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The following statements relate to PCC and the Family Educational Rights & Privacy Act (FERPA) of 1974 - also known as the Buckley Amendment. Please contact the PCC Registrar's Office at (719) 549-3016 with any questions.
V. Custodians of Student Records
The Office of the Registrar shall be responsible for the proposal, interpretation, enforcement, and publication of general policies and procedures consistent with state and federal laws and guidelines as they relate to the creation, maintenance, use, dissemination, and destruction of records of students who are attending or have attended Pueblo Community College, and shall coordinate the development of general policies and procedures with the appropriate College officials listed below.
EACH TYPE OF STUDENT RECORD IS THE RESPONSIBILITY OF A DESIGNATED COLLEGE OFFICIAL, AND ONLY THAT PROFESSIONAL STAFF MEMBER OR DESIGNATE HAS AUTHORITY TO RELEASE THE RECORDS. The responsible officials are listed below, however, all requests for student information are processed through the Office of the Registrar.
| Types |
Location |
Custodian |
| Admission Records |
Admissions & Records Office
College Center Building
900 W. Orman Ave. |
Director/Registrar |
| Evaluation for Admission to Health Programs |
Transfer and Health Professions
Academic Building
900 W. Orman Ave. |
Vice President for Transfer and Health Professions |
| Cumulative Academic
Records (Current and former students) |
Admissions & Records Office
College Center Building
900 W. Orman Ave. |
Director/Registrar |
| Business Records (tuition, fees) |
Controller’s Office
Central Administration Building
900 W. Orman Ave. |
Controller |
| Financial Aid (scholarships, grants, etc.) |
Financial Aid Office
College Center Building
900 W. Orman Ave. |
Director of Financial Aid |
| Advising, Transfer, and Career Planning Records |
Advising, Transfer, & Career Services
College Center Building
900 W. Orman Ave. |
Director of Advising |
| Assessment Test Scores |
Learning Center
Academic Building
900 W. Orman Ave. |
Director of the Learning Center |
| Employment Records (work study, student hourly, etc.) |
Human Resources
Health Sciences Building
900 W. Orman Ave. |
Director of Human Resources |
| Safety & Security Records |
Physical Facilities
Central Administration Building
900 W. Orman Ave. |
Physical Plant Manager |
| Veterans Records |
Admissions and Records
College Center Building
900 W. Orman Ave. |
Director/Registrar |
| Progress Records |
Technology Division
Gorsich Center
900 W. Orman Ave.
Transfer and Health Professions
Academic Building
900 W. Orman Ave. |
Vice President for Technology
Vice President for Transfer and Health Professions
|
| Disciplinary Records |
Student Services Division
College Center Building
900 W. Orman Ave. |
Vice President for Student Services |
| Student Organizations |
College Center and Student Activities
College Center Building
900 W. Orman Ave. |
Director of the College Center |
| Occasional Records
(Student education records not included in the types above such as minutes of faculty committee meetings, copies of correspondence in office not listed, etc.) |
The appropriate official will collect such records, direct the student to their location, or otherwise make them available for inspection and review |
The College staff person who maintains such occasional systems records |
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VI. Release of Grades
The posting of a student's grades is prohibited. Faculty may not post a list of students in his/her class with grades of any type. Regardless of how students’ identity is masked, grades or other student class information may not be posted.
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VII. Right to Challenge Content of Records
A student may challenge the accuracy of handling of educational records maintained by the College on grounds that the records are inaccurate, misleading, or otherwise violate the privacy or other rights of the students. Students who wish to exercise these rights should file a detailed written request with the custodian of the records in question. Each unit that is responsible for a record system shall make available to students the appeal in hearing procedures that exist for that unit.
In general, the appeal and hearing steps will occur in the following sequence until relief is granted or the Vice President renders a final decision:
Appeal for administrative review by the person named as custodian of the record system;
Appeal for administrative review by the director to whom the custodian is responsible;
Appeal for administrative review by the Vice President for the unit maintaining the record system;
Request for hearing to the Office of the Vice President. A formal hearing will be set up by that office and the decision of the hearing panel will be recommended to the Vice President. The student shall be given an opportunity to present to the panel evidence relevant to the issues raised and the panel shall issue a written response. The student may be accompanied by individuals of his/her choice; however, visitors may not participate or have any jurisdiction over the proceedings. Should the student disagree with the response from the Office of the Vice President, the student has the right to place in the educational records a statement commenting on the information in the record and/or setting forth any reasons for disagreeing with the decision of the Office of the Vice President.
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VIII. Waiver of Right of Access to Confidential Recommendations
The waiver of the right to access for a letter of recommendation is allowed for three purposes:
Admission to another educational institution;
Employment;
Receipt of an award or honor. These are the only areas in which waivers are allowed. A student's signature on a waiver is voluntary and is not required as a condition for admission, receipt of financial aid form, or receipt of any other services or benefits from the College. Students who sign the waiver will, upon request, be notified of the names of all persons making confidential recommendations and such recommendations will be used solely for the purpose for which they were specifically intended and will be released only in accordance with the College Student Record Release Policy. Revocation of waivers must be in writing to be effective.
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IX. Creation, Permanence, and Disposal of Student Records
The following is a general guideline regarding the disposal of student records:
Only such records as are demonstrably and substantially relevant to the educational purposes of the College shall be generated or maintained;
Permanent retention of student records is limited to those records which are of long-range value to the individual or the College;
All duplicate copies of permanent records, other than those maintained by the custodian of the permanent record*, and all non-permanent student records shall be maintained only for the minimum period of time required to serve the basic official function of the individual or department generating or maintaining them. Such records shall be destroyed as soon as they are no longer needed, e.g., within one year following graduation or two years after last date of attendance. A student will be granted access to his or her records prior to their destruction when the student has an unsatisfied request outstanding.
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X. Complaint Procedures
Students are encouraged to report any violations and seek redress from PCC officials responsible for the area in which the violation occurred (see attached "Specific Procedures Pertaining to Student Records --II). However, complaints regarding violations of rights accorded students by Section 438 of the Privacy Rights of Parents and Students Act or the regulation, may be submitted to the Department of Health, Education and Welfare. Such allegations must be submitted in writing.
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