FERPA
Student Records - Family Educational Rights and Privacy Act (FERPA) Student Release of Information
Student Release of Information
The Family Educational Rights and Privacy Act (FERPA) affords students certain rights
with respect to their education records. They are:
1. The right to inspect and review the student's education records within 45 days
of the day Allan Hancock College receives a request for access.
Students should submit a written request to the Director of Admissions and Records
that identifies the record(s) they wish to inspect. The director 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 Admissions and Records Office, the student
shall be advised of the correct official to whom the request should be addressed.
📄 Important Notice About Your Submitted Documents
Once you submit official documents to Allan Hancock College—including transcripts from previous schools, test scores, or government identification—they become the permanent property of the college and a secure part of your official student record. State regulations require the college to retain these master files for institutional auditing and academic verification.Because of these legal preservation requirements:
- No returns or copies: We cannot return your original physical documents or provide photocopies of third-party records back to you.
- Need a copy for yourself? You must contact your former high school, previous college, or the originating government agency directly to request an additional official copy.
- Reviewing your file: While the physical documents must remain safely stored within the college repository, you always maintain your legal right to review and inspect your complete student file by making an appointment with the Admissions and Records office.
2. The right to request the amendment of the student’s education records that the
student believes are inaccurate.
Students may ask Allan Hancock College to amend a record that they believe is inaccurate.
They should write to the director, clearly identify the part of the record they want
changed, and specify why it is inaccurate. If Allan Hancock College decides not to
amend the record as requested by the student, the student shall be notified of the
decision and advised of their 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.
3. The right to consent to disclosures of personally identifiable information contained
in the student's education records, except to the extent that FERPA authorizes disclosure
without consent.
One exception which permits disclosure without consent is disclosure to school officials
with legitimate educational interests. A school official is a person employed by Allan
Hancock College in an administrative, supervisory, academic, research, or support
staff position (including law enforcement personnel and health staff); a person or
company with whom Allan Hancock College has contracted (such as an attorney, auditor,
collection agent, degree conferral and transcript processing agent, document managing
agent, and placement sites for internship or similar student work/study opportunities);
a person serving on the Board of Trustees; a student serving on an official committee,
such as a disciplinary or grievance committee, or assisting another school official
in performing their tasks; or consultants, volunteers, or other outside parties to
whom Allan Hancock College has outsourced institutional services or functions that
it would otherwise use employees to perform.
A school official has a legitimate educational interest if the official needs to review
an education record in order to fulfill their professional responsibility. As allowed
within FERPA guidelines, Allan Hancock College may disclose education records without
consent to officials of another school, upon request, in which a student seeks or
intends to enroll.
4. The right to file a complaint with the U.S. Department of Education concerning
alleged failures by Allan Hancock College to comply with the requirements of FERPA.
The name and address of the office that administers FERPA is:Family Policy Compliance
Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202-4605
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202-4605
Directory Information
At its discretion, Allan Hancock College may provide Directory Information in accordance
with the provisions of the Family Educational Rights and Privacy Act. Directory Information
is defined as that information which would not generally be considered harmful or
an invasion of privacy if disclosed.
Designated Directory Information at Allan Hancock College includes the following:
- Student name
- Date and place of birth
- Dates of attendance
- Most recent previous public or private school attended
- Major field of study
- Hometown
- Participation in officially recognized activities and sports
- Weight and height of athletic team members
- High school of graduation of athletic team members
- Degrees, honors, scholarships, athletic awards, and Dean's List recognition received by students
Students may withhold Directory Information by completing the form below. Please note
that such withholding requests are binding for all information to all parties other
than for those exceptions allowed under the Act. Students should consider all aspects
of a Directory Hold prior to filing such a request. Requests for non-disclosure will
be honored by Allan Hancock College for no more than one academic year. Re-authorization
to withhold Directory Information must be filed annually in the Admissions and Records
Office.
Student authorization to release information form
request to suppress directory information
Should you wish to request the removal of the Confidential Hold/Directory Information suppression on your account, which you previously authorized either through submitting a Request to Suppress Information or by marking "yes" to keep your information confidential during the online application for admission process, we kindly ask you to complete and submit the form provided below.
request to remove confidential hold
For additional information on FERPA or student confidentiality contact Admissions and Records at 805 922-6966 ext. 3323 or 3266.