal with the emergency; and
- The extent to which time is of the essence in dealing with the emergency.
The College must keep a log of all parties, other than College employees, who have requested or obtained access to a student’s records. This log will contain the reason why access was requested. The log will not be made available to anyone other than the student and the College employees.
Any time information concerning the student is transmitted to a third party; the party must be notified that it is illegal under the Family Educational Rights and Privacy Act of 1974 to share the information with anyone else without written permission from the student.
Student records, prior to fall 1993, are digitally imaged with students’ initial files being purged of all information with the exception of hard copy of transcript that is retained in the file. Purged information is shredded and destroyed. Backup computer tapes containing students’ transcripts, from fall 1993 forward, are placed on permanent tape/disk in the computer system. This institution adheres to the American Association of Collegiate Registrars and Admissions Officers (AACRAO) Retention of Records policies.
A transcript will be issued only upon written and signed request from the student. Students may request transcripts by presenting a signed transcript request to the Records Office in person; via the college website at www.nemcc.edu; by fax to (662) 720-7405 or by mail. E- mail requests will not be honored. Forms may be obtained by visiting the Records Office, calling (662) 720-7187, or downloading from the college’s website. Transcripts are released to students who have met all financial obligations to the college and do not have any HOLDS on their record. A $5 fee is required for all transcripts. If the student order is the transcript from the college website, the company charges a handling fee in addition to the $5 fee.
Directory Information can be made available on college students without the previous consent of the student. Data defined as directory information are student's name, address, telephone number, e-mail address, 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 attendance, degrees received, honors and awards earned, and the most recent educational agency attended by the student and other similar information.
A student, who does not want information released, must provide written notice to the Records Office prior to the close of registration for the current term of college. This request to withhold disclosure will be in effect until rescinded by the student in writing.
Custodian of Records
Northeast students are notified annually regarding college policies concerning student academic records. The Records Office strives to follow guidelines set forth by the American Association of Collegiate Registrars and Admissions Officers (AACRAO) in compliance with the Family Educational Rights and Privacy Act (FERPA). Students are given information regarding:
- Cost of Issuance of Transcripts
- Name and Location of the College’s Registrar
- Policies for Reviewing Records
- Procedures for Accessing Student Records
- Procedures in Challenging a Record
- What is Considered Directory Information