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College Catalog: Student Records

Permanent Record

Each students’ permanent record, which meets the guidelines set by the American Association of Collegiate Registrars and Admissions Officers, includes:

  1. The credits transferred from other institutions, including the number of credit hours given (the number of hours may change if the student transfers from one curriculum to another)
  2. The semester in which the student is currently enrolled
  3. The student’s social security number or ID number
  4. The Academic Program and Plan
  5. The course number, the course title, the hours attempted, the hours completed, and grade for each course
  6. A grade point average for each semester attended
  7. The cumulative grade point average of the student
  8. Academic action taken against the student including academic probation, suspension, and dismissal
  9. Degrees, diplomas, certificates, honors

Disciplinary Transcript Notations

Students who have been suspended for, have been permanently dismissed for, or have withdrawn from a college while under investigation for an offense involving sexual violence under the college’s sexual misconduct policy will have a notation stating either “Suspended/Dismissed for a violation of, or withdrew while under investigation for a violation of PDCCC’s sexual misconduct policy” placed on their permanent records. Furthermore, in order to alert other institutions of higher education of a student who was dismissed for exhibiting threatening or dangerous behavior, or otherwise has committed an act of misconduct, PDCCC may place a statement on the transcript, which shall state “Misconduct Dismissal.” Prior to making any disciplinary notation on a transcript, PDCCC will notify the student in writing of such action and give the student the right to appeal.

Student Information System (SIS) Records Indicators

In addition to the above, PDCCC may place on a student’s SIS record an XTA service indicator when a student is dismissed for misconduct, exhibits threatening behavior, or is determined to be a potential threat. PDCCC shall use the XTA indicator only after a threat assessment team has made a determination that the student poses a threat to the campus community. Colleges also may place on a student’s SIS record an XIT service indicator when a student is under investigation for an act of sexual violence. If the student is found “not responsible” following an investigation, the indicator will be removed immediately. For each indicator, prior to placing a service indicator on a student’s SIS record, PDCCC shall notify the student that the college will place the service indicator on the student’s SIS record. PDCCC shall explain the reason for the service indicator and give the student the right to appeal. If students who have been dismissed for misconduct or had a service indicator placed on a student’s SIS record, or both, request that transcripts of their records be sent to another college, a statement may be placed on transcripts stating “additional information available upon request from the designated college official.”

Amending Student Records

Under the provisions of the Family Educational Rights and Privacy Act (“FERPA”), students must have an opportunity to challenge the accuracy of the information that led to the application of the indicator to their record at the college placing the indicator. The challenge may only address the accuracy of the information, any misleading information, or a violation of the student’s privacy rights. The college shall decide whether to amend the record as requested within a reasonable time after the college receives the request. If the college decides not to amend the record as requested, it shall inform the student of its decision and of his or her right to a hearing. If the student prevails at the hearing, the record shall be corrected and the indicator should be removed, unless other facts support the continued use of the indicator. If the college prevails, the student has the right to place a statement in his or her record challenging the college’s actions. The college must maintain the statement with the contested part of the record for as long as the record is maintained and disclose the statement whenever it discloses the portion of the record to which the statement relates.


Use of Service Indicators in Admission Decisions

If a student with an XTA on his or her student record at one Virginia community college applies to another community college (“the new college”), the new college shall conduct an independent threat assessment to determine whether the applicant continues to pose a threat to the campus community.


Confidentiality of Student Records (FERPA)

Paul D. Camp Community College preserves the confidentiality of all student records and guarantees every eligible student the right to inspect and review his/her own educational records in accordance with the provisions of the Family Educational Rights and Privacy Act of 1974 (FERPA), sec. 438. A list of the educational records maintained by the College is available from the Admissions and Records Office. Student requests to review or challenge the accuracy of their PDCCC educational records should be addressed to the Dean of Student Services. The College reserves the right to arrange mutually convenient appointments for student inspection of records and to impose reasonable charges for copies should they be requested. The College indefinitely stores most student data in electronic form, including the student’s permanent record at the College (academic transcript). Disclosure of educational records to faculty and staff shall be for legitimate educational, routine administrative and statistical purposes. Personal identifiable information in a student’s record will not be released to anyone outside the institution without the student’s prior written consent; with the following exceptions as requested for or by:

  • Directory information
  • Authorized representatives of the Comptroller General of the United States, the United States Secretary of Education, state and local educational authorities
  • Either parent, when the student is claimed as a tax Dependent

Colleges may disclose the following VCCS directory information items without the student’s prior consent:

  • Student’s Name
  • Participation in officially recognized activities and sports
  • Weight and height of members of athletic teams
  • Degrees, honors, and awards received
  • Major field of study
  • Dates of attendance
  • Grade level
  • The most recent educational agency or institution attended
  • Number of credit hours enrolled
  • Photos

Students may, if they desire, request that their directory information not be released. Such a request must be submitted in writing to the Dean of Student Services. Students must provide official notification to the office of the college’s registrar to prevent the disclosure of directory information.

The College is obligated to release all requested records when served with a legally issued court order or subpoena. Documentation of released educational records in response to court orders or subpoenas is kept on file in Admissions and Records. The office attempts to notify the student prior to compliance, unless it is otherwise instructed by subpoena issued for law enforcement purposes. Among the exclusions from the definition of “education records” – and thus from the privacy requirements of FERPA – are records of a law enforcement unit of an educational agency or institution.

These records must be:

  • created by a law enforcement unit;
  • created for a law enforcement purpose; and
  • maintained by the law enforcement unit. See 34 CFR § 99.8 (b)(1).

Excluded records do not include:

  • records created by a law enforcement unit for a law enforcement purpose that are maintained by a component of the educational agency or institution other than the law enforcement unit (such as a principal or dean); or
  • records created and maintained by a law enforcement unit exclusively for a non-law enforcement purpose, such as a disciplinary action or proceeding conducted by the educational agency or institution.

Financial Aid and FERPA

Financial Aid is required to provide student information in cooperation with agencies and individuals involved in conducting an audit, program review, investigation or other review authorized by law. The Financial Aid Office contracts certain financial aid related services to other college officials. A “college official” has a “legitimate educational interest” whenever he or she is performing a task that is specified in his or her position, description, or by a contract agreement, performing a task related to a student’s education, performing a task related to the discipline of a student, or providing a service or benefit relating to the student.

A student has the opportunity to inspect and review his or her Financial Aid records within 45 days of the receipt of a request. The request must be made to the Financial Aid Office in writing.

Students can also authorize release of Financial Aid information to a parent, scholarship provider or tribal organization by submitting the request in writing. A student may revoke that authorization at any time afterward by putting the request in writing. Requests that are not submitted in person must also be notarized. Most other types of financial aid data sharing are disallowed.


Retention of Student Records

The Office of Admissions and Records Office is the official location for permanent student files. The permanent record is the only official document of a student’s academic history and the only official document used for record reconciliation. All other student documents are subject to disposal by the College in accordance with VCCS policy. The College will maintain student folder data for a three-year period from the date of separation from the College. Registration data, faculty grade reports, grade changes, withdrawal data, name change authorizations, readmission data, and graduation checklists will be maintained for three years from date of origination. Transcript request forms, graduation request forms, and application forms (for students not enrolled) will be maintained for one year from the date of origination. The College may release information from a student’s permanent record to a secondary school which the student attended or attends.


Change of Name, Curriculum, and/or Address

Students must report changes, such as name, address, phone number or curriculum to the Office of Admissions and Records by completing a Change of Student Information form.


Holds on Student Records

A hold will be placed on official student records under certain conditions. Non-payment of financial obligations such as tuition, college fines, and other debts will result in a hold on a student record. A hold will restrict a student from registering, having transcripts or grade reports issued, or receiving other college services. Disciplinary action, academic suspension, or dismissal will also result in a hold on registrations. The College may utilize collection agencies and garnishments of state income tax refunds to secure payment of indebtedness.


Classification of Students

All students are classified according to the following categories:

Curricular Student

A student shall be classified as a curricular student if the following three conditions are satisfied: (1) the student holds a high school diploma, a GED or its equivalent, or is otherwise determined qualified for admission; (2) the required documents for general admission to a curricular program are received by the Office of Admissions; and (3) the student has been admitted to one of the college’s curricula including international students requiring issuance of an I-20. (Note: Paul D. Camp Community College is not certified at this time to accept International students.)

Non-curricular Student

Students who are not formally admitted to one of the regular curricula but who are classified according to the following student goals or conditions are considered non-curricular students (International students requiring issuance of an I-20 or students receiving Federal or State aid are not eligible for these categories):

  1. Upgrading Employment Skills for Present Job
  2. Developing Skills for New Job
  3. Career Exploration
  4. Personal Satisfaction and General Knowledge
  5. Transient Student
  6. Student who maintains primary enrollment with another postsecondary institution and elects to enroll in the VCCS.
  7. High School Student dual enrollment or dual credit
  8. Auditing a course. Students desiring to attend a course without taking the examination or receiving credit for the course may do so by registering to audit through the usual registration process and paying the normal tuition. Permission of the Division Dean or another appropriate academic administrator is required to audit a course. Audited courses carry no credit and do not count as part of the student’s course load. Students desiring to change status in a course from audit to credit or from credit to audit must do so within the add/drop period for the course. Students who desire to earn credit for a previously audited course must re-enroll in the course for credit and pay normal tuition to earn a grade other than “X.” Advanced standing credit should not be awarded for a previously audited course.

Full-Time Student

A student is considered a full-time student if enrolled for 12 or more course credits.

Part-Time Student

A student is considered a part-time student if enrolled for less than 12 course credits.

Freshman

A student is classified as a freshman until 30 course credits have been completed in a designated curriculum.

Sophomore

A student is considered a sophomore after successfully completing 30 or more course credits. Transferred credits are included providing they apply toward meeting the requirements of the student’s curriculum.