Information Release Policy
The Information Release Policy checklist (published here) provides an outline of the information in the records and college’s policy on release of such information. Any questions regarding educational records should be directed to the Registrar. Contact: Registrar’s Office @ (406)768-6351.
|
Type of Inquiry
|
Student
|
Family
|
Public
|
Faculty
|
Student
Org
|
Govt.
Agencies
|
Prospect.
Employer
|
Other
Institution
|
| Student Name |
1 |
1 |
1 |
1 |
1 |
1 |
1 |
1 |
| Student Address |
1 |
1 |
1 |
1 |
1 |
1 |
1 |
1 |
| Student Phone # |
1 |
1 |
2* |
4 |
4 |
2* |
2* |
2* |
| Student Major |
1 |
1 |
1 |
1 |
1 |
1 |
1 |
1 |
| Date of Attendance |
1 |
1 |
1 |
1 |
1 |
1 |
1 |
1 |
| Graduation/Degree |
1 |
1 |
1 |
1 |
1 |
1 |
1 |
1 |
| Date of Birth |
2 |
2 |
2 |
4 |
1 |
2, 3 |
2, 3 |
1 |
| Class Schedule |
2 |
2* |
2* |
4 |
2 |
2 |
2 |
2,3 |
| Parent Information |
2 |
2* |
2* |
4 |
2 |
2, 3 |
2, 3 |
2 |
| Course Grades |
2 |
2 |
2 |
4 |
2 |
2, 3 |
2, 3 |
2, 3 |
| Grade Point Average |
2 |
2 |
2 |
4 |
2 |
2, 3 |
2, 3 |
2, 3 |
| Academic Status |
2 |
2 |
2 |
4 |
2 |
2, 3 |
2, 3 |
2, 3 |
| Credits Completed |
2 |
2 |
2 |
4 |
2 |
2, 3 |
2, 3 |
2, 3 |
| Transcript (Official) |
2 |
2 |
2 |
2 |
2 |
2 |
2 |
2 |
| Transcript (Unofficial) |
2 |
2 |
2 |
4 |
2 |
2 |
2 |
2 |
| Resident Status |
2 |
2 |
2 |
4 |
2 |
2, 3 |
2, 3 |
1, 3 |
1 Public record, release to any inquiry, unless prior written student objection
2 Student’s written permission needed
3 Verify supplied data only
4 Release for college use only
*In case of emergency only, may be released upon approval of Registrar
*Academic records are released upon subpoena by a court or tribunal of competent jurisdiction
(Revised April 2013)
FERPA Annual Notice to Reflect Possible Federal and State Data Collection and Use
As of January 3, 2012, the U.S. Department of Education's FERPA regulations expand the circumstances under which your education records and personally identifiable information (PII) contained in such records — including your Social Security Number, grades, or other private information — may be accessed without your consent. First, the U.S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or state and local education authorities ("Federal and State Authorities") may allow access to your records and PII without your consent to any third party designated by a Federal or State Authority to evaluate a federal- or state-supported education program. The evaluation may relate to any program that is "principally engaged in the provision of education," such as early childhood education and job training, as well as any program that is administered by an education agency or institution. Second, Federal and State Authorities may allow access to your education records and PII without your consent to researchers performing certain types of studies, in certain cases even when we object to or do not request such research. Federal and State Authorities must obtain certain use-restriction and data security promises from the entities that they authorize to receive your PII, but the Authorities need not maintain direct control over such entities. In addition, in connection with Statewide Longitudinal Data Systems, State Authorities may collect, compile, permanently retain, and share without your consent PII from your education records, and they may track your participation in education and other programs by linking such PII to other personal information about you that they obtain from other Federal or State data sources, including workforce development, unemployment insurance, child welfare, juvenile justice, military service, and migrant student records systems.