• Release of Student Information Educational Records: AR-7040-F

  • Section 7000: Students
    Release of Student Information Educational Records
    Administrative Regulation: AR-7040-F

    President's Cabinet (PC) Approval: 8/11/98
    Revised: 9/23/08

    Mt. Hood Community College (MHCC) will abide by The Family Educational Rights and Privacy Act (FERPA) to afford students certain rights regarding their education records.

    1. Student Rights
      These are:
      1. The right to inspect and review their student record
      2. The right to seek amendment of any student records the student believes are inaccurate, misleading, or otherwise in violation of the student's privacy rights
      3. The right to consent to disclosure of personally identifiable information contained in the student's education records, except for when consent is not required by FERPA
      4. The right to file a complaint with the Department of Education, Family Compliance Office, concerning alleged failures by the College to comply with the requirements for FERPA
    2. Directory Information
      Mt. Hood Community College has chosen to release limited directory information as defined in the Family Educational Rights and Privacy Act (FERPA). The following information is considered to be MHCC directory information and may be released to the College registrar or designee upon request:
      1. Student's enrollment status
      2. Verification of certificate or degree earned
      3. Student's name
      If the student has declared his or her entire record confidential, then no information may be given out. Exceptions include complying with lawful orders such as subpoenas or court orders. All requests for student directory information should be forwarded to the Office of Admissions, Registration, and Records for response.
    3. Solomon Amendment Disclosure
      Mt. Hood Community College will abide by The Solomon Amendment and release upon request from recruiters of the branches of the U.S. military:
      1. Student name
      2. Address
      3. Telephone number
      4. Date of birth
      5. Place of birth
      6. Education level
      7. Academic major
      8. Degrees received
      9. Institution in which student was most recently enrolled

    4. Use of Social Security Number Disclosure
      OAR 581 authorizes Mt. Hood Community College to ask students to provide their social security number. The number will be used by the College for keeping records, doing research, aggregate reporting and extending credit and collecting debts. The number also will be provided by the College to the Oregon Community College Unified Reporting System (OCCURS), the State Office of Community College Services and the Oregon Community College Association.

      OCCURS and the College also may match student social security numbers with records from the following systems:

      1. State and private universities, colleges and vocational schools, to find out how many community college students go on with their education and to find out whether community college courses are a good basis for further education;
      2. The Oregon Employment Department, which gathers information to help state and local agencies plan education and training services to help Oregon citizens get the best jobs available.
      3. The Oregon Department of Education to provide reports to local, state, and federal governments. The information is used to learn about education, training and job market trends for planning, research and program improvement.
      4. The Internal Revenue Service, to provide required information related to the Taxpayer Relief Act of 1997.
      5. The Workers’ Compensation Division, to track the successful retraining of injured workers;
      6. The Oregon Department of Revenue and collection agencies only for purposes of processing debts and only if credit is extended to you by the College;
      7. The National Student Loan Clearinghouse for student financial aid processing and/or research on transfer.
    In addition, the College may release student social security number to business firms under contract with the College for research, planning and program development purposes.