Is MiraCosta College obligated to release directory information?
An institution is not obligated to release directory information to anyone. FERPA
only states that an institution may release information, but there is no obligation
to do so.
What student information can be released, and to whom?
Although FERPA permits the release of directory information, the policy of MiraCosta
College is to restrict the identify of student information unless permission is granted
by the student in writing or if the identify is to comply with a judicial order or
lawfully issued subpoena (see below). An institution may also disclose personally
identifiable information without the student's written consent to "school officials"
whom the institution has determined to have a "legitimate educational interest."
A school official has a legitimate educational interest if the official needs to review
an education record in order to fulfill his/her professional responsibility.
Who can release student information?
MiraCosta College's general policy is that staff shall not release any directory information
about students. Admissions and Records staff may release information if the disclosure
is to comply with a judicial order or lawfully issued subpoena. All other requests
for release of directory information may be submitted to the Director of Admissions
and Records or the Dean of Admissions and Student Support for approval or denial.
The district reserves the right to deny any such requests.
How will I know if a student has requested that directory information not be disclosed?
When a student requests to restrict identify of directory information, a FERPA flag
is placed in PeopleSoft. To see if a student has requested to restrict identify of
directory information: From the PeopleSoft Main Menu, select Campus Community > Personal
Information > Biographical > Person FERPA > FERPA Quick Entry. Enter the student's
name or student ID number and click "Search." If there is a check mark under the
"Restrict" column, the information cannot be released. If you do not have access
to this information in PeopleSoft, contact the Admissions and Records Office at (760)
795-6620.
Does FERPA apply to students who are deceased?
The privacy rights of an individual expire with that individual's death. Records held
by an institution for a deceased person is not a FERPA issue but a matter of institutional
policy. MiraCosta College will exercise its own discretion in deciding whether, and
under what conditions, information should be disclosed to survivors or third parties.
Can student workers have access to student records?
FERPA does not preclude an institution from identifying students as "school officials"
with a "legitimate educational interest" for specific purposes. The same requirements
and responsibilities for a full time school official exist for student workers. The
student workers must be trained on FERPA just as if they were faculty or staff.
Can student clubs and student organizations have access to student records?
Many student organizations maintain scholarship committees, academic excellence awards
and related types of activities that are based upon personally identifiable information.
However, the students in charge of these activities are not "school officials" and
may not have access to student record information unless the student has provided
written authorization.
Must we release a transcript if a student has a financial hold?
Effective January 1, 2020 Assembly Bill 1313 Prohibits Higher Education from withholding
student transcripts due to a debt.
What about crisis situations or emergencies?
If non-directory information is needed to resolve a crisis or emergency situation,
an education institution may release that information if the institution determines
that the information is "necessary to protect the health or safety of the student
or other individuals." Factors to be considered or questions to be asked in making
a decision to release such information in these situations are: (1) the severity of
the threat to the health or safety of those involved; (2) the need for the information;
(3) the time required to deal with the emergency; (4) the ability of the parties to
whom the information is to be given to deal with the emergency.
Whom do I contact with questions or concerns?
Questions or concerns should be submitted to the Director of Admissions and Records
or the Dean of Admissions and Student Support.
