Student Records and Confidentiality (FERPA)

The College policy on student records complies with the "Family Educational Rights and Privacy Act (FERPA)." This Act is designed to protect the privacy of educational records, establish the rights of students to inspect and review their educational records, and provide guidelines for correction of incorrect or misleading data through formal and informal hearings. More specifically, FERPA affords students the following right to:

1. Inspect and review the student's educational records within 45 days of the day the College receives a request for access. Students should submit to the Registrar or the Dean of Student Services written requests that identify the record(s) they wish to inspect. Student's educational records at the College which the students may request to review are: 1) official college transcript filed, and 2) official student file in Admissions and Records. Educational records do not include records of instruction, administrative, and educational personnel which are not accessible or revealed to any individual except a temporary substitute, student health records, employment records, or alumni records. Health records, however, may be reviewed by physicians of the student's choosing. The College official will make arrangements for access and notify the student of the time and place where the records may be inspected.
2. Request the amendment of the student's educational records that the student believes is inaccurate or misleading. A student may ask the College to amend a record that he or she believes is inaccurate or misleading. The student should write the College official responsible for the record, clearly identify the part of the record he or she wants changed, and specify why it is inaccurate or misleading. If the College decides not to amend the record as requested by the student, the College will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment.
3. Consent to disclosures of personally identifiable information contained in the student's educational records, except to the extent that FERPA authorizes disclosure without consent. One exception, which permits disclosure without consent, is disclosure to school officials with legitimate educational interests. A school official is defined as a person employed by the College in an administrative, supervisory, academic, or support staff position (including law enforcement unit and health staff); a person or company with whom the College has contracted (such as an attorney, auditor, or collection agent); a person serving on the Board of Trustees; or assisting another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an educational record in order to fulfill his or her professional responsibility.
4. 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 Office that administers FERPA is:
        Family Policy Compliance Office
        U.S. Department of Education
        400 Maryland Avenue, SW
        Washington, DC 20202-4605

No one outside of the College shall have access to nor will the College disclose any information about student educational records without the written consent of the student. Written consent forms can be obtained at the Student Services Center. Exceptions are:

• School officials demonstrating a legitimate educational interest
• Schools in which a student seeks or intends to enroll
• Federal, State, and local authorities involved in auditing or evaluating compliance with education programs in connection with financial aid
• Organizations conducting studies for or on behalf of educational institutions
• Accrediting organizations
• Parent/Legal Guardian of a dependent student, as defined by the IRS
• Compliance with a judicial order or subpoena (the College must make a reasonable effort to notify the student in advance of compliance)
• Health or safety emergencies
• Results of a disciplinary hearing to an alleged victim of a crime of violence
• Certain agencies such as the U.S. Attorney General's Office, Secretary of Education, and state education agencies
• Mandated reporting in accordance with the Clery Act

The following information is designated by the College as public or "Directory Information" and may be released for any purpose at the discretion of the College.

• Name
• Address
• Telephone number
• Full-time/Part-time status
• Major field of study
• Dates of enrollment
• Degrees and awards received
• Photographs
• Most recent educational institution attended
• Participation in recognized activities and sports
• Weight and height of members of athletic teams

Currently enrolled students may request to withhold Directory Information by submitting to Admissions & Records a "Request to Prevent Disclosure of Directory Information" form. A copy of the Act or questions concerning the Family Educational Rights and Privacy Act may be referred to the Registrar at 815-835-6378. 

Images of Unnamed Students

Students may appear occasionally in photographs and/or videotapes taken by College staff, other students, or individuals authorized by the Marketing Department. The College may use these images without identifying students in various media, including print (view books, catalogs, brochures, and other publications), television, website, and other forms that market SVCC and its programs. No consent or notice is needed nor will be given before the College uses any images of unnamed students taken while at SVCC or SVCC-related activity. It is the student's responsibility to decline any photo opportunities.

Degree or Enrollment Verification

Sauk Valley Community College has authorized the National Student Clearinghouse to provide degree and enrollment verification. Individuals may print an enrollment certificate from the National Student Clearinghouse by logging into SOAR at www.svcc.edu/soar

Student Transcripts

Unofficial transcripts of a student's complete academic record may be obtained through the student's SOAR account at www.svcc.edu/soar

Official transcripts may be requested through Admissions & Records or through the National Student Clearinghouse, via SOAR. Transcript requests not made through the National Student Clearinghouse require a signed, written consent by the student and cannot be sent electronically. A fee will be assessed for all official transcripts. SVCC has the ability to both accept and send transcripts electronically.

Transfer Credit Evaluation

SVCC will accept credits earned at other Department of Education regionally accredited institutions. Official transcripts MUST be submitted through an authorized electronic method or in a sealed envelope from the college/university. Students must also submit a Transcript Evaluation Request form (found in the Student Services Center or on the College website at www.svcc.edu), to Admissions & Records. Upon complete evaluation, students will be notified of course articulation. For additional information, contact the Records Analyst at (815) 835-6327.