Student Information & Records

Documentation to provide residency, correct date of birth, or social security number must be submitted to the Admissions and Records Office. Students must obtain a Personal Information Change form from the Admissions and Records Office to change their name on official college records.

Proof of a legal name change, such as a marriage license, court order, or naturalization papers, is required to complete the request. It is recommended that a new student ID card be obtained from Photo ID on the first floor of the Student Center. Mailing/email addresses and phone numbers can be updated on the Personal Information channel on the student tab of myGateway.

Pursuant to the Federal Family Educational Rights and Privacy Act (FERPA) of 1974, the North Orange County Community College District has established Board Policy 5040 (BP 5040) — Student Records Privacy, which covers the release of student records. The college may make public, without prior student consent, only certain directory information. This information will consist of the student’s name, major field of study, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, degrees and awards received, the most recent previous public or private school attended by the student, and any other information authorized in writing by the student.

Students who wish to have this directory information further restricted may do so on the online College Application for Admission or by making the request in the Admissions and Records Office.

No other student information will be disclosed without prior student consent except to college officials and employees of the District with legitimate educational interests unless pursuant to a court order or lawfully issued subpoena, or as otherwise authorized by applicable federal and state laws.

A copy of the District policy is available on the District website, www.nocccd.edu.

In accordance with Title V (California Code of Regulations) and the provisions of the Federal Family Educational Rights and Privacy Act (FERPA) of 1974, the North Orange County Community College District has established an official policy for student review of and release of student records and students are guaranteed the right to the privacy of their records. This policy allows for the student to review his or her records after contacting the Admissions and Records Office. The policy also describes when student records will be released to a third party and allows the release of student directory information unless the student informs the Admissions and Records Office that he/she does not want such information released.

This policy is available for student review and includes:

  • the types of student records and information maintained;
  • the official responsible for the maintenance of each type of record;
  • the policies for reviewing and expunging records;
  • the right of each student to access his or her records;
  • procedures for challenging the content of student records;
  • the cost of producing copies of records;
  • the categories of information designated as directory information;
  • the locations of any required logs or records;
  • definitions of officials and employees and legitimate educational interest; and
  • the right of a student to file a complaint with the United States Department of Health, Education and Welfare.

Any student wishing to review this policy in its entirety may do so by contacting the Admissions and Records Office.

Beginning with the Spring 2021 semester, students may request to have their preferred or chosen name displayed on class rosters, student ID cards, and in Canvas. Students who wish to have their preferred or chosen name included in their student records may submit a Personal Information Change form to the Admissions and Records Office.

The Family Educational Rights and Privacy Act (FERPA)

Affords students certain rights with respect to their education 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 registrar, dean, head of the academic department, or other appropriate official, written requests that identify the record(s) they wish to inspect. The College official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the College official to whom the request was submitted, that official shall 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 record that the student believes is inaccurate. Students may ask the College to amend a record that they believe is inaccurate. 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. 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. One 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, 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 Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility. Upon request, the College discloses education records without consent to officials of another school in which a student seeks or intends to enroll or is already enrolled so long as the disclosure is for the purposes related to the student’s enrollment.
     
  4. The right to file a complaint with the U.S. Department of Education 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
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202-4605

Who must comply with FERPA?

Any educational institution (school or other entity that provides educational services and is attended by students) and educational agency (entity that administers schools directly linked to it) that receives funds under any program administered by the U.S. Secretary of Education.

What does FERPA require for educational institutions to be in compliance?

Notify students annually. Schools must notify students of their rights on an annual basis. There is no specific method that schools must use to notify students; it is up to the institution. The notice must take a form that is “reasonably likely” to notify students. Recommended and most frequently used ways include:

  • Student bulletin, handbook, or catalog
  • School or local newspaper
  • Student registration packet
  • Protect students’ rights to inspect and review their education records.
  • Protect students’ rights to request to amend their education records.
  • Protect students’ rights to limit disclosure of personally identifiable information contained in education records.
  • Ensure that third parties do not re-disclose personally identifiable information (except under a few circumstances).
  • Keep records of requests for and disclosures of student education records in limited situation

Who has FERPA rights at the post-secondary level?

A student “in attendance” (regardless of age) and former students.

  • Student applies to all students attending — including continuing education students, students auditing a class, distance education students, and high school students enrolled in college.
  • In attendance applies to and is determined by the institution. If the institution has not defined when a student is “in attendance” that date becomes the day the student first attends a class at the institution.

What rights does FERPA provide for students?

  • Right to inspect and review their education records.
  • Right to request to amend their education records.
  • Right to limit disclosure of some “personally identifiable information” (information that would directly identify the student or make the student’s identity easily traceable) known as directory information.

What is considered Directory Information?

  • Student’s name
  • Major field of study
  • Participation in officially recognized activities and sports
  • Weight and height of members of athletic teams
  • Dates of attendance
  • Degrees and awards received
  • The most recent previous public or private school attended by the student
  • Any other information authorized in writing by the student.

BP 5040 Student Records, Directory Information, and Privacy provides the guidelines for maintenance of student records and rights to access.