Columbia College Hollywood maintains information on students regarding their admission, registration, academic history, career, student benefits or services, extracurricular activities, advisement, discipline or matters relating to student conduct. The College maintains these records in accordance with the provisions of the Family Educational Rights and Privacy Act of 1974 (FERPA). This means that the College shall not, except as otherwise authorized, permit any access to or release of information except where required by law (e.g., federal and state educational and auditing officers, including application for financial aid), and then only on the basis of educational interest.
Any currently enrolled or former student has the right to inspect and review personal academic records upon request through the Registrar’s Office. Students may challenge the accuracy of the records or the appropriateness of their retention in College files.
The College regards certain directory information related to any student currently enrolled at the College as public information which may be released. Student directory information is limited to one or more of the following: student’s name, current enrollment status, address, phone number, email address, dates of attendance, major field of study, degrees and awards received, and the most recent previous public or private school attended by the student. The students grant CCH the right to publicize and release such information to the media for CCH publicity, events, and programs. The College at its discretion may limit or deny the release of directory information to public or private persons or organizations based on the best interests of the student.
A student may request in writing to the Registrar that student directory information concerning the student not be released. This request must be submitted within at least 10 working days following that student’s initial registration or the individual’s registration for any quarter and must be renewed in writing each quarter.
What are my rights under FERPA?
As a college student you have the following rights:
- The right to inspect and review your education records (does not include parents’ financial information) within 45 days of the day the College receives a request for access. Students should submit to the Registrar written requests that identify the record(s) they wish to inspect. The Registrar will arrange for access and notify the student of the time and place where records may be inspected. If the Registrar does not maintain the records, the Registrar will advise the student of the correct official to whom the request should be addressed.
- The right to request amendment of education records that you believe are inaccurate or misleading. Students should ask the College to amend a record that they believe is inaccurate or misleading. They should write the College official responsible for the record, clearly identify 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 requestedby 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 hearing procedures will be provided to the student when notified of the right to a hearing.
- The right to have some control over the disclosure of personally identifiable information from your education records, except to the extent that FERPA authorizes disclosure without consent. One exception, which permits disclosure without consent, is disclosure to school officials with legitimate educational interests. A school official is defined as a person employed by the College in an administrative, supervisory, academic, or support staff position (including law enforcement unit 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 Board of Trustees; or assisting another school official in performing his or her tasks. A school official has legitimate educational interests if the official needs to review an education record in order to fulfill his or her professional responsibility.
- The right to file with the US Department of Education a complaint concerning alleged failures by the College to comply with the requirements of FERPA. The name and address of the Office that administers FERPA is: Family Policy Compliance Office, US Department of Education, 400 Maryland Avenue, SW, Washington, DC 20202-5901
Can I control the release of Directory Information?
You can restrict the release of Directory Information by completing a Non-Disclosure Form and submitting it to the Registrar’s Office.
You should consider carefully the consequences of any decision made by you to withhold “Directory Information.” If such a request is made, the College will not release your name in any press releases, including Dean’s Honor Roll notification to hometown newspapers. Student activities, campus organizations, and friends will not be able to obtain directory information on you. In addition, without your specific written approval, College officials will not be able to confirm your enrollment or graduation for reasons like insurance, nor include your name in the Graduation Commencement program.
Once filed, this request becomes a permanent part of your record until you instruct Columbia College Hollywood, in writing, to have the request removed.
Do my parents or other family members have access to my education records?
A parent or guardian does not have access to your education records without your written consent on a FERPA Release Form, unless your parent or guardian presents a certified copy of the most recent federal income tax form that reports you as a dependent.
A spouse or other person would also have to have your written consent to access your education records. The FERPA Release Form is also available in the Office of the Registrar.
For more information
Questions about FERPA may be directed to Columbia College Hollywood, Office of the Registrar, 18618 Oxnard Street, Los Angeles, CA 91356 or by email at firstname.lastname@example.org. You may also call us at (818) 345-8414.