Amendment of Education Records

A student has the right to request, in writing, the correction and amendment of information that the student believes is inaccurate, misleading, or in violation of the student’s privacy rights. Following are the procedures for the amendment of records:

  1. A student must submit a written request to amend the record to the Record Custodian. In the written request, the student shall identify the student information in the record that the student wants changed, and specify why the student believes the information is inaccurate, misleading, or in violation of the student’s right of privacy or other rights to which the student may be entitled. A copy of the written request shall be sent by the Record Custodian to the person who has possession of the information. In addition, the written request of the student will be included in the student’s record, on file in the Office of the Registrar.
  2. The person in possession of the record, in consultation with the Record Custodian, will make a decision regarding correction of the information in the record. The Record Custodian shall inform the student of this decision in writing within forty-five (45) days after receipt of the written request from the student. A copy of the decision shall be forwarded to the Registrar for inclusion in the student’s record.
  3. If the student’s request for amendment is rejected, the student has the right to request, in writing, a hearing. 
  4. The written request for a hearing shall be submitted to the Dean of Enrollment Management on the campus where the student is registered. Upon receipt of the student’s written request, the student shall be notified in writing with reasonable advance notice of the date, place and time of the hearing. The hearing will take place within thirty (30) days from the student’s written request.
  5. The hearing will be conducted by a Hearing Board appointed by the Dean of Enrollment Management and will consist of individuals who do not have a direct interest in the outcome of the hearing. The student shall be afforded a full and fair opportunity to present evidence relevant to the issues raised in the original written request to amend the student’s education records. The student may be assisted by one or more individuals, including an attorney.
  6. The Hearing Board will prepare a written decision within ten (10) days of the hearing based solely on the evidence presented at the hearing. The decision will include a summary of the evidence presented and the reasons for the decision.
  7. If, as a result of the hearing, the Hearing Board supports the complaint of the student, the education records of the student will be amended accordingly, and the student will be notified in writing that the record has been amended.
  8. If the Hearing Board decides that the challenged information is not inaccurate, misleading, or in violation of the student’s right of privacy, it will notify the student that the record will not be amended, and that the student has a right to place in his/her record a written statement commenting on the information and/or the decision of the Hearing Board.
  9. The student’s written statement will be maintained by the College in the office of the individual designated as custodian of the record in question as part of that education record of the student for as long as those records are maintained; and, whenever a copy of those records is sent to any party, the statement will accompany it. A copy of this statement will also be forwarded to the Registrar.