Porterville College

Student Records

Confidentiality of Student Records

Student record means any item of information directly related to an identifiable student, other than directory information, which is maintained by a community college whether recorded by handwriting, print, tapes, film, microfilm, or any other means.

Student record does not include:

  • Confidential letters and statements of recommendation.
  • Information provided by a student’s parents related to financial aid or scholarships.
  • Information related to a student that remains in the sole possession of the maker (e.g. individual counselor or instructor notes).
  • Information related to a student created or maintained by a physician, psychiatrist, psychologist in his or her professional capacity.
  • Information maintained by a community college law enforcement unit, and the information is used solely for law enforcement purposes.

Directory information may include one or more of the following items: student’s name, address, telephone number, date and place of birth, major field of study, e-mail address, photograph, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, degrees and awards received, the most recent previous public or private school attended by the student, and any other information authorized in writing by the student. 

The Office of Admissions and Records of the colleges are the designated keepers of student records. Those offices shall not release any information from the official student records (other than directory information) to any outside person or group unless the student provides a signed and dated release or a legally valid subpoena is received except that access may be permitted to:

  • Officials and employees of the district and college if those persons have legitimate educational needs to inspect the records;
  • Auditors, other federal, state and local officials pursuant to state law;
  • Agencies in connection with financial aid;
  • Organizations conducting approved educational studies;
  • Appropriate persons in connection with an emergency situation, officials of other public or private schools or school systems, where the student seeks to attend.

The Directors of Admissions and Records of the colleges may authorize the release of directory information about students who have authorized the release of that information to legitimate educational institutions, governmental agencies, firms that perform contracted work on behalf of the college or district, and other agencies that have legitimate need for this information upon receipt of a formal request on official letterhead from the organization making the request.

If a student does not want this information released, the student must check the privacy requested boxes on the online admissions form or the update form.

 

June 11, 2014
Kern Community College District