I. Purpose

This policy outlines the procedures and guidelines for maintaining the confidentiality, security, and proper handling of student records at Quincy College, ensuring compliance with federal and state laws, including the Family Educational Rights and Privacy Act (FERPA).

II. Policy Details

A. Confidentiality and Access

  • FERPA Compliance: Quincy College adheres to the Family Educational Rights and Privacy Act (FERPA), ensuring the privacy and security of student education records.
  • Student Rights: Students aged 18 or older have the right to view their own records in the presence of a College employee. An appointment, scheduled within 48 hours of the request, may be required.
  • Third-Party Access: Information will not be released to individuals outside the College without the student's written permission, except in cases of legal requirements or parental requests for students under 18.

B. Directory Information

  • Public Notice: Quincy College may disclose directory information upon request, including:
    • Student's name, address, and telephone listing
    • Date and place of birth
    • Major field of study
    • Participation in officially recognized activities and sports
    • Weight and height of athletic team members
    • Dates of attendance
    • Degrees and awards received
    • Most recent educational institution attended
  • Opt-Out: Students can opt-out of directory information disclosure by notifying the Registrar’s Office by emailing registrar@quincycollege.edu from their Quincy College email by October 1 for the fall semester or February 1 for the spring semester.

C. Maintenance and Security of Records

  • Record Types: Quincy College maintains records on all current and former students. These records are necessary to support educational requirements and goals.
  • Access Limitation: Access is restricted to appropriate Quincy College employees, personnel working on behalf of the College, and the student in question unless specific permission is granted by the student or allowed under the law.
  • Cybersecurity Measures: Quincy College implements robust cybersecurity measures to protect student records from unauthorized access, breaches, and other cyber threats.

D. Releasing Information to Third Parties

  • Quincy College may release personally identifiable information without student consent to:
    • U.S. Citizenship and Immigration Services
    • Immigration and Customs Enforcement for SEVIS purposes
    • Military recruiters
    • Accreditation organizations
    • Parents of dependent students for tax purposes
    • Persons with written permission from the student
    • Organizations providing financial aid
    • Parents regarding students' violations of laws or policies related to alcohol or controlled substances (if under 21)
    • State and local officials as required
    • Other institutions where the student seeks admission
    • Persons complying with judicial orders or subpoenas
    • Persons in health or safety emergencies
    • Victims of crimes of violence or non-forcible sex offenses
    • Authorized federal or state educational program representatives
    • Representatives of Veteran’s Affairs for student assistance

E. Complaints

  • Students who believe their FERPA rights have been violated can file a written complaint with the Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue, SW, Washington, D.C. 20202.

III. Responsibilities

  • Students: Responsible for understanding their rights under FERPA and following procedures to view or restrict access to their records.
  • Registrar’s Office: Manages the maintenance, security, and authorized disclosure of student records.
  • IT Department: Ensures the implementation and maintenance of cybersecurity measures to protect student records.

IV. Review and Amendments

This policy is subject to periodic review and amendments to ensure compliance with federal and state laws, cybersecurity standards, and institutional requirements.

V. Important Reminders

  • Students must notify the Registrar’s Office if they wish to restrict the disclosure of their directory information.
  • Proper maintenance and confidentiality of student records are critical to ensuring students' privacy and compliance with legal standards.
  • Quincy College employs advanced cybersecurity practices to safeguard the integrity and confidentiality of student records.

Original: October 1999

Reviewed:  August 2020

Updated: July 2023 (change to Registrar); July 2024