Access to Student Records (FERPA)

The Family Educational Rights and Privacy Act (FERPA) is a federal law that protects the privacy of student education records. It applies to all schools receiving funds under applicable programs of the U.S. Department of Education.

FERPA grants parents certain rights regarding their children’s education records. These rights transfer to the student when they turn 18 or attend a school beyond the high school level, unless the parent can demonstrate that the student is still a dependent. Dependent student status is typically verified with a copy of the parent’s most recent federal tax return showing the student was claimed as a dependent. Students to whom rights have transferred are referred to as “eligible students.” Faculty and staff with a “legitimate educational interest” in a student’s records may also access those records.

Parents or eligible students have the right to inspect and review the student’s education records maintained by Wiregrass Georgia Technical College (WGTC). The college is not obligated to provide copies unless circumstances, such as distance, make in-person review impractical. A fee may be charged for copies. Applicants who never enroll in a regular program of study do not hold the same rights to access educational records as enrolled students.Applicants who never enroll in a regular program of study do not have the same right of access to their educational records as enrolled students.

Eligible students or their parents may request corrections to records they believe are inaccurate or misleading. If the college denies the request, a formal hearing may be requested. If the outcome does not result in a change, a statement outlining the individual's views may be added to the record.

Generally, schools must have written consent from the parent or eligible student before releasing any information from education records. However, FERPA allows certain information, referred to as “directory information,” to be released without consent. Directory information may include a student’s name, county and city of residence, enrollment status (full or part-time), major or field of study, degrees and awards received, and dates of attendance. Students may opt out of the release of directory information by submitting an Objection to Release of Directory Information form to the Office of the Registrar, except in cases where a record has been subpoenaed.

Wiregrass Georgia Technical College adheres to the following FERPA guidelines:

• Inform students and parents annually of their rights regarding educational records.
• Allow access to records for parents and spouses with written permission from the student.
• Withhold personally identifiable information without written consent from the student.
• Maintain a record of disclosures to outside agencies.

The Registrar or Enrollment Management staff typically maintain the following documents in a student’s academic file:

• Original application for admission
• Official notice of admission
• Secondary and postsecondary transcripts (if submitted)
• Transfer credit evaluations
• Official academic transcript
• Graduation and/or degree applications
• Correspondence and memoranda related to registration, grades, withdrawals, investigations, and honors

Students and parents of dependent students may access the above documents, but some records are excluded from access. These include:

• Law enforcement records
• Sole possession records of faculty or staff
• Medical treatment records used solely for treatment
• Employment or job placement records
• Parental financial information
• Confidential recommendations and letters related to admissions or honors where rights of inspection have been waived

In general, academic files are retained for five years following graduation, withdrawal, or suspension, with the exception of official transcripts, which are kept indefinitely. As technology and regulations evolve, records may be stored electronically and at off-campus locations.