Disclosure of Education Records

Students are entitled to review their own academic records upon written request. Students may view their own transcripts at any time at the Office of the Registrar or online at MyRecords. Neither final grades nor grade point averages are released over the telephone or via email. No other person has the right to review academic records without the written permission of the student with a few exceptions such as:

  1. To school officials who have a legitimate educational interest in the records. 
    1. A school official is:
      1. A person employed by the College in an administrative, supervisory, academic, research or support staff position.
      2. A person elected to the Board of Trustees.
      3. A person employed by or under contract to the College to perform a special task, such as the attorney or auditor.
    2. A school official has a legitimate education interest if the official is:
      1. Performing a task that is specified in his or her position description or by a contract agreement.
      2. Performing a task related to a student’s education.
      3. Performing a task related to the discipline of a student.
      4. Providing a service or benefit relating to the student or student’s family, such as health care, counseling, job placement or financial aid.
  2. To officials of another school, upon request, in which a student seeks or intends to enroll. Note: FERPA requires a college or university to make a reasonable attempt to notify the student of the transfer unless it states in its policy that it intends to forward records on request.
  3. To certain officials of the U.S. Department of Education, the Comptroller General and state and local educational authorities, in connection with certain state or federally supported education programs.
  4. In connection with a student’s request for, or receipt of financial aid, as necessary to determine the eligibility, amount, or conditions of the financial aid, or to enforce the terms and conditions of the aid.
  5. If required by a state law requiring disclosure that was adopted before November 19, 1974.
  6. To organizations conducting certain studies for or on behalf of the College.
  7. To accrediting organizations to carry out their functions.
  8. To parents of an eligible student who claim the student as a dependent for income tax purposes.
  9. To comply with a judicial order or a lawfully issued subpoena.
  10. To appropriate parties in a health or safety emergency.
  11. Directory information so designated by the College.
  12. The results of any disciplinary proceeding conducted by the College against an alleged perpetrator of a crime of violence to the alleged victim of that crime.

Record of Requests for Disclosure

The College will maintain a record of all requests for and/or disclosures of information from a student’s education records. The record will indicate the name of the party making the request, any additional party to whom it may be redisclosed and the legitimate interest the party had in requesting or obtaining the information. The record may be reviewed by the parents or eligible student.

Refusal to Provide Copies

Note: With an understanding that it cannot deny students access to their records, a college or university is required to describe the circumstances in which it may deny students a copy of their education records. The following are examples: The College reserves the right to deny transcripts or copies of records not required to be made available by FERPA in any of the following situations:

  1. The student lives within commuting distance of SMWC.
  2. The student has an unpaid financial obligation to the College.
  3. The student has an unresolved disciplinary action against her.