Records

To ensure privacy, the college maintains student files in a secured, environment. All documents are scanned into imaging software for retention purposes.

Changes to Student Information

Students are responsible for notifying the Records Office of changes in name, address, or other directory information. Requests and grades can be delayed if this information is not accurate, and a registration hold may be placed on a student’s account.

Records of Progress

Grades are available for students at the end of each term. Records of progress are available on Self-Service (log-in required) at https://selfservice.gtcc.edu

Transcripts

Official GTCC transcripts may be requested online through Parchment. Transcripts cannot be issued if the student has outstanding financial obligations to the college. More information about obtaining official transcripts is available at http://www.gtcc.edu/student-life/records-and-transcripts/requesting-transcripts.php

Students may generate a free, unofficial copy of their transcript via Self-Service at https://selfservice.gtcc.edu

Security of Student Records (FERPA)

Guilford Technical Community College complies fully with the Family Educational Rights and Privacy Act of 1974 (FERPA) and informs students of their rights under FERPA three times per year (after census of the Fall and Spring semesters and the Summer term) via their college-issued email accounts.

FERPA affords eligible students certain rights with respect to their education records. An “eligible student” under FERPA is a student who is 18 years of age or older or who attends a postsecondary institution at any age. “Educational records” are those which directly relate to a student and are maintained by the College. These records may take numerous forms, including paper, media files, etc., and do not only refer to records stored in the Student Records Office or in Colleague.

Educational records do not include:

Records and documents of security officers of the institution that are kept apart from such educational records.
Records of students that are made or maintained by physicians, psychiatrists, psychologists, counselors, or other recognized professionals or paraprofessionals acting in their official capacity and that are made, maintained, or used only in connection with a provision for treatment of the student and not available to anyone other than persons providing such treatment, except that such records can be personally reviewed by a physician or other appropriate professional of a given student’s choice.

Students may not review or inspect the following:

Financial records of the parents of the student or other information therein contained.
Confidential recommendations, if the student has signed a waiver of her or his rights of access, provided that such a waiver may not be required of the student.

Rights Guaranteed by FERPA

The right to inspect and review the student’s education records within 45 days after the day Guilford Technical Community College receives a request for access. A student who wishes to review their educational records must submit to the Registrar a written request that identifies the record(s) the student wishes to inspect. The Registrar 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 Records Office, the Registrar will advise the student of the correct official to whom the request should be addressed.

The right to request the amendment of the student’s education records that the student believes is inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA.

A student who wishes to ask GTCC to amend a record should make a written request to the Registrar, clearly identify the part of the record the student wants changed, and specify why it should be changed.

If GTCC decides not to amend the record as requested, the Registrar will notify the student in writing of the decision and the student’s 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.

The right to provide written consent before GTCC discloses personally identifiable information (PII) from the student’s education records, except to the extent that FERPA authorizes disclosure without consent.

Guilford Technical Community College discloses 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” is typically defined as a person employed by GTCC in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel and health staff); a person serving on the board of trustees; or a student serving on an official committee, such as a disciplinary or grievance committee. A school official also may include a volunteer or contractor outside of GTCC who performs an institutional service of function for which the school would otherwise use its own employees and who is under the direct control of the school with respect to the use and maintenance of PII from education records, such as an attorney, auditor, or collection agent or a student volunteering to assist another school official in performing his or her tasks. A school official typically has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibilities for GTCC.

The right to file a complaint with the U.S. Department of Education concerning alleged failures by Guilford Technical Community College to comply with the requirements of FERPA. The name and address of the office that administers FERPA is:

Student Privacy Policy Office

U.S. Department of Education

400 Maryland Avenue, SW

Washington, DC 20202

Directory Information

Directory information is information not generally considered harmful or an invasion of privacy if disclosed. In compliance with the Family Education Rights and Privacy Act of 1974 (FERPA), GTCC defines directory information as:

Student’s name
Field of study
Most recent previous institution attended
Enrollment status (e.g. full-time, part-time)
Participation in officially recognized activities and sports
Weight and height of athletes
Dates of attendance at the College
College degree(s) and award(s) earned and completion dates

While FERPA includes date and place of birth, student address, and telephone number, the College reserves the right to omit this from directory information to protect students from possible discrimination.

The college designates photographs, videos, or other media containing a student’s image or likeness as “limited-use directory information.” As designated, this data will not be provided to external parties not contractually affiliated with the College. Use and disclosure of this information shall be limited to publication on websites hosted by, on behalf of, or for the benefit of the college; publication in print for purposes including college marketing, public relations, outreach, and press releases; at college events such as athletic events, college fairs and open houses, student organization activities, campus atmosphere, etc.; college officials who have access, consistent with FERPA, to such information and only in conjunction with a legitimate educational interest; and external parties contractually affiliated with the college, including official third-party vendors and partner institutions with a joint memorandum of understanding.

Disclosure of information other than directory information requires prior written consent of the student. The consent must specify records that may be disclosed, state purpose of disclosure, and identify party or class of parties to whom disclosure may be made.

Although directory information is not considered an invasion of privacy and is an exception which does not require prior consent from the student, concerns or inquiries should be referred to the Records Office.

Disclosure Exceptions

FERPA permits the disclosure of PII from students’ education records, without consent of the student, if the disclosure meets certain conditions found in § 99.31 of the FERPA regulations. Except for disclosures to school officials, disclosures related to some judicial orders or lawfully issued subpoenas, disclosures of directory information, and disclosures to the student, § 99.32 of FERPA regulations requires the institution to record the disclosure. Eligible students have a right to inspect and review the record of disclosures. A postsecondary institution may disclose PII from the education records without obtaining prior written consent of the student:

To other school officials, including teachers, within GTCC whom the school has determined to have legitimate educational interests. This includes contractors, consultants, volunteers, or other parties to whom the school has outsourced institutional services or functions, provided that the conditions listed in § 99.31(a)(1)(i)(B)(1) - (a)(1)(i)(B)(3) are met. (§ 99.31(a)(1))

The college has entered into contractual agreements with vendors that include the following:

National Student Clearinghouse
Maxient Student Conduct Manager
College Foundation Incorporated School Services
QLess
Ellucian
Informer
EAB Navigate
Canvas

To officials of another school where the student seeks or intends to enroll, or where the student is already enrolled if the disclosure is for purposes related to the student’s enrollment or transfer, subject to the requirements of § 99.34. (§ 99.31(a)(2))

To authorized representatives of the U.S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or State and local educational authorities, such as a State postsecondary authority that is responsible for supervising the university’s State-supported education programs. Disclosures under this provision may be made, subject to the requirements of §99.35, in connection with an audit or evaluation of Federal- or State- supported education programs, or for the enforcement of or compliance with Federal legal requirements that relate to those programs. These entities may make further disclosures of PII to outside entities that are designated by them as their authorized representatives to conduct any audit, evaluation, or enforcement or compliance activity on their behalf. (§§ 99.31(a)(3) and 99.35)

In connection with financial aid for which the student has applied or which the student has received, if the information is necessary to determine eligibility for the aid, determine the amount of the aid, determine the conditions of the aid, or enforce the terms and conditions of the aid. (§ 99.31(a)(4))

To organizations conducting studies for, or on behalf of, the school, in order to: (a) develop, validate, or administer predictive tests; (b) administer student aid programs; or (c) improve instruction. (§ 99.31(a)(6))

To accrediting organizations to carry out their accrediting functions. (§ 99.31(a)(7))

To parents of an eligible student if the student is a dependent for IRS tax purposes (§ 99.31(a)(8)). Parents must provide their most recent federal income tax form naming the student as a dependent when requesting access to education records of a dependent.

To comply with a judicial order or lawfully issued subpoena. (§ 99.31(a)(9)). GTCC will provide written notification via registered mail when complying with a subpoena for education records.

To appropriate officials in connection with a health or safety emergency, subject to § 99.36. (§ 99.31(a)(10))

Information the school has designated as “directory information” under § 99.37. (§ 99.31(a)(11)).

To a victim of an alleged perpetrator of a crime of violence or a non-forcible sex offense, subject to the requirements of § 99.39. The disclosure may only include the final results of the disciplinary proceeding with respect to that alleged crime or offense, regardless of the finding. (§ 99.31(a)(13))

To the general public, the final results of a disciplinary proceeding, subject to the requirements of § 99.39, if the school determines the student is an alleged perpetrator of a crime of violence or non-forcible sex offense and the student has committed a violation of the school’s rules or policies with respect to the allegation made against him or her. (§ 99.31(a)(14))

To parents of a student regarding the student’s violation of any Federal, State, or local law, or of any rule or policy of the school, governing the use or possession of alcohol or a controlled substance if the school determines the student committed a disciplinary violation and the student is under the age of 21. (§99.31(a)(15))

Students who wish to allow the release of their student information in instances other than those listed above may complete a Consent to Release Student Information form at http://www.gtcc.edu/media/29128/consentreleasestudentinfo.pdf.

For more details concerning FERPA, please visit the website of the US Department of Education at http://www.ed.gov/policy/gen/guid/fpco/ferpa/index.html