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Security of Student Records

Definition - Student Records

Educational records, including records, files, documents or other materials which contain information directly related to the student, are maintained by the College. These include but are not limited to, applications, test scores, transcripts, photos and correspondence. All received transcripts and documents are the property of the College and may not be copied or transmitted to third parties, except in accordance with state law.

Inspection of Records

Eligible Persons

In compliance with the Family Educational Rights and Privacy Act (FERPA, also known as the Buckley Amendment), student records at the College (located in the Office of the Registrar) are open for inspection only by the student and, as per FERPA guidelines:

  • School officials who have a legitimate educational interest as defined by college policy;
  • State educational authorities;
  • Federal and state officials representing state or federal programs;
  • Persons having written authorization for release;
  • Officials in compliance with judicial orders.

Upon request, the College discloses education records without consent to officials of another school in which a student seeks or intends to enroll, or where the student is already enrolled so long as the disclosure is for purposes related to the student’s enrollment or transfer.

Viewing the Records

  • Permanent records are never permitted out of the Office of the Registrar.
  • Students may view their transcripts from other institutions but may only obtain an unofficial copy of the record. It is recommended that the student request a copy from the institution from which the transcript originated.
  • Students may make an appointment to view their records at the counter in the presence of Registrar’s Office personnel.

Requests for Copies of Records

  • Palm Beach State College transcripts are released only upon written consent of the student.
  • If a student cannot have access to the record, i.e., if he/she lives too far away (minimally outside of Palm Beach County) or extenuating circumstances exist, students may request copies of their records through written requests to the campus registrar. The request must specify the types of records to be copied. The registrar will comply with a request for a meeting and/or copies in a reasonable timeframe (no more than 30 business days), depending upon the complexity of the records requested and the time during the term in which the request is received.
  • Students will pay a fee of 50 cents per page, up to 49 pages, then $1 per page thereafter for any approved copies of their records.
  • Subpoenas of student records must be issued by a court of competent jurisdiction and specify the type of records being requested. A reasonable fee will be charged per subpoena. Those requesting records by subpoena must allow sufficient time (at least 10 business days) for the affected student to be notified prior to the issuance of records.

Retention of Records

Student records will be maintained for a maximum of five years from the student’s attendance. Certain documents, such as grades, will be maintained longer in accordance with state archiving and records retention laws and the College Registrar Records and Retention Schedule.

Student Directory Information

The College abides by federal and state regulations regarding the privacy of student records and complies with the laws regarding access procedures.

The Federal Education Rights and Privacy Act (FERPA) requires each institution to determine "directory information" that may be released without the student's consent, unless the student has specifically requested that some or all of the information not be released. Palm Beach State has classified the following as directory information:

  • Student name
  • Personal email address (non-institutional)
  • Dates of attendance (session dates only)
  • Major field of study
  • Weight and height of members of athletic teams
  • Degrees and awards received
  • Educational institution attended

If a student does not wish to have the directory information released, the student must complete and submit a non-disclosure request via Workday.

Student Records Amendment Appeal Process

If a student believes there is inaccurate, misleading information in the permanent record which is otherwise in violation of the student's privacy rights, the student should contact the Registrar’s Office to arrange a hearing. A hearing will be conducted according to FERPA.

  • The hearing will be within a reasonable period of time after the request is received.
  • The student shall be given notice of date, place and time reasonably in advance.
  • A written decision shall be made by the registrar within a reasonable period of time after the hearing. The written decision and summary shall be based on evidence presented and reasons for the decision.