Records

The college keeps all student files in a secured, fire-proof environment in Enrollment Services. All documents are scanned into imaging software for retention purposes.

Changes to Student Information

Students are responsible for notifying Enrollment Services of a change 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 WebAdvisor (log-in required) at https://webadvisor.gtcc.edu

Transcripts

Official GTCC transcripts may be requested online, by mail, or in person. 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 WebAdvisor at https://webadvisor.gtcc.edu

Release of Information

What is FERPA?

The Family Educational Rights and Privacy Act of 1974 is federal legislation regarding the privacy of student records. It governs the disclosure of education records maintained by institutions (including GTCC) and access to those records.

What rights does FERPA give students?

Inspect & review their education records
Have some control over disclosure of information from their education records
Seek to amend incorrect education records

What is an education record?

All records that directly relate to a student and are maintained by the college are considered education records. These records can take numerous forms (paper records, media files, etc.) - they do not only refer to records stored in Student Records or in Colleague.

Students who wish to allow the release of their student information to other individuals may complete the Consent to Release Student Information form at: https://www.gtcc.edu/_files/records office forms/consentreleasestudentinfo.pdf

What type of information may be shared?

Without the student’s written consent, only directory information may be released. At GTCC, the following are considered directory information and may be released without prior written consent from the student:

Student’s name
Major field of study
Enrollment Status (e.g. full time, part time)
Participation in officially recognized activities and sports
Weight and height of members of athletic teams
Dates of attendance
Degree(s) and award(s) received
Most recent previous educational agency or institution attended by the student

While FERPA includes date and place of birth, the College reserves the right to omit this from directory information to protect students from possible discrimination. 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 there are exceptions that do not require prior consent from the student, inquiries should be referred to Enrollment services.

FERPA gives parents certain rights with respect to their children’s education records. These rights transfer to the student when he or she reaches the age of 18 or attends a school beyond the high school level. Students to whom the rights have transferred are “eligible students.” 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

Directory Information

Directory information is information not generally considered harmful or an invasion of privacy if disclosed.

GTCC, in compliance with the Family Education Rights and Privacy Act of 1974 (FERPA), also known as the Buckley Amendment, defines directory information, which may be released without permission, as the student’s name, major field of study, enrollment status (e.g. full time, part time), participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, degree(s) and award(s) received, and most recent previous educational agency or institution attended by the student. While FERPA includes date and place of birth, the College reserves the right to omit this from directory information to protect students from possible discrimination.

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 there are exceptions that do not require prior consent from the student, inquiries should be referred to Enrollment Services.

Disclosure Exceptions

The 11 exceptions under which prior consent of the student is not required to disclose information are:

To school officials (persons within the agency or institution determined to have legitimate educational interest)
To schools in which a student seeks or intends to enroll
To Federal, State, and local authorities involving an audit or evaluation of compliance with education programs
To State and local authorities pursuant to a State law adopted before November 1974 requiring the disclosure
To organizations conducting studies for or on behalf of educational institutions
To accrediting organizations
To comply with a judicial order or subpoena. The college must make a reasonable effort to notify student in advance of compliance. Not all subpoenas are lawfully issued.
Health or safety emergency
Directory information
To the student
Results of disciplinary hearing to an alleged victim of a crime of violence