589-004-0200 Student Record Policies to be Adopted by a Community College Board of Education (1) Each community college shall adopt a policy regarding how the college meets the requirements of OAR 589-004-0150 through 589-004-0750. The policy shall include: (a) How the agency or institution informs students of their rights, in accordance with these rules; (b) How a student may inspect and review education records under OAR 589-004-0250, including at least: (A) The procedure the student must follow to inspect and review the records; (B) With an understanding that it may not deny access to education records, a description of the circumstances in which the agency or institution believes it has a legitimate cause to deny a request for a copy of those records; (C) A schedule of fees, if any, to be charged for copies; and (D) A list of the types and locations of education records maintained by the agency or institution, and the titles and addresses of the officials responsible for the records. (c) How a college notifies students about information requirements, including the use of social security numbers, in relation to the extension of credit in the form of student loans and deferred tuition payments in accordance with OAR 589-004-0400(6); (d) A statement that personally identifiable information will not be released from an education record without the prior consent of the student, except under one or more of the conditions described in OAR 589-004-0500; (e) A statement indicating whether the community college has a policy of disclosing personally identifiable information under OAR 589-004-0500, and if so, a specification of the criteria for determining which parties are education officials and what the college considers to be a legitimate educational interest; (f) A statement that a record of disclosures will be maintained as required by OAR 589-004-0750, and that a student may inspect and review that record; (g) A specification of the types of personally identifiable information the college has designated as directory information; (h) A statement that the college permits a student to request correction of the student's educational records and to amend that record under OAR 589-004-0250, and to obtain a hearing under OAR 589-004-0350; (i) A statement regarding the college's policy on maintaining permanent records on students. Permanent records may, but need not, include the: (A) Name of college; (B) Full name of student; (C) Student birth date; (D) Date of entry into the college; (E) Name of school or college previously attended; (F) Subjects taken; (G) Assessment of student work in those subjects; (H) Credits earned; (I) Date of withdrawal from college; (J) Social security number, subject to subsection (1)(i) of this rule and OAR 589-004-0400; and (K) Such additional information as the college may prescribe; (j) A statement that the college will request the social security number of a student and will include the social security number on the permanent student record only if the student agrees to the request, under conditions described in OAR 589-004-0400; (k) A statement that the college provides for the retention of permanent records in a manner secure from accidental destruction or intentional tampering; (l) A statement that the college maintains records of disclosure of student information in accordance with OAR 589-004-0750; and (m) A statement that upon receipt of a request for the transfer of education records from another school or institution of postsecondary education where the student intends to enroll, the college shall: (A) Make a reasonable effort to notify the student at the student's last known address, unless the disclosure was either initiated by the student or the college has a policy that includes a notice as prescribed under subsection (a) of this section that the college will forward education records without prior notice to another school or institution of postsecondary education where the student intends to enroll; and (B) Give the student, upon request, a copy of the records as provided under OAR 589-004-0250 and the opportunity to request a hearing as provided under OAR 589-004-0350. (2) Each community college shall adopt a policy regarding the disclosure of directory information. (3) A college may disclose directory information if it has given public notice to students in attendance at the college of: (a) The types of personally identifiable information that the college has designated as directory information; (b) A student's right to refuse to let the college designate any or all of those types of information about the student as directory information; and (c) The period of time within which a student has to notify the college in writing that he or she does not want any or all of those types of information about the student designated as directory information. (4) A college may disclose directory information about former students without meeting the conditions in section (3) of this rule. (5) The policy shall be adopted by the college's Board of Education, and a copy shall be available on request to students. Statutory/Other Authority: ORS 326.051, 341.015 & 341.290(17) Statutes/Other Implemented: ORS 341.290 History: DCCWD 5-2015, f. & cert. ef. 10-30-15 DCCWD 1-2001, f. & cert. ef. 3-21-01, Renumbered from 581-041-0420 EB 7-1994, f. & cert. ef. 4-29-94