Family Education Rights and Privacy Act

This is to serve notice to all students of KCTCS of the rights and restrictions regarding the maintenance, inspection, and release of student records contained in the Family Educational Rights and Privacy Act of 1974 (FERPA). The following is a list of the types of records that may be maintained by SKCTC and/or the Systems Office for students:

  1. academic records from schools previously attended, scores or results on various standardized tests and interest/attitude inventories, degrees awarded, current academic work completed, grades, applications for admission, applications and other data relating to financial aid, class rolls, letters of recommendation, academic advisor notes, attendance data, biographical and identifying information (including name, Social Security number, sex, marital status, date of birth, residency and citizenship status, ethnic background, academic major, and military status), medical data, current status, accounts relating to fees, academic offenses, disciplinary offenses, and counseling records.

Vice President of Student Affairs is responsible for the maintenance of records in all categories, although duplicates of some records are maintained by the Office of the Chancellor.

In general, the records maintained by the community colleges are available only to the student, community college and KCTCS personnel with legitimate educational interests, other institutions where the student is seeking financial aid, and authorized representatives of the Comptroller General of the U.S., the Secretary of HEW, or an administrative head of an education agency, in connection with an audit or evaluation of federally supported program, and as provided by Section 164.283 of the Kentucky Revised Statutes. However, information may be released by the institution to appropriate persons in connection with an emergency if the knowledge of such information is necessary to protect the health or safety of a student or other persons. Records may be disclosed without consent to officials of other schools in which a student seeks or intends to enroll.

Records may be furnished in compliance with a judicial order, pursuant to a subpoena, or with consent of the student.

Students may inspect and review all records pertaining to themselves within 45 days of making requests for same, except for (1) records created or maintained by a physician, psychiatrist, psychologist, or other recognized professional or paraprofessional acting or assisting in a professional capacity in connection with treatment of the student (except that the student may have these records reviewed by a physician or appropriate professional designated by the student), (2) financial records of the student's parents, (3) confidential letters and recommendations put in the files prior to January 1, 1975, and (4) confidential recommendations relating to admission, applications for employment, or honors, if the student has waived his or her right to review such records. Where a particular record cannot be reviewed by a student without revealing confidential information relating to other students, the records custodian will inform the student making the request of the contents of the record pertaining to that student.

Privacy and Release of Student Record Information
In its discretion, SKCTC or KCTCS as appropriate may provide Directory Information in accordance with the provisions of the ACT {Family Educational Rights and Privacy Act of 1974} to include: student name, address, telephone number, date and place of birth, major field of study, dates of attendance, degrees and awards received, the most recent previous educational agency or institution attended by the student, participation in official recognized activities and sports, and weight and height of members of athletic teams. Students may withhold Directory Information by notifying designated officials in writing within ten (10) calendar days from the first scheduled day of classes of the fall term. All written request for non-disclosure will be honored by the college for one (1) academic year. Requests to withhold Directory Information must be filed annually thereafter.