The institution protects the security, confidentiality, and integrity of its student records. (Security of Student Affairs Records)

    X    Compliance         Partial Compliance         Non-Compliance

Narrative: Orangeburg-Calhoun Technical College (OCtech) protects the security, confidentiality and integrity of its student records as required by the Family Educational Rights and Privacy Act (FERPA). The College adheres to a policy that prohibits the release of personally identifiable student information without the expressed written consent of the student. Annual notification of student’s rights to privacy as required by FERPA is accomplished through the distribution of the Orangeburg-Calhoun Technical College Catalog and the OCtech Student Handbook each semester. The College implements procedures to protect the security, confidentiality and integrity of student records through recommendations available in the Online Practical Guide to FERPA published by the American Association of Collegiate Registrars and Admissions Officers (AACRAO) located at http://www.aacrao.org/compliance/ferpa/index.htm# . Exceptions to disclose academic records without the written consent of the student are listed on pages 51 and 53 of the Orangeburg-Calhoun Technical College Catalog, 2004 and in the Orangeburg-Calhoun Technical College Catalog Policy 4.023: Disclosure of Academic Records. The Orangeburg-Calhoun Technical College Procedure 4.022.01: Confidentiality of Student Records defines the College’s implementation of policy. All student records are scanned upon receipt in the Student Records Office using a high speed scanner and PC-based optical imaging software. After scanning, the original hardcopy records are boxed and stored in the locked and secure records storage facility located on campus. Access to the optical imaging system for scanning and file retrieval is password protected to ensure only authorized staff have access to view and print records. Records stored prior to the installation of the optical imaging system in 1998 are located in paper form in a motorized file system. This system is located in a secure and locked records vault located in the Administrative Building A on campus. Student disciplinary records are not maintained with academic records. They are stored in paper form in a separate file in the Vice President of Student Services' Office. Information from student discipline files includes student name, student code infraction, and disciplinary sanction and exists in an Access Database in a secure password protected file located on the computer in the office of the Vice President of Student Services. Records pertaining to student grievance hearings are maintained in a separate file maintained in a secure file room and in a locked file cabinet. Records are maintained by the Administrative Assistant for the Student Services Division. Further discussion of the protection of student records is found in Compliance Certification Report 3.4.11: Security of Student Academic Records.

The same procedures apply for distance education or Triple C students.

Evidence of Support: