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Student Educational Records

The activities of Hennepin Technical College are administered in accordance with a variety of federal and state laws, including The Family Educational Rights and Privacy Act (FERPA), the Minnesota Government Data Practices Act, Minnesota State Board policies, and assorted rules and regulations, as well as staff and student rights and responsibilities, as they relate to student educational records. For more information concerning applicable College and system policy, go to: HTC Policies and Procedures or Minnesota State Board Policies.

The Family Education Rights and Privacy Act (FERPA) protects a student’s right to privacy concerning their educational records. There are some types of information such as grades, financial aid, class schedules, or conduct records that family members might like to receive, but FERPA guidelines prohibit HTC from disclosing information without written consent from a student. This means, that even if a family member or another third party is paying the bills, they cannot access a student’s educational or financial records without the student’s consent. FERPA affords student certain rights with respect to their education records. They are:

  1. The right to Inspect and review the student’s education records within 45 days of the day the College receives a request for access. Students should submit to the Office of the Registrar or other appropriate official, written requests that identify the record(s) they wish to inspect. The College 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 College 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 amendment of the student’s education records that the student believes are inaccurate or misleading. Students may ask the College to amend a record that they believe is inaccurate or misleading. They should write the College official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading. If the College decides not to amend the record as requested by the student, the College will notify the student of the decision and advise the student of his or her 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 consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent FERPA authorizes disclosure without consent. One exception which permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by the College in an administration, supervisory, academic or research, or support staff position (including health or medical staff) and also clerical staff who transmit the education record; a person or company with whom the College has contracted (such as an attorney, auditor, or collection agent); a person who is employed by Hennepin Technical College Security Department acting in a health or safety emergency; or a student serving on an official committee, such as disciplinary or grievance committee, or assisting 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 his or her professional responsibility. Equal Opportunity and Nondiscrimination in Employment and Education.

Student Education Records College Policy. Federal law and state statue allow current and former students access to their education records. While the primary record is located in the Office of the Registrar, other records may be located in Admissions, Financial Aid, Business Office, Student Life and Career Development, Student Affairs and academic departments. For more information, refer to policy 3HTC1, Student Data Privacy at: hennepintech.edu/policy

Hennepin Technical College has designated the following items as Directory Information. As such, this information may be released to the public without the consent of the student: name, dates of enrollment and/or registration, major field of study, degree, diploma, certificates earned, and special student recognition/achievements. Directory information does not include identifying data which references religion, race, color, social position or nationality. Students may request directory information be kept private by contacting the Office of Registrar.