Annual Notification of Rights under FERPA

The Family Educational Rights and Privacy Act (FERPA) affords eligible students certain rights with
respect to their education records. (An “eligible student” under FERPA is a student who is 18 years
of age or older or who attends a postsecondary institution.) These rights include:

1. The right to inspect and review the student’s education records within 45 days after
the day the college registrar or district official receives a written request for access. A
student should submit to the school registrar a written request that identifies the record(s) the
student wishes to inspect. The school official will make arrangements for access and notify
the student of the time and place where the records may be inspected. If the records are not
maintained by the school official to whom the request was submitted, that official shall advise
the student of the correct official to whom the request should be addressed.

2. The right to request the amendments of the student’s education records that the
student believes is inaccurate, misleading, or otherwise in violation of the student’s privacy
rights under FERPA.

A student who wishes to ask the school to amend a record should write the school official
responsible for the records, clearly identify the part of the record the students wants changed,
and specify why it should be changed.

If the school decides not to amend the record as requested, the school will notify the student
in writing of the decision and the student’s right to a hearing regarding the request for
amendment. Additional information regarding the hearing procedures will be provided to the
student when notified of the right to a hearing

3. The right to provide written consent before the university discloses personally
identifiable information (PII) from the student’s education records, except to the extent that
FERPA authorizes disclosure without consent.

The school discloses education records without a student’s prior written consent under the
FERPA exception for disclosure to school officials with legitimate educational interests. A
school official is a person employed by the college in an administrative, supervisory,
academic, research, or support staff position (including law enforcement unit personnel and
health staff); a person serving on the board of trustees; or a student serving on an official
committee, such as disciplinary or grievance committee. A school official also may include a
volunteer or contractor outside of the college or District who performs an institutional service
or function for which the school would otherwise use its own employees and who is under the
direct control of the school with respect to the use and maintenance of PII from education
records, such as an attorney, auditor, or collection agent or a student volunteering to assist
another school official in performing his or her tasks. A school official has a legitimate
educational interest if the official needs to review an education record in order to fulfill her or
her professional responsibilities for the college.

Upon request, the school also discloses education records without consent to officials of
another school in which a student seeks or intends to enroll. The MCCCD and its associated
colleges will forward records upon request, unless required by law to provide notice to the
subject of the educational record.

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 name and address of
the Office that administers FERPA is:

Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202

Permissible Disclosures without Consent

FERPA permits the disclosure of PII from students’ education records, without consent of the
student, if the disclosure meets certain conditions found in §99.31 of the FERPA regulations. Except
for disclosures to school officials, disclosures related to judicial orders or lawfully issued subpoenas,
disclosures of directory information, and disclosures to the student, §99.32 of FERPA regulations
requires the institution to record the disclosures. A postsecondary institution may disclose PII from
the education records without obtaining prior written consent of the student –

● To other college officials, including instructors, with the college whom the school has
determined to have legitimate educational interests. This includes contractors, consultants,
volunteers, or other parties to whom the school has outsourced institutional services or
functions, provided that the conditions listed in §99.31(a)(1)(i)(B)(​1​) – (a)(1)(i)(B)(​2​) are met.

● To officials of another college or university where the student seeks or intends to enroll, or
where the student is already enrolled if the disclosure is for the purposes related to the
student’s enrollment or transfer, subject to the requirements of 99.34. (99.31(a)(2))

● To authorized representatives of the U.S. Comptroller General, the U.S. Attorney General,
the U.S. Secretary of Education, or State and local educational authorities, such as a State
postsecondary authority that is responsible for supervising the university’s State-supported
education programs. Disclosures under this provision may be made, subject to the
requirements of §99.35, in connection with an audit or evaluation of Federal- or
State-supported education programs, or for the enforcement of or compliance with Federal
legal requirements that relate to those programs. These entities may make further
disclosures of PII to outside entities that are designed by them as their authorized
representatives to conduct any audit, evaluation, or enforcement or compliance activity on
their behalf. (§§99.31(a)(3) and 99.35)

● In connection with financial aid for which the student has applied or which the student has
received, if the information is necessary to determine eligibility for the aid, determine the
amount of the aid, determine the conditions of the aid, or enforce the terms and conditions of
the aid. (§99.31(a)(4))

● To organizations conducting studies for, or on behalf of, the school, in order to: (a) develop,
validate, or administer predictive tests; (b) administer student aid programs; or (c) improve
instruction. (§99.31(a)(6))

● To accrediting organizations to carry out their accrediting functions. (§99.31(a)(7))

● To parents of an eligible student if the student is a dependent for IRS tax purposes.

● To comply with a judicial order or lawfully issued subpoena. (§99.31(a)(9))

● To appropriate officials in connection with a health or safety emergency, subject to §99.36.

● Information the school has designated as “directory information” under §99.37.

● To a victim of an alleged perpetrator of a crime of violence or non-forcible sex offense,
subject to the requirements of § 99.39. The disclosure may only include the final results of
the disciplinary proceeding with respect to that alleged crime or offense, regardless of the
finding. (§99.31(a)(13))

● To the general public, the final results of a disciplinary proceeding, subject to the
requirements of §99.39, if the school determines the student is an alleged perpetrator of a
crime of violence or non-forcible sex offense and the student has committed a violation of the
school’s rules or policies with respect to the allegation made against him or her.

● To parents of a student regarding the student’s violation of any Federal, State, or local law, or
of any rule or policy of the school, governing the use or possession of alcohol or a controlled
substance if the school determines the student omitted a disciplinary violation and the
student is under the age of 21. (§99.31(a)(15))

As required by §99.37, below is the Directory Information Public Notice

The ​Family Educational Rights and Privacy Act ​(FERPA), a Federal law, requires that the MCCCD
and its associated colleges, with certain exceptions, obtain your written consent prior to the
disclosure of personally identifiable information from your child’s education records. However, the
MCCCD or any of its associated colleges may disclose appropriately designated “directory
information” without written consent, unless you have advised the college or district to the contrary in
accordance with college or district procedures. The primary purpose of directory information is to
allow the college or district to include information from your child’s education records in certain
school publications. Examples include:

● A playbill, showing your student’s role in a drama production;
● Honor roll or other recognition lists;
● Graduation programs; and
● Sports activity sheets, such as for wrestling, showing weight and height of team members.

Directory information, which is information that is generally not considered harmful or an invasion of
privacy if released, can also be disclosed to outside organizations without a parent’s prior written

If you do not want the college or district to disclose any or all of the types of information designated
below as directory information from your child’s education records without your prior written consent,
you must notify the college or district in writing. The MCCCD has designated the following
information as directory information:

phone number
MCCCD email address
electronic images
place of birth
major fields of study
current enrollment status
participation in officially recognized activities
dates of attendance
awards and academic honors received
Dean's List selection
previous institutions attended
program and promotional materials on participants in various sports and similar public
activities, including weights and heights of athletic team members

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The Maricopa County Community College District (MCCCD) is an EEO/AA institution and an equal opportunity employer of protected veterans and individuals with disabilities. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age, or national origin. A lack of English language skills will not be a barrier to admission and participation in the career and technical education programs of the District.

The Maricopa County Community College District does not discriminate on the basis of race, color, national origin, sex, disability or age in its programs or activities. For Title IX/504 concerns, call the following number to reach the appointed coordinator: (480) 731-8499. For additional information, as well as a listing of all coordinators within the Maricopa College system, visit​.