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Community Code

Student Records Policy

The Family Education Rights and Privacy Act of 1974 (“FERPA”) became effective November 19, 1974. Carthage College implemented the following procedures to comply with the intent of the Act.

Students have the right to review and inspect substantially all of their education records maintained by or at the institution. A written request must be made to the Office of the Registrar or the Office of Student Life stating the specific record that the student wishes to examine. After receiving the written request, an appointment will be scheduled within a reasonable amount of time, but in no case more than 45 days after the request has been made. Review and inspection of the student records will be made in the presence of staff.

Information that is public includes name, address, enrollment in a course and/or program, year in school, and telephone number. Non public (personally identifiable) information will not be released from an education record without the prior written consent of the student except under one or more of the conditions listed below:

  • The disclosure is to a parent or legal guardian of a student under the age of 21 of information regarding any violation of any federal, state or local law or of any rule or policy of the College governing the use or possession of alcohol or a controlled substance if the College has determined that the student has committed a disciplinary violation with respect to such use or possession.
  • The disclosure is of the final results of any disciplinary proceeding conducted by the College against a student who is an alleged perpetrator of any crime of violence (as that term is defined in Section 16 of Title 18, United States Code) or a non-forcible sex offense, if the College determines as a result of the disciplinary proceeding that the student committed a violation of the institution’s rules or policies with respect to such crime or offense. The information shall include only the name of the student, the violation committed and any sanctions imposed by the College on the student. The College may include the name of any other student such as a victim or witness, only with the written consent of that other student. The College will notify victims of sexual assault of the outcome of any disciplinary proceeding against the alleged perpetrator.
  • Student grades, disciplinary letters and other informational correspondence will be sent to the parents unless a student is classified as an independent student.
  • Carthage College reserves the right to share educational information with succeeding institutions as allowed by current legal provisions. Carthage destroys disciplinary records 5 years after a student leaves the College.
  • The FERPA regulations allow for non-public student information to be shared with faculty, advisors, coaches and other staff on a need-to-know basis.