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Privacy Guidelines (FERPA) and Records Maintenance

The Records Office maintains permanent educational records for all students who have ever enrolled at Daytona State College. The student educational record may contain an application for admission, high school and/or college transcripts, the Daytona State College academic record or transcript, authorized changes to the record and other documentation appropriate to a student's enrollment at the college.

 

Family Educational Rights and Privacy Act (FERPA)

FERPA is a federal law that applies to educational agencies and institutions that receive funding under a program administered by the U.S. Department of Education. The statute is found at 20 U.S.C. 1232g and the Department's regulations are found at 34 CFR Part 99.

Under FERPA, schools must generally afford students attending a postsecondary institution access to their educational information, an opportunity to seek and have their records amended, and some control over the disclosure of information from the records.

FERPA requires the college to protect the privacy of student record information. This includes restricting access to these records, the release of records and the opportunity to challenge records should they be inaccurate, misleading or inappropriate. A peer-graded test or paper becomes an educational record when and if the grade received is used in the calculation of the final grade for the course. Educational records exclude records that are created or received by the college after the student is no longer a student in attendance and are not directly related to the student's attendance.

No information other than the data determined to be "directory information" can be provided to a custodial parent, non-custodial parent, or other third party without the permission of the student unless very specific criteria have been met.

FERPA requires the college to establish a policy with regard to the data items that can be released to third parties upon request, and to establish the procedures for the release of such information. Students have the option of making their "file" and "data" confidential. Students choosing to have their data marked as confidential are identified in the student information system and their information is excluded from the college's directory information. Students cannot use the "opt out" provisions of FERPA to prevent disclosure of name, institutional email address, or other identifier in classes in which they are enrolled.

Disclosure of Education Records

1. Have a student's permission prior to the disclosure of education records;

2. Ensure that the student has given permission (check for delegate access) and states the purpose of the disclosure.

A school may disclose education records without prior consent when:

1. The disclosure is to school officials who have been determined to have a legitimate educational interest to fulfill their professional responsibilities. For these purposes a school official is defined to include contractors, consultants and other third parties providing services and functions acting under contract with and on behalf of the college;

2. To another college when the student is seeking or intending to enroll in another college. This disclosure, upon request, could include disciplinary and health records;

3. The disclosure is to state or local education authorities auditing or enforcing federal or state supported education programs or enforcing federal laws which relate to those programs;

4. The disclosure is to the parents of a student who is a dependent for income tax purposes;

5. The disclosure is in connection with determining eligibility, amounts and terms for financial aid or enforcing the terms and conditions of financial aid;

6. The disclosure is pursuant to a lawfully issued court order or subpoena;

7. The information disclosed has been appropriately designated as directory information by the school;

8. The disclosure without consent is allowed when the school is returning records to the apparent creator (e.g. of a transcript) to verify authenticity;

9. Disclosure can be made to organizations conducting educational studies for or on behalf of the college for purposes of testing, student aid and improvement of instruction; this disclosure can also be made even in cases where the college is not a party to the research project;

10. Disclosures allowed under amendments to the federal regulations.

Parent Access to Records

Student records may be released to a parent (either custodial or non-custodial) of the student without the student's prior approval only when student grants access after logging in to their my.daytonastate.edu student portal. Instructions on how to grant access can be found here. Student information is subject to the FERPA guidelines even if the student is under age 18.

FERPA permits institutions to disclose information to a parent if a health or safety emergency involves their son or daughter. Schools are also allowed to inform parents if a student under age 21 has violated any law or college policy concerning the use or possession of alcohol or a controlled substance. A school official may generally share with a parent information that is based on that official's personal knowledge or observation of the student. It is the responsibility of the student to remove the parties they have delegated access to.

Health of Safety Emergency

In addition, the school is allowed to disclose without the student consent education records, including personally identifiable information from those records if the college determines that there is an articulable and significant threat to the health or safety of a student or other individuals, but only to those persons whose knowledge of the information is necessary to protect the health or safety of the student or other individuals. A record of the threat and the information disclosed will become part of the student's record. At such times, records and information may be released to appropriate parties such as law enforcement officials, public health officials, parents and trained medical personnel. This exception to FERPA's general consent rule is limited to the period of the emergency, and generally does not allow for a blanket release of personally identifiable information.

Disciplinary Records

While student disciplinary records are protected as education records under FERPA, there are certain circumstances in which disciplinary records may be disclosed without the student's consent. A postsecondary institution may disclose to an alleged victim of any crime of violence or non-forcible sex offense the final results of a disciplinary proceeding conducted by the institution against the alleged perpetrator of that crime. An institution may disclose to anyone the final results of a disciplinary hearing if it determines that the student is an alleged perpetrator of violence or non-forcible sex offense and with respect to the allegation made against him or her, the student has committed a violation of the institution's rules or policies.

Law Enforcement Unit Records

Investigative reports and other records created and maintained by the law enforcement units are not considered to be education records subject to FERPA. Accordingly, institutions may disclose information from law enforcement unit records to anyone, including outside law enforcement authorities, without student consent. The Daytona State Campus Safety Office is responsible for referring potential or alleged violations of law to local police authorities.

The college may not require the accuser to execute a non-disclosure agreement or otherwise interfere with re-disclosure of information about alleged sex offenses released under the Clery Act.

The college may disclose information received under a community notification program about a student who is required to register as a sex offender.

Student Access to Educational Records

Schools are required by FERPA to:

  1. Provide a student with an opportunity to inspect and review his or her education records within 45 days of the receipt of the request.
  2. Provide the student copies of education records or otherwise make records available to the student if the student, for instance, lives outside of commuting distance of the school.
  3. Redact the names and other personally identifiable information about other students that may be included in the student's education records.

Amendment of Education Records

Under FERPA a school must:

  1. Consider a request from a student to amend inaccurate or misleading information in the student's education records.
  2. Offer the student a hearing on the matter if it decides not to amend the records in accordance with the request.
  3. Offer the student a right to place a statement to be kept and disclosed with the record if as a result of the hearing the school decides not to amend the record.

A school is not required to consider requests for amendment under FERPA that:

  1. Seek to change a grade or disciplinary record.
  2. Seek to change the opinions or reflections of a school official or other person reflected in an education record.

Students have the right to file a complaint with the U.S. Department of Education concerning alleged failures by the 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 20202-5901

Questions about the administration of FERPA at Daytona State College and the release or amendment of any student record should be addressed to the Associate Vice President of Enrollment and Student Development.

Student Requests

Change in records - Students may request a change to their record in writing or by presenting photo identification if requesting the change in person. Typical changes include name, address, telephone number, social security number and program code (major). Most changes require the student to present appropriate documentation. Address, phone and most program code changes can be made online at http://www.daytonastate.edu/

Enrollment verification – An official college statement indicating semester of enrollment and student status (i.e. full- or part-time). The college utilizes the services of the National Student Clearinghouse to automatically process enrollment verifications for students. Students may go online to http://www.degreeverify.com to request enrollment verification. Transfer credit evaluation – Statement of all course work and grades accepted from another postsecondary institution. A transcript evaluation summary is available online at http://www.daytonastate.edu/on the Registration and Records menu.

Non-release of directory information - A student may choose for non-release of directory information by logging in to their student portal at my.daytonastate.edu. Directions can be found here. This non-release request will remain in effect until the student's removal of the non-release hold. Students cannot use the "opt out" provisions of FERPA to prevent disclosure of name, institutional email address, or other identifier in classes in which they are enrolled.

Authorization of non-directory student information - Students may authorize Daytona State College to release specific information by accessing their student portal at my.daytonastate.edu. Help can be found here.

Official transcripts - Students may request an official copy of their academic record via the Daytona State online transcript request system at www.daytonastate.edu. There is a $5 fee for each official transcript requested.

Unofficial transcripts - Students may view/print an unofficial transcript online at www.daytonastate.edu.

Social Security Number Collection and Use

In compliance with Florida Statute 119.071(5), this document serves to notify you of the purpose for the collection and usage of your Social Security number by Daytona State College. Daytona State collects and uses your social security number only if specifically authorized by law to do so or it is imperative for the performance of its duties and responsibilities as prescribed by law. The college, and vendors, may not use a Social Security number or other non-directory information, either alone in or combination with other data elements, to identify student records when disclosing or confirming directory information without the written consent from the student.

Specifically, Daytona State collects your Social Security number for the following purposes:

Admissions Department

Federal legislation related to the Hope Tax Credit requires that all postsecondary institutions report student Social Security numbers to the Internal Revenue Service. This IRS requirement makes it necessary for colleges to collect the Social Security number of every student. A student may refuse to disclose his or her Social Security number to Daytona State College, but the IRS is then authorized to fine the student in the amount of $50.00.

In addition to the federal reporting requirements, the public school system in Florida uses Social Security numbers as a student identifier (section 229.559, Florida Statutes-new school code section 1008.386). In a seamless K-20 system, it is beneficial for postsecondary institutions to have access to the same information for purposes of tracking and assisting students in the smooth transition from one education level to the next. All Social Security numbers are protected by federal regulations Family Educational Rights and Privacy (FERPA).

Continuing Education, Corporate Training

Because of Florida State Education Reporting requirements, students who enroll in Continuing Education and Corporate Training seminars are required to submit their Social Security numbers.

Financial Aid Department

The Office of Financial Aid at Daytona State College and the U.S. Department of Education require students to submit their Social Security numbers on various forms in order to correctly identify applicants, match each applicant's financial aid record with the student record, and to help coordinate state aid programs with federal and institutional aid programs.

Human Resources Department

An employee's (including Federal or Institutional Work Study employees) Social Security number is required for any or all of the following:

  • Completing an Employment Application/Packet
  • Completing and processing the Federal I-9 (Department of Homeland Security)
  • Completing and processing Federal W4, W2, 1099 (Internal Revenue Service)
  • Completing and processing Federal Social Security taxes (FICA)
  • Processing and Distributing Federal W2 (Internal Revenue Service)
  • Completing and processing quarterly Unemployment Reports (Florida Department of Revenue)
  • Completing and processing Florida Retirement Contribution reports (Florida Department of Revenue)
  • Workers Comp Claims (FCCRMS and Department of Labor)
  • Completing and processing Federal and State Employee and Educational Reports
  • Completing and processing Direct Deposit Files (Bank of America, ACH)
  • Completing and processing 403b and 457b contribution reports
  • Completing and processing group health, life and dental coverage enrollment
  • Completing and processing various supplemental insurance deduction report

Workforce Programs

These programs use your Social Security number as an identifier for program enrollment and completion. Also, it is used for entering placement information into either the OSMIS or the Employ Florida Marketplace statewide data collection and reporting system. Because these are performance-based contract programs, it is required that all participants and their program related activities be recorded in the Florida state system.

Identification and verification, billings and payments, data collection, reconciliation, tracking, benefit processing and tax reporting

To protect your identify, Daytona State will secure your Social Security number from unauthorized access and assign you a unique student/employee identification number. This unique identification number will then be used for all associated employment and educational purposes at Daytona State.