04:16:00 Release of Student Information

Purpose

Provide guidance for releasing student information.

Policy

The Office of Student Records maintains electronic and/or hard copies of student educational records which include: student admissions files, transcripts, grade rosters, course substitutions, drop/add cards, withdrawal cards, graduation information, and other relative educational information. The College ensures the security, confidentiality, and integrity of these records through a system that limits access to hard copies by authorized personnel only and electronically by use of username, passwords, and established categories of staff members with varied access. System security and maintenance is the responsibility of the WS Office of Information Education Technology.

Disciplinary records are maintained in the Office of Student Services. Other departments and/or divisions (i.e. East Tennessee Regional Law Enforcement Academy, Division of Health Programs) may maintain separate educational files specific to the student’s program of study.

Other than advising information given to individual students, the Office of Student Records is the only department authorized to release information on students maintained in Banner. The Office of Student Records maintains appropriate forms which students must sign for the release of information. Students may also file a request that the college release minimal or no information on them. These forms are available in the offices of Student Records and Enrollment Services and on the departments corresponding webpages.

Once these requests are posted in the college system, a warning screen will display “Confidential” at the time a user inputs the Social Security Number or the student ID (W number) in order to access student information. Personnel are advised that unauthorized release of information on a student could result in legal implications for the staff member and/or the school.

On occasion, the Federal Bureau of Investigations (FBI), civil service investigators, etc. request Walters State to perform background checks on students who have applied for employment with agencies that require this type of investigation. These persons are initially directed to the Office of Student Records to verify information such as semesters attended, courses taken, degree(s) earned, grade point average, date of birth, and home address. In addition, personnel in the Office of Student Records may be asked to identify the name and location of faculty members who taught the student in question. Before any information is released in the Records Department, the investigator must provide a signed release form from the student granting permission for the college to provide information contained in the release to the investigator(s). At that time, the original release of information form is filed in the student’s admissions file and a copy is given to the investigator for use by other personnel with whom the investigator may need to talk. Faculty members who are contacted by an investigator must view the release and determine if the investigator has contacted the Office of Student Records prior to giving personal information regarding the student in question. In many instances, students have the right to review a report after it is completed. Faculty members who have questions should contact the Office of Student Records before releasing any information.

The Office of Student Records often receives subpoenas requiring the timely production of records or information pertaining to a specific student involved in a potential or ongoing litigation. This policy formalizes the procedures for responding to subpoenas for student records.

Unless a release of information signed by the student is included with the subpoena or legal request, the College will notify the student of the request. This notice is required by law and provides the student time and opportunity to challenge the request, if the student cares to do so.

The Office of Student Records will copy the students file and send as appropriate with an Affidavit affirming the accuracy of the record. Unless personal delivery or pick-up is requested, all requests are sent via U.S. Postal Service, return receipt requested.

Legal requests and/or Subpoenas requesting educational records of a current or former student enrolled in the East Tennessee Regional Law Enforcement Academy (ETRLEA), will be sent to the Office of Student Records by the Academy and combined with the student’s educational record. The Office of Student Records will then submit the combined file to the appropriate party/agency.

In accordance with FERPA and the Tennessee Board of Regents, directory information may be disclosed without consent. Directory information is defined as that information which would not generally be considered harmful or an invasion of privacy if disclosed. Designated directory information at Walters State includes the following:

1. Name
2. Address (local, permanent residence and electronic mail)
3. Telephone number
4. Class level (semester class or level: first-year, sophomore, junior, senior, etc.)
5. Major
6. Student activities
7. Weight/height (athletic teams)
8. Dates of attendance
9. Enrollment status (full-time, part-time, or not enrolled)
10. Date of graduation
11. Degrees and awards received and where received

A person employed by the College in an administrative, supervisory, academic, research, or support staff position; individuals or entities with whom the College has contracted (e.g., an attorney or auditor, the National Student Clearinghouse, National Student Loan Database, etc.) and students conducting College business (e.g., serving on official committees, working for the College, or assisting another school official in performing his or her tasks) are authorized to review student records. Verification of purpose, identity, and/or credentials may be required.

Students can access their account information through the campus self-service system (MyWS). MyWS is accessible from the Walters State home page. Students must activate their account by using a temporary password. The first time a student accesses StarNET, he/she is prompted to change the password. Students may view their current classes, academic history, unofficial transcripts, account balances, and financial aid information through this system. Students and former students may also review their own educational record by in-person request at the Office of Student Records. A valid photo identification card is required. 08/12; 05/16