AP 5040 Student Records, Directory Information, and Privacy - Administrative Procedures, Chapter 5 Student Services

  • References: Education Code Sections 71091 and 76200 et seq.; Title 5 Sections 54600 et seq.; U.S. Patriot Act; Civil Code Section 1798.85

The District maintains a cumulative record of enrollment, scholarship, and educational progress for each student.

Release of Student Records

No instructor, official, employee, or governing board member shall authorize access to student records to any person except under the following circumstances:

  • Student records shall be released pursuant to a student's written consent. A consent form used for this purpose is available from the Admissions and Records office.
  • “Directory information” may be released in accordance with the definitions in Board Policy 5040.
  • Students who do not want directory information released must file a “Restriction to Access” document with the Records Office.
  • Student records shall be released pursuant to a judicial order or a lawfully issued subpoena.
  • Student records may be released to employees, officials and agents acting on behalf of the District (including law enforcement unit personnel and health staff) only when they have a legitimate educational interest to inspect the record.
  • Student records may be released to authorized representatives of the Comptroller General of the United States, the Secretary of Education, an administrative head of an education agency, state education officials, or their respective designees or the United States Office of Civil Rights, where that information is necessary to audit or evaluate a state or federally supported educational program or pursuant to federal or state law. Exceptions are that when the collection of personally identifiable information is specifically authorized by federal law, any data collected by those officials shall be protected in a manner that will not permit the personal identification of students or their parents by other than those officials, and any personally identifiable data shall be destroyed when no longer needed for that audit, evaluation, and enforcement of federal legal requirements.
  • Student records may be released to officials of other public or private schools or school systems, including local, county or state correctional facilities where education programs are provided, where the student seeks or intends to enroll or is directed to enroll. The release is subject to the conditions in Education Code 76225.
  • Student records may be released to agencies or organizations in connection with a student's application for, or receipt of, financial aid, provided that information permitting the personal identification of those students may be disclosed only as may be necessary for those purposes as to financial aid, to determine the amount of the financial aid, or conditions that will be imposed regarding financial aid, or to enforce the terms or conditions of financial aid.
  • Student records may be released to organizations conducting studies for, or on behalf of, accrediting organizations, educational agencies or institutions for the purpose of developing, validating, or administrating predictive tests, administering financial aid programs, and improving instruction, if those studies are conducted in such a manner as will not permit the personal identification of students or their parents by persons other than representatives of those organizations and the information will be destroyed when no longer needed for the purpose for which it is conducted.
  • Student records may be released to appropriate persons in connection with an emergency if the knowledge of that information is necessary to protect the health or safety of a student or other persons, subject to applicable federal or state law.
  • The following information shall be released to the federal military for the purposes of federal military recruitment: student names, addresses, telephone listings, dates and places of birth, levels of education, degrees received, prior military experience, and/or the most recent previous educational institutions enrolled in by the students.

Charge for Transcripts or Verifications of Student Records

A student/former student shall be entitled to two free copies of the transcript of his/her record or to two free verifications of various student records. Additional copies shall be provided at a fee.

Electronic Transcripts

The District may release and receive electronic student transcripts.

Use of Social Security Numbers

The District shall not do any of the following:

  • Publicly post or publicly display an individual’s social security number;
  • Print an individual’s social security number on a card required to access products or services;
  • Require an individual to transmit his/her social security number over the internet using a connection that is not secured or encrypted;
  • Require an individual to use his/her social security number to access an Internet Web site without also requiring a password or unique personal identification number or other authentication device; or
  • Print, in whole or in part, an individual’s social security number that is visible on any materials that are mailed to the individual, except those materials used for:
    • Application or enrollment purposes;
    • Establishing, amending, or terminating an account, contract, or policy; or
    • Confirming the accuracy of the social security number.

Adopted: November 2013