Registrar · Student Records Privacy

FERPA

The Family Educational Rights and Privacy Act of 1974 affords eligible students certain rights with respect to their education records. An eligible student is a student who is 18 years of age or older or who attends a postsecondary institution.

Student Record Privacy

FERPA gives eligible students rights related to inspecting, reviewing, amending, and controlling certain disclosures from their education records.

Questions?

Call (928) 776-2107.

These rights include:

1. The right to inspect and review education records

Students have the right to inspect and review their education records within 45 days of the day Yavapai College receives a request for access.

A student should submit a written request to the registrar, dean, head of the academic department, or other appropriate official. The request should identify the record or records the student wishes to inspect. The College official will arrange access and notify the student of the time and place where the records may be inspected.

If the records are not maintained by the official who receives the request, that official will advise the student of the correct official to whom the request should be addressed.

2. The right to request amendment of education records

Students have the right to request amendment of education records they believe are inaccurate, misleading, or otherwise in violation of their privacy rights under FERPA.

A student who wishes to ask the College to amend a record should write the school official responsible for the record, clearly identify the part of the record the student wants changed, and specify why it should be changed.

If the College decides not to amend the record as requested, the College will notify the student in writing of the decision and of the student’s right to a hearing regarding the request for amendment.

3. The right to provide written consent before disclosure

Students have the right to provide written consent before the College discloses personally identifiable information, or PII, from education records, except to the extent that FERPA authorizes disclosure without consent.

The College may disclose education records without a student’s prior written consent under the FERPA exception for disclosure to school officials with legitimate educational interests.

A school official may include an employee, trustee, student serving on an official committee, volunteer, or contractor performing an institutional service or function for the College. A school official has a legitimate educational interest when the official needs to review an education record to fulfill professional responsibilities for the College.

4. The right to file a complaint

Students have the right to file a complaint with the U.S. Department of Education concerning alleged failures by Yavapai College to comply with FERPA requirements.

Family Compliance Office

U.S. Department of Education

400 Maryland Ave. S.W.

Washington, DC 20202-5901

Disclosure Without Prior Written Consent

FERPA permits disclosure of PII from student education records without student consent if the disclosure meets certain conditions found in 99.31 of the FERPA regulations. Eligible students have a right to inspect and review the record of disclosures.

  • To other school officials, including teachers, whom the College has determined to have legitimate educational interests.
  • To officials of another school where the student seeks or intends to enroll, or where the student is already enrolled, if the disclosure relates to enrollment or transfer.
  • To authorized representatives of the U.S. Comptroller General, U.S. Attorney General, U.S. Secretary of Education, or state and local educational authorities.
  • In connection with financial aid for which the student has applied or which the student has received.
  • To organizations conducting studies for, or on behalf of, the school.
  • To accrediting organizations to carry out accrediting functions.
  • To parents of an eligible student if the student is a dependent for IRS tax purposes.
  • To comply with a judicial order or lawfully issued subpoena.
  • To appropriate officials in connection with a health or safety emergency.
  • Information the school has designated as directory information.
  • To a victim of an alleged perpetrator of a crime of violence or a non-forcible sex offense, subject to FERPA requirements.
  • To the general public, final results of a disciplinary proceeding, subject to FERPA requirements.
  • To parents of a student under age 21 regarding certain violations involving alcohol or a controlled substance.

This section is a summarized presentation of the FERPA disclosure conditions from the source content. Keep the full legal language available if this page must function as the official annual notice.

Directory Information

In compliance with FERPA, Yavapai College designates certain personally identifiable information about a student as directory information. Unless restricted by a student, directory information may be released to the public without the prior consent of the student.

A student may request a privacy hold, also known as a confidential hold, in person or in writing. These requests remain in effect until revoked in person or in writing.

  • Name, address, and telephone number
  • 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 and enrollment status
  • Degrees and awards received
  • ID numbers
  • Most recent previous educational agency or institution attended
  • Photographs
  • College-issued email address
  • Grade level

FERPA Annual Notice Addendum

As of January 3, 2012, U.S. Department of Education FERPA regulations expanded the circumstances under which education records and personally identifiable information may be accessed without consent.

Federal and state authorities may allow access to records and PII without consent to a designated third party for evaluating a federal- or state-supported education program. They may also allow access to education records and PII for certain research studies and may collect, compile, retain, and share PII through statewide longitudinal data systems, subject to applicable requirements.

FERPA is a federal regulation that deals specifically with the education records of students who attend a postsecondary institution, such as Yavapai College.

FERPA provides these rights to the student:

  • Right to inspect and review education records
  • Right to seek to amend education records
  • Right to have some control over the disclosure of information from education records

Yavapai College is conservative in its treatment of student records within FERPA parameters. Written requests to disclose student records must include the student’s signature. The College does not respond to phone requests for specific information because the identity of the caller cannot be verified.

What does this mean for parents?

The best scenario is for the student to provide information directly to parents.

Students can provide a class schedule, grade report, unofficial transcript, or similar information directly to a parent by logging into the Yavapai College website.