Student Records, Privacy, and Technology Use

Student Records and Privacy

Students have access to their academic records at Martin Community College. Academic records for curriculum students are housed in the Registrar’s Office and can be viewed by the student by scheduling an appointment with the Registrar. Enclosed in the student’s academic record will be the Martin Community College transcript (academic grades), application for admission, copies of letters of correspondences, high school transcript and/or GED or HiSET scores, post-secondary college transcript(s), transcript evaluation, and placement test scores, if applicable. Other than individuals qualified under the Family Educational Rights and Privacy Act (FERPA), only institutional personnel may be allowed to view the student’s academic record for educational purposes only. A Record of Disclosure Form is filed in each student’s academic record noting who, other than Student Services staff, has reviewed the file and for what reason.

In accordance with the Family Educational Rights and Privacy Act, student transcripts will not be released to any other individual or organization in any form without the written consent of the student with the exception of educational institutions or eligible subsidizing agencies. Requests for official transcripts will not be honored if the student has an outstanding debt to the College.

Directory Information

When inquiries are made by other persons or parties, only directory information may be released; directory information releases must be approved by college administration. Such information may include the following: student’s name, city and state of address, major field of study, participation in officially recognized activities, dates of attendance, degrees, awards received, and the name of the educational agency or institution most recently attended. This policy is for the convenience of students, parents, institutional personnel, and the general public. Students must notify the Registrar in writing that they do not want such information released, and all information concerning their record will be withheld.

In compliance with the Community College Public Records Retention and Disposition Schedule, all information in a student’s file is normally destroyed, with the exception of the MCC transcript(s) and high school transcripts, five (5) years after the student leaves the College.

Students who believe that their rights under the Family Educational Rights and Privacy Act have been violated should discuss their concerns with the Chief Academic Officer, the Executive Vice President and/or the President of the College. However, students, if they wish, may file a complaint directly with the Family Policy Compliance Office:

A complete copy of the Family Educational Rights and Privacy Act as printed and released by the Department of Health, Education, and Welfare is on file in the Student Services Office with the Registrar.

Students should notify the Registrar’s Office promptly of any change in address, phone number, or change in name as a result of marriage or divorce.

Technology and Communication Use

Internet Policy

Internet services are provided for Martin Community College staff, faculty, and students to support professional activities and educational needs. All MCC users are responsible for using the Internet in an effective, efficient, ethical, and lawful manner. Internet access is a privilege, not a right, and, as such, students who use it improperly can be suspended or dismissed.

This policy applies to all college-owned and -managed computer systems including hardware, data, software, and the communication networks associated with these computers. In addition, this policy applies to all non-college-owned computers connected to the college’s network and to all users of computer resources owned or managed by the college.

Email Policy

The official email for Martin Community College is required for official Martin Community College business, including but not limited to course communication, college activities, communication between students and faculty, and any other communication exchange that involves the College business and academic operations.

Grade Reports and Transcripts

Immediately following the end of each semester, official grades are available to curriculum students. Official transcripts will be sent to other educational institutions, prospective employers, subsidizing agencies, etc., when a student requests, in writing, that the College do so. Requests for official transcripts may not be honored if the student has an outstanding debt to the College.