(Family Educational Rights and Privacy Act)

Every year, Halifax Community College informs students of their rights under the Family Educational Rights and Privacy Act of 1974, as amended. Halifax Community College complies with this federal statute which affords students over 18 years of age, or attending a postsecondary institution (“eligible students”) certain rights with respect to their educational records.

These rights include:

1.    The right to inspect and review the student’s education records within 45 days of the day the College receives a request for access. Students should submit to the Office of the Registrar written requests that identify the record(s) they wish to inspect. The Office of the Registrar will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records requested are not maintained by the College, the Registrar shall advise the student of that fact. If the records are maintained by another College Official; the Office of the Registrar will advise the student of the correct official to whom the request should be addressed.

2.    The right to request the amendment of the student’s education records that the student believes are inaccurate or misleading. Students may ask the Registrar to amend a record that they believe is inaccurate or misleading. They should write the Registrar, clearly identifying the part of the record they want changed, and specify why it is inaccurate or misleading. If the College decides not to amend the record as requested by the student, the College will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.

3.    The right to consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent. An exception which permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by the College in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the College has contracted (such as an attorney, auditor, or collection agent); a person serving on the Halifax Community College Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance FERPA committee; or assisting another school official in performing his or her tasks. A school has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.

4.    In accordance with the Act, the following directory information will be released upon request, unless a written notice to the contrary is received by the Office of the Registrar:

● Name
● Dates of Attendance
● Enrollment Status
● Date and Place of Birth
● Class
● Major
● Awards
● Honors
● Degrees conferred
● Past and present participation in officially recognized sports and non-curricular activities
● Physical factors (height, weight) of athletes
● Previous educational institutions most recently attended

5.    The right to file a complaint with the U.S. Department of Education concerning alleged failures by the College to comply with FERPA. The name and address of the Office that administers FERPA is:

Family Policy Compliance Office
U.S. Department of Education
600 Independence Avenue, S.W.
Washington, D.C. 20202-4605

This notice is not intended to be fully explanatory of students’ rights under the Family Educational Rights and Privacy Act. Copies of the Halifax Community College Compliance Policy and the Family Educational Rights and Privacy Act are available from the Registrar’s Office.