STUDENT RIGHTS AND RESPONSIBILITIES 

Student Code Of Conduct 

Community Colleges of Spokane has adopted a student conduct code and rules for enforcement. All students should familiarize themselves with the code, which can be found online at http://apps.leg.wa.gov/WAC/default.aspx?cite=132Q-30.

The student code of conduct is available in the offices of the vice president of student and instructional services at SCC, the associate dean of student-funded programs at SFCC and the dean of student services at the IEL. 

In addition, CCS follows all applicable federal and state laws regarding the prohibition of the use and possession of controlled substances and alcohol by any student on district-owned or used facilities, grounds or motor vehicles and in any college participant activity on or off campus. 

Student Right To Know 

Community Colleges of Spokane complies with a variety of state and federal requirements concerning providing information to students and prospective students regarding campus crime statistics and security, undergraduate completion and graduation rates, athletic information including expenditures and revenue, and participation by team and gender.

Detailed information is available at http://www.ccs.spokane.edu/student/righttoknow. 

Student Records (Confidentiality)

Public Law 93-380, the Family Educational Rights and Privacy Act of 1974 (FERPA), requires that CCS adopt guidelines concerning the right of a student to inspect his or her educational record. 

Release Of Personally Identifiable Records

The college shall not permit access to or the release of educational records, or personally identifiable information contained therein, other than published “directory information” without the written consent of the student, to any party other than the following: 

 Administrative/support staff and college faculty when information is required for a 
    legitimate educational interest within the performance of their responsibilities to 
    the college, with the understanding that its use will be strictly limited to those 
    responsibilities.
 Federal and state officials requiring access to educational records in connection 
    with the audit and evaluation of a federally or state-supported educational program 
    or in connection with the enforcement of the federal or state legal requirements 
    which will not permit the personal identification of students and their parents to 
    other than those officials. Such personally identifiable data shall be destroyed 
    when no longer needed for such audit, evaluation or enforcement of legal 
    requirements.
 Agencies, such as the National Student Clearinghouse, or individuals requesting 
    information in connection with a student’s application for, or receipt of, financial 
    aid. 
 Organizations conducting studies for, or on behalf of, the college for purposes of 
    developing, validating or administering predictive tests, administering student aid 
    programs, and improving instruction. Such studies shall be conducted in such a 
    manner that will not permit the personal identification of students by persons other 
    than representatives of such organizations and such information shall be 
    destroyed when no longer needed for the purposes for which it was provided.
 Accrediting organizations in order to carry out their accrediting functions.
 Any person or entity designated by judicial order, or lawfully issued subpoena, 
    upon condition that the college makes a reasonable effort to notify the student of 
    all such orders or subpoenas in advance of the compliance therewith (unless the 
    order or subpoena specifically orders the student not be notified). The Patriot Act 
    legislation requires that students will not be notified of such orders or subpoenas.
 Information from educational records may be released to appropriate persons in 
    connection with an emergency if the knowledge of such information is necessary 
    to protect the health or safety of a student or other person(s).
 Spokane Community College, Spokane Falls Community College and the Institute 
    for Extended Learning are part of District 17, CCS. For that reason educational 
    records may be shared among the three entities for the purposes of admission, 
    registration, library access, financial aid and billing. 

The term “directory information” used in WAC 132Q-02-380(5) is defined as: information contained in an educational record of a student that would not be generally considered harmful or an invasion of privacy if disclosed. It includes, but is not limited to, the student’s name, address, telephone listing, electronic mail address, photograph, date and place of birth, major field of study, dates of attendance, grade level, enrollment status (e.g., undergraduate or graduate; full-time or part-time), participation in officially recognized activities and sports, weight and height of members of athletic teams, degrees, honors and awards received, and the most recent educational agency or institution attended by the student. 

Verification of enrollment is given. 

Students may request in writing that the college not release directory information except through written notice to the Admissions/Registration Office. 

CCS registrars’ offices will assist students who want to inspect their records. Records covered by Public Records Act will be made available within 45 days and the college may charge reasonable fees for preparing copies for students. This includes records that are kept in the following offices: admissions, registration, financial aid, cooperative work experience, placement, veteran services, cashiering, sponsored programs, student activities and intercollegiate athletics. The college reserves the right to have a college representative present during the review of a student’s record; the representative may offer interpretation of the data within the record. 

Some records may be withheld by the college. For example, academic transcripts are routinely withheld if the student has a financial obligation to the college. Medical records may be released to the student’s physician rather than to the student. Students may not inspect financial information submitted by their parents, confidential letters associated with admissions, and records to which they have waived their inspection rights. In the event a record contains information about other persons, the college will release only the portion of the record that pertains to the student. 

The college will not release records that are not owned by the college. 

In addition, the U.S. Department of Defense has authorized branches of the U.S. military to access directory information from U.S. colleges for recruitment purposes. Directory information under this provision, called the “Solomon Act,” includes name, address, telephone listing, date and place of birth, level of education, academic major, degrees received, and the educational institution in which the student most recently was enrolled. Students who object to the release of the above information to military recruiters may request that this information not be released by written notification to the appropriate CCS Registrar’s Office. 

Requests And Appeal Procedures WAC 132Q 

To obtain information on the process to contest the contents of your education records, ask for a copy of Student Rights and Responsibilities at the admissions or registration offices at SCC, SFCC, IEL or go to http://apps.leg.wa.gov/WAC/default.aspx?cite=132Q-02-370. 

Family Educational Rights And Privacy Act of 1974 (FERPA) Hearing Process 

Upon examination of records, a student who believes that his/her record is inaccurate or misleading can request a formal hearing. Requests for a hearing should be directed in writing to the Registrar’s Office at each college. When a date, time and place for the hearing have been established, a student may present evidence at the hearing and be represented by an attorney, at the student’s expense. The hearing panel will include the vice president of enrollment services and student development or other appointed designee and the student’s adviser/instructor. The hearing process does not replace other processes for student grievances. For example, a grade appeal will be addressed through the Student Grade Appeal procedure in this catalog. 

The decision of the hearing panel will be based solely on the evidence presented at the hearing. A written summary of the hearing will be prepared and distributed to all parties. The summary will include the reasons behind any decisions made by the hearing panel. The student’s records may be amended in accordance with the ruling of the hearing panel. 

A student may add comments to his/her record if he or she is not satisfied with the ruling of the hearing panel. Such comments will be released whenever the records in question are disclosed. For example, an explanatory letter from the student may accompany a transcript. 

Students who believe the hearing panel results are in error may contact the United States Department of Education, Room 4074 Switzer Building, Washington D.C. 20202. 

Access To Student Records

Transcripts 

Transcripts are a cumulative record of a student’s grade. Transcripts are a legal document of enrollment at CCS and are maintained forever. 

Transcripts Of Credits 

In compliance with the Family Educational Rights and Privacy Act of 1974, a student’s grade transcript will be released only upon written request to the Cashier’s Office. The request must include the student’s full name, maiden name if applicable, approximate last date of attendance, student identification number, student’s signature and address(es) to which the transcript(s) should be sent. 

There is a $3 fee per each official transcript requested. Students enrolled at the IEL, SCC or SFCC who are requesting an official transcript be sent from one District 17 unit to another District 17 unit will not be charged the transcript fee. 

Official, sealed transcripts are required by other institutions when a student transfers. Official transcripts will not be released if the student has not fulfilled all financial obligations to the college. 

Transcripts From Other Schools 

SCC and SFCC do not issue or certify copies of transcripts from other institutions. Transcripts reflecting a student’s previous college education that have been submitted to the college as a requirement for admission become part of the official file and cannot be returned to the student. Any student desiring transfer of credits earned elsewhere must order official transcripts from the institution where the credits were taken. 

Complaint Procedure 

Community Colleges of Spokane has established procedures to assist students who feel they have a complaint relating to an action by a member of the CCS community. Students are encouraged to contact the vice president of student services at SCC or SFCC, or the Dean of Student Services at the IEL regarding complaint procedures.