Family Educational Rights and Privacy Act (FERPA)
All student records of Mt. San Jacinto College are maintained in accordance with the provisions of the Family Educational Rights and Privacy Act of 1974. The two basic elements of the act are the student's right to review and challenge his/her record and the conditions under which information in the record can be released to outside parties. A copy of the complete text of this act is available in the college library.
Further information about the federal regulation may be found at: www.ed.gov/policy/gen/guid/fpco/ferpa/index.html
Student Records and Privacy Act
For the purposes of this policy, Mt. San Jacinto Community
College District (MSJCCD) uses the following definitions of
- Student – any person who attends or has attended Mt. San
Jacinto College (MSJC)
- Education records – any record (in handwriting, print,
tapes, film, photograph or other medium) maintained by
MSJC or any agent of the college that is directly related to
a student, except:
- A personal record kept by a staff member, if it is kept
in the personal possession of the individual who made
the record, and information contained in the record
has never been revealed or made available to any other person except the maker’s temporary substitute;
- An employment record of an individual, whose
employment is not contingent on the fact that he or
she is a student, provided the record is used only in
relation to the individual’s employment;
- Records maintained by MSJC security if the record
is maintained solely for law enforcement purposes, is
revealed only to law enforcement agencies of the same
jurisdiction and does not have access to education
records maintained by the college;
- Records maintained by health services if the records are
used only for treatment of a student and made available
only to those people providing the treatment; and
- Alumni records containing information about a student
after he or she is no longer in attendance at the college
and the records do not relate to the person as a student.
Procedure to Inspect Records
Students may inspect and review their education records upon
request to the appropriate record custodian. Students should
submit to the record custodian or an appropriate college staff
person a written request identifying as precisely as possible the
record or records he or she wishes to inspect.
The record custodian or an appropriate college staff person
will make the needed arrangements for access as promptly as
possible and notify the student of the time and place where the
records may be inspected. Access must be within 45 days from
the receipt of the request.
When a record contains information about more than one
student, the student may inspect and review only the records
that related to him or her.
Right to Refuse Access
MSJC reserves the right to refuse student access to the
- The financial statement of the student’s parents;
- Letters and statements of recommendation for which the
student has waived his or her right of access, or which were
placed in the file before January 1, 1975;
- Those records which are excluded from the FERPA
definition of education records.
Refusal to Provide Copies
MSJC reserves the right to deny transcripts or copies of records
not required to be made available by the FERPA in any of the
- The student lives within commuting distance of the college;
- The student has an unpaid financial obligation to the
- There is an unresolved disciplinary action against the
Mt. San Jacinto College designates the name, participation
in officially recognized activities and sports, weight, height and
high school graduation of athletic team members, photographs
and degrees/awards/honors received, including the President’s
Honor List, as directory information.
Unless the individual student files a written statement within
the first two weeks of each semester requesting that the directory
information not be released, the college may make directory
information available to various agencies, companies and people.
Student names and addresses may be provided to a private or
public school or college. No private or public school or college
shall use this information for other than purposes directly related
to the academic or professional goals of the institution.
Directory information and other personal information may be
given to appropriate persons in connection with an emergency
if the knowledge of that information is necessary to protect the
health or safety of a student or other persons.
Disclosure of Education Records
MSJC will disclose information from a student’s education
record only with the written consent of the student*, except to:
- College officials who have a legitimate educational interest
in the records;
- To officials of another school or college, upon request, in
which a student seeks or intends to enroll;
- To certain officials of the U.S. Department of Education,
the Controller General and state and local educational
authorities, in connection with certain state or federally
supported education programs;
- In connection with a student’s request for, or receipt of
financial aid, as necessary to determine the eligibility,
amount or conditions of the financial aid, or to enforce
the terms and conditions of the aid;
- To organizations conducting certain studies for, or on
behalf of the college;
- To accrediting organizations to carry out their functions;
- To comply with a judicial order or a lawfully issued
- To appropriate parties in a health or safety emergency.
*Students must provide written consent in order to allow a parent, spouse, child, or any other designee to have access to view records or request information. A consent form is available at the Enrollment Services office and is valid for one year.
FERPA gives parents certain rights with respect to their children's education records. These rights transfer to the student when he/she reaches the age of 18 or attends a school beyond the high school level.