Educational Records Policies and Procedures

Policies and Procedures for Educational Records

Educational Definitions

Grading System

Grading of Courses That Carry Degree Credit

Each faculty member will explain the grading system employed in each course. Each student is asked to be responsible for obtaining a clear understanding of this process.

The scholastic GPAs are computed by dividing the total number of quality points earned by the number of term hours for which grades were received, excluding:

Three GPAs are computed on each student:

1. Term Average - GPA on work attempted during any given term
2. Institutional Average - cumulative GPA on all work attempted while in attendance at SCF
3. Overall Average - cumulative GPA on all work attempted since entering college, including work from all previously attended institutions

Class Attendance and Grading

SCF students will be graded on academic achievement. Punctual and regular class attendance is expected of all students. Any class session missed, regardless of cause, reduces the opportunity for learning and often adversely affects the grade a student achieves in a course.

Specific attendance and grading requirements for each course are stated in the respective course syllabus. These requirements may vary from course to course, and it is the student’s responsibility to seek any needed clarification from the instructor.

Pursuant to F.S. 1002.21; 1006.53; 1001.64, SCF shall attempt to reasonably accommodate the religious observance, practice and belief of individual students in regard to admissions, class attendance and the scheduling of examinations and work assignments. Students must provide the instructor(s) with advance notification of the purpose and anticipated length of any absence. At that time, the instructor and the student will agree upon a reasonable time and method to make up any work or tests missed.

Dean’s List and President’s List

The Dean’s List and the President’s List are honors that may be earned each term. Students who complete six or more degree credits in a term (excluding developmental credits) with a GPA of 3.5 or above are named to the Dean’s List, and students who complete 12 or more degree credits in a term (excluding developmental credits) and achieve a term GPA of 3.8 or above are named to the President’s List. Both honors are denoted on the student’s transcript for the term.

Grading of Developmental Courses

Remedial courses that carry developmental credit do not meet degree requirements and the grades are not calculated into students’ GPAs. These credits do count toward a student’s time status (full time, part time, etc.) and are billed at the same rate as degree credits. Each faculty member will explain the grading system for each course. Developmental grades (indicated by a period following the letter grade) of A., B. and C. signify successful completion and allow students to advance to the next course. Grades of D., F., W. and WF. signify successful completion was not achieved, and the course needs to be repeated.

Grading of Institutional Credit Courses (Educator Preparation Institute (EPI) subject classes)

Institutional credit (EPI) courses do not meet degree requirements and grades are not calculated in the GPA. A grade of C signifies successful completion of a course and students are allowed to advance to the next sequential course. Grades of D:, F:, W: and “WF: signify that successful completion was not achieved and the course needs to be repeated.

Incompletes

At the instructor’s discretion, a grade of I (incomplete) may be given due to unforeseen or extenuating circumstances such as a death in the family, serious illness, etc. The student must clearly document the circumstances and show that he or she has satisfactorily completed a significant portion of the course requirements and has a reasonble chance of making a passing grade.

It is the student’s responsibility to make the necessary arrangements with an instructor for removal of an I grade. If the instructor is not available, arrangements must be made with the dean or department chair.

If, within six weeks from the first day of classes during the next term (exclusive of Summer session), the instructor has not informed the Educational Records office of a grade change, the I will be changed to an F on the student’s permanent record.

W Grade

A grade of W (withdrawn) is not calculated into the GPA, but the course does count as an attempt for fee assessment. W grades are recorded only for the first two attempts of a course when the course withdrawal is completed before the withdrawal deadline. The stated withdrawal policy is described in the withdrawal policies section of the Catalog.

WF Grade

A grade of WF is calculated into the GPA as an F grade and the course also counts as an attempt for fee assessment. WF is recorded for a withdrawal after the withdrawal deadline for the first two course attempts, and WF is recorded for a third attempt course withdrawal regardless of withdrawal date.

Time Limit for Grade Change

Requests for corrections of course records are to be made within one calendar year of when the grade was assigned to the course. It is the responsibility of the student to bring any errors to the attention of the faculty member as soon as the errors are detected within this one-year period.

Accessing Grades Online

SCF does not send grades in the mail. Students who have no holds on their records may view their grades online beginning on the grade posting date published in the academic calendar, in the Catalog and on the SCF website.

These steps may be followed to view grades and unofficial transcripts:

1. Go to SCF.edu
2. Click MySCF
3. Enter user name and password; click Login
4. Select Student tab
5. Go to Unofficial Transcripts

Audit Policy

A student may change from credit to audit status in any course before the posted deadline or the end of the add/drop period for short-term/late start courses. The student initiates this option by completing the Student Request to Change Course to Audit/Credit form available in the Educational Records office. Class tests or examinations are not required of the student auditing the course. However, class attendance is expected. Students must meet the same prerequisite requirements as degree-seeking students for specific courses. Students will receive a grade of X for any courses they audit. Audit courses will not affect the GPA, academic standing or previously earned credits.

Courses taken on an audit basis may not be counted when calculating eligibility for veterans’ benefits, financial assistance or certification of enrollment by outside agencies. Audited courses do not count in the total attempts for grade forgiveness but do count as an attempt of a course.

No student may audit more than six hours of credit courses in a term except by special permission by the academic dean of the student’s primary campus. Fees for audit courses are the same as courses for credit.

Grade Forgiveness (Repeat) Policy

A student may repeat a course, up to a maximum of two repeats per course (for courses that count toward the GPA), in which the student earned a grade of D or F, provided a degree has not yet been awarded or as otherwise noted in the course description. Courses with earned grades of A, A.., A:, B, B., B:, C, C. or C: cannot be repeated. The GPA will be adjusted so that only the last attempt at the repeated course will be included in the overall calculation. The original grade will be marked with an E (excluded in the GPA) to indicate that the course was repeated, an I (included in the GPA) or an A (course calculated in GPA but no earned credits) on the student’s transcript. All grades will remain on the student’s official transcript. If a student withdraws from a third-attempt course and receives a WF grade, this will be considered the final grade and will be included in the overall GPA.

If a student transfers to another institution, public or private, it is the responsibility of the student to learn what the receiving institution’s policy is regarding acceptance of “forgiven” courses in the computation of the student’s grade point average.

Third Attempt

The Florida Legislature passed House Bill 1545, effective July 1, 1997, and amended effective July 1, 1999. This bill requires that students enrolled in the same undergraduate college credit course or developmental course more than two times shall pay fees at 100 percent of the full cost of instruction. (For purposes of this assessment, the Florida Legislature considers 100 percent of the full cost of instruction to be equal to the non-Florida resident fee, which is not subsidized by state monies.)

In order to administer this requirement, colleges in Florida began “counting” student attempts beginning with the Fall 1997 term, regardless of the number of previous attempts.

Students with documented extenuating circumstances or financial hardship may initiate a third attempt fee appeal process through a student services advisor.

Note: Upon the third attempt of a credit course, a withdrawal will be recorded as a WF and calculated as an F in the student’s GPA.

Fourth Attempt

Students may attempt a course only three times (including original grades, repeat grades, audits and withdrawals) unless noted differently in the course description. Students with extenuating circumstances may petition for a fourth attempt through a Student Services advisor. All grades from the third attempt and any subsequent attempts will be included when the student’s GPA is calculated.

Overload

Students are permitted to enroll in up to 18 credit hours per each term - Fall, Spring and/or Summer without special approval. Overload petitions must be acquired and approved by a Student Services advisor. Should the request to exceed 18 credit hours per term be denied, a student may appeal by submitting a request to the Director of Advising Services. Should a student want to enroll in more than 18 credit hours in a subsequent semester, a new request form must be submitted. Dual Enrollment and Early College student should direct inquires to the Coordinator of Early College.  Associate in Science and Baccalaureate students should direct inquiries to the respective academic departments for the completion of an Overload Request.

Withdrawal Policies

A withdrawal is a change in a student’s course schedule where one or more courses are withdrawn before the end of the term. Withdrawn courses appear on the transcript as a W or WF and are classified as attempts. No refunds are permitted for withdrawn courses.

Withdrawal from a Course or Complete Withdrawal from the College (no refund)

A student may withdraw from any or all courses without the academic penalty of a WF grade by the withdrawal deadline as listed in the academic calendar, Catalog or on the SCF website. A student in an accelerated or short-term course may withdraw without the academic penalty of a WF grade any time before the withdrawal deadline specific for the course. When a WF is entered, it is recorded in the student’s permanent record and calculated as an F in the GPA. SCF encourages the student to discuss a withdrawal with the instructor and with the Financial Aid Services office before withdrawing. A student who withdraws from any or all courses can withdraw online. 

Course withdrawals, after the deadline for the term or accelerated or short term course as published in the academic calendar, will result in a grade of WF, which is computed in the term and cumulative GPA. Appeal request forms, accompanied by an explanation and documentation detailing major extenuating and documented circumstances, should be directed to the Academic Dean on the student’s primary campus, who has the final approval/disapproval authority. If the appeal is granted, the WF grade would be changed to a W without GPA consequences. Forms can be obtained from the advising center.

Effective Fall 1997, the state mandates a student will be permitted a maximum of three attempts per course. An “attempt” is defined as registration in a class after the end of the registration period.

A student must take responsibility for initiating the withdrawal procedure. If this procedure is not followed, a grade of WF may be recorded for the student and F calculated in the grade point average.

If a WF is entered, it will be recorded on the permanent record and calculated as F in the grade point average.

All withdrawal policy statements apply to part-time as well as full-time degree credit and developmental credit students.

Faculty Withdrawal

Before the course withdrawal deadline (60 percent of the term) and until two weeks before the end of the term, a faculty member may withdraw a student when the student has stopped attending class and has not formally withdrawn from the course by the withdrawal deadline. A faculty member can withdraw a student for excessive absences, excessive tardiness, academic misconduct or another similar reason, as noted in the faculty member’s respective syllabi. Depending on the date of the withdrawal, a grade of W or WF will be recorded. Either grade is recorded on the student’s permanent academic record. Fees are applied for all courses accordingly and are counted as attempted courses. WF grades are calculated as an F in the GPA.

Faculty No Show Reports

Following the last day to add/drop courses for the term, faculty are required to report any student who has not attended one class within the first week of the term and/or has not contacted the professor/instructor to make arrangements to attend class or to make up missed work/assignments (also termed as a “no show” student). A grade of W is recorded for “no shows” on the student’s permanent academic record, the course is counted as an attempt and fees are applied for all courses accordingly.

Return of Federal Financial Aid Upon Withdrawal from the College

Effective with the Fall 2000 term, students who receive federal financial aid funds and who withdraw from all classes may be required to return all or a portion of these funds to the federal government. Students should consult with the Financial Aid Services office before completely withdrawing from the College.

Academic Standing

SCF acknowledges five academic classification categories that apply to all students: Good Standing, Academic Warning, Probation, Academic Suspension and Academic Dismissal.

Good Standing

A student is considered in good standing when the term and cumulative GPAs are 2.0 or above, or in initial good standing during the first term after transfer from another college or university, regardless of the transfer GPA.

Academic Warning

A student is considered to be on academic warning when either the term GPA, the institutional GPA or the overall GPA is below 2.0. The student academic record will reflect the academic warning status. Students are notified at the end of each term.

A student on academic warning is encouraged to seek assistance from a Student Services advisor early in the term to develop an academic plan that will result in good standing. When a student’s term and overall GPA reach 2.0, the warning status is removed. If a student’s GPA remains below a 2.0, the student is placed on probation and notified at the end of the term.

Probation

A student is considered on probation when either the term GPA, institutional GPA or overall GPA is below 2.0 and they had a previous academic warning classification in which they were not successful in returning to good academic standing.

A student is informed of the probation classification at the end of the term and the student’s academic record will reflect probation status. Students are strongly recommended to see a Student Services advisor to initiate a contractual intervention strategy that would assist them in meeting individualized educational goals. Such strategies may include but are not limited to:

1. Repeating all courses where the final grade of D or F has been earned, and all developmental courses that must also be taken; and/or
2. Enrolling in fewer courses in a given term; and/or
3. Limiting participation in nonacademic activities.

Probation status will be lifted when:

1. The student has attained good standing.
2. If while on probation, the student fails to earn a 2.0 term GPA, the student’s status will be changed to academic suspension. OR: If while on probation, the student fails to earn a 2.0 term GPA and either the institutional GPA or the overall GPA is below 2.0, the student’s status will be changed to academic suspension.
3. If the student earns a 2.0 term GPA and the institutional GPA and/or the overall GPA remain below 2.0, the student will continue on academic probation for an additional term. Should the student fail to earn a 2.0 term GPA, a 2.0 institutional GPA and a 2.0 overall GPA the following term, the student’s status will be changed to academic suspension.

Academic Suspension

A student is considered on academic suspension when the probation status has not improved to a good standing classification. The student’s academic record will reflect the academic suspension status and students are notified at the end of the term. Students on academic suspension for the first time will have an opportunity to be reinstated upon agreement with a Student Services advisor. Each semester thereafter, the student’s academic progress is evaluated for continued probation status based on satisfactory progress and/or completion of an agreement within the Academic Standing Appeal Request decision. A student who was previously suspended and failed to meet the standard of the agreement may be academically dismissed. A student must earn an institutional and overall 2.0 GPA for each semester of academic reinstatement to avoid academic dismissal.

Academic Dismissal

A student who has not earned an institutional and overall 2.0 term GPA following an academic suspension will be academically dismissed and will be unable to attend SCF for one year (three semesters = one calendar year). At the beginning of the third semester of non-enrollment, the student must schedule an appointment with a student services advisor to discuss and submit the required documentation for the admissions committee review and readmission consideration.

Appeals

Students will have an opportunity to appeal dismissal status. Appeals should be sent to the Director of Advising Services five business days within notification of the dismissal status. The appeal documentation will be forwarded to the admissions committee for a final decision.

Academic Record Changes/Requests

Name Changes

A signature and request from the student are required to change a student’s name on his or her permanent academic record. The Change of Name/Address form is available in the Educational Records office or online at www.scf.edu/StudentServices/EducationalRecords/RegistrarOfficeForms.asp. Official name changes require submission of an official copy of a court-issued document verifying the legal name change.

Address Changes

Students can verify and update online the mailing address that appears on their educational record by logging on to SCF.edu/MySCF. Go to the Home tab, Self Service Banner, Personal and Emergency Information, Address(es) and Phone(s). The accuracy of this information is crucial in the event of an urgent situation involving a student.

International students on an F-1 student visa status must take special note to inform the College as soon as possible as failure to notify SCF could result in termination of a student’s status.

Emergency Contact Changes

Students can verify and update emergency contact information by logging on to SCF.edu/MySCF. Go to the Home tab, Self Service Banner, Personal and Emergency Information, Address(es) and Phone(s

The accuracy of this information is crucial in the event of an urgent situation involving a student.

Program/Major Changes

Upon admission, each student selects a desired degree and program status. If a student wants a change, a Change of Major/Program/Degree form will be required to be completed by the student. The form is available in the Educational Records office or online at www.SCF.edu/StudentServices/EducationalRecords/RegistrarOfficeForms.asp and must be signed by the student before the change will be made to the student’s official academic record. There is a deadline for changes each term. Any change made after the deadline will be effective with the following term. For deadlines, refer to the academic calendar.

Upon changing the major, the student’s official catalog year term will be updated effective with the new program. Students are strongly encouraged to select a major/program and degree status early in their enrollment with the College. International students and students who receive financial aid must be classified as degree-seeking for various reporting requirements. Students should consult with a Student Services advisor before making a final decision.

Note: Any non-degree seeking student wanting to become degree-seeking will be required to re-apply for admission to the College.

Transcript Requests

All official transcript requests can be made online at www.SCF.edu/Transcripts. Current and active SCF students can also order official transcripts through MySCF by clicking on the student tab then clicking on Request Official Transcripts. Former students must order online at SCF.edu/Transcripts or by completing a paper form available in the Educational Records office. Online requests can often be processed faster provided all information can be verified electronically. Paper requests can be sent by mail, in person or by fax if the information is complete and a signature of the student is included on the request. Email requests for transcripts cannot be processed.

A transcript fee (see Cost and Fee Information ) is required at the time of the request and can be paid by cash, check or credit card. If paying the fee by credit card, a billing address and credit card expiration date must be included. Students must be in good standing with the College (including fulfillment of all financial obligations) before the transcript request will be processed.

Official transcripts are sent by SCF through the U.S. Postal Service or electronically to Florida state schools and third parties as requested. Unofficial transcripts can be obtained from the Florida Virtual Campus (FLVC) website at FLVC.org or by logging on to SCF.edu/MySCF.

Transcripts that are mailed from SCF directly to designated individuals or organizations by request of the student and do not arrive after three weeks from the original mailing date will be resent one time free of charge to the same address provided by the requester without filing an additional written request.

Unofficial transcripts are available to current students only and may be obtained by the student by logging on to SCF.edu/MySCF.

Degree/Enrollment Verifications

Verification letters are designed to verify a student’s registration or degree status based on full-time, half-time or less than half-time status for a given term of enrollment or graduation date. Students who need a verification of degree or enrollment can complete a request on the SCF website at SCF.edu. Log in to MySCF, go to Student tab and Banner Self-Service channel. Select Student Main Menu, Student Records then order enrollment verification or degree verification. Enrollment verifications can be completed for current or previous terms only and are free for current students. Verification for subsequent terms cannot be made until the end of the add/drop period for that term. Verifications also can be processed by submitting a Request for Verification Letter via fax or in person at the Educational Records office. Verifications require three working days for processing unless they are processed online and all information can be verified electronically.

Excess Hours Advisory Statement

Section 1009.286, Florida Statutes, establishes an “excess hour” surcharge for a student seeking a bachelor’s degree at a state university. It is critical that students, including those entering Florida colleges, are aware of the potential for additional course fees.

“Excess hours” are defined as hours that go beyond 110 percent of the hours required for a bachelor’s degree program. For example, if the length of the program is 120 credit hours, the student may be subject to an excess hour surcharge for any credits attempted beyond 138 credit hours (120 times 115 percent).

All students whose educational plan may include earning a bachelor’s degree should make every effort to enroll in and successfully complete those courses that are required for their intended major on their first attempt. Florida college students intending to transfer to a state university should identify a major or “transfer program” early and be advised of admission requirements for that program, including the approved common prerequisites. Course withdrawals and/or repeats, as well as enrollment in courses non-essential to the intended major, may contribute to a potential excess hours surcharge.

Graduation Requirements and Procedures

SCF.edu/Graduation

Students have the option of graduating under the Catalog in effect at the time they first enroll as a degree seeking student at SCF or the Catalog in effect at the time they complete requirements for a degree, provided they maintain continuous enrollment of at least one credit per academic year. If continuous enrollment is broken, they must graduate under the Catalog in effect when they reregister or the Catalog in effect at the time they complete requirements for a degree. For students who change their major or enter a limited access program, their official catalog year will be updated to reflect the term they began enrollment in the new program.

The steps in the graduation process apply to ALL degree/certificate programs:

1. Students must apply for graduation by submitting an application form, which is available online at SCF.edu/Graduation. The deadlines are posted in the academic calendar on the website. The application form must be completed and signed by the student. Applications will not be accepted without payment of the graduation fee. (See Cost and Fee Information .)
2. An overall and a cumulative GPA of 2.0 (C) must be achieved in the student’s total credit program. The overall grade point average includes work attempted at previously attended institutions.
3. At least 25 percent of the hours of course credit required for the degree/certificate must be completed at SCF.
4. All candidates eligible for the one-year certificate, advanced technical certificate, Associate in Science, Associate in Arts and all bachelor’s degrees are urged to be present at graduation.
5. Students are reminded that, regardless of their receipt of a degree, a D grade might not transfer depending on the regulations of the college or university they plan to enter.
6. All Associate in Arts students enrolled in any Florida college for the first time after Jan. 1, 1983, are required to complete 12 term hours of writing courses with a grade of C or better, and are required to complete a minimum of six term hours of mathematics with a grade of C or better in each course. (State Board of Education Rule 6A-10.030.) This requirement is detailed in the section “Gordon Rule Requirements”.
7. Associate in Arts Foreign Language Requirement: Pursuant to s.1007.25 F.S. and Rule 6A-10.02412, students who are first-time-in-college students in Fall 2014 or later must demonstrate foreign language competency as specified in s.1007.25 F.S. (See Associate in Arts Degree Requirements Summary.)
8. The Educational Records office will review the student’s course requirements and notify the student by email to their MySCF account of degree completion requirements.
9. Following completion of all graduation requirements, the diploma/certificate and official transcript will be mailed to the student. A notification will be emailed to students who do not meet graduation requirements.

Graduation Ceremonies

The College holds graduation ceremonies in May and December for graduating students. Students who complete their requirements for graduation during the Summer term will officially graduate and the degree or certificate will be awarded during the summer. There will be no negative impact on a student’s ability to transfer with a degree. All students who complete degree/certificate requirements during the summer are invited to participate in the December graduation ceremony.

All students who have received notification and approval from the Educational Records office to graduate and wish to participate in the graduation ceremony are required to register online at SCF.edu/Graduation. All guests of graduates attending graduation must have a ticket for entrance into the auditorium. Guest ticket information is available online at SCF.edu/Graduation. Tickets are given to the graduates based on seating capacity and the number of attendees at the ceremony.

Graduation Honors

Each student graduating from SCF will, if achievement warrants, be recognized in the graduation program and ceremony based on current GPA and have final honors posted on the permanent record according to the following schedule.

1. Overall grade point average 3.90 to 4.00 = summa cum laude.
2. Overall grade point average 3.70 to 3.89 = magna cum laude.
3. Overall grade point average 3.50 to 3.69 = cum laude.

For students who have attended only SCF, the cumulative GPA is used. For the transfer student, the overall GPA is used to determine honors at graduation.

Honors Convocation

The primary purpose of SCF Honors Convocation is to recognize undergraduate students for their exceptional academic initiatives and achievements during the previous academic year. Honors Convocation is held annually at SCF Bradenton and SCF Venice one week prior to Spring term graduation exercises. Honorees are encouraged to bring guests to the program. Students may obtain information about this program in the Academic Advising Center at SCF Bradenton or SCF Venice.

Notification of Rights under Family Educational Rights and Privacy Act (FERPA) for Postsecondary Institutions

The Family Educational Rights and Privacy Act (FERPA) affords eligible students certain rights with respect to their education records. (An eligible student under FERPA is a student who is 18 or older or who attends a postsecondary institution, whether in person, online or any other means of attendance.) FERPA applies to all current and former students including students enrolled in distance education and dual enrollment programs.  These rights include:

1. The right to inspect and review the student’s education records within 45 days after the day SCF receives a request for access. A student should submit to the campus Educational Records office, a written request that identifies the record(s) the student wishes to inspect. The College official, or designee, 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 is inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA.

An eligible student who wishes to ask SCF to amend a record should write the College official responsible for the record, clearly identify the part of the record the student wants changed, and specify why it should be changed.  If SCF decides not to amend the record as requested by the student, the College will notify the student of the decision and of their 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 provide written consent before the College discloses personally identifiable information (PII) from the student’s education records, except to the extent that FERPA authorizes disclosure without consent.

The College discloses education records without a student’s prior written consent under the FERPA exception for disclosure to school officials with legitimate educational interests. A school official is a person employed by the College in an administrative, supervisory, academic, research or support staff position (including law enforcement unit personnel and health staff); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee. A school official also may include a volunteer or contractor outside of the College who performs an institutional service or function for which the school would otherwise use its own employees and who is under the direct control of the school with respect to the use and maintenance of PII from education records, such as an attorney, auditor or collection agent or a student volunteering to assist another 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 responsibilities for the College.

Upon request, the College also discloses education records without consent to officials of another school in which a student seeks or intends to enroll or is already enrolled.

4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by the College to comply with the requirements of FERPA. The name and address of the office that administers FERPA is:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Ave., SW
Washington, DC 20202

See the list below of the disclosures that postsecondary institutions may make without consent.

FERPA permits the disclosure of PII from students’ education records, without consent of the student, if the disclosure meets certain conditions found in §99.31 of the FERPA regulations. Except for disclosures to school officials, disclosures related to some judicial orders or lawfully issued subpoenas, disclosures of directory information, and disclosures to the student, §99.32 of FERPA regulations requires the institution to record the disclosure. Eligible students have a right to inspect and review the record of disclosures. A postsecondary institution may disclose PII from the education records without obtaining prior written consent of the student:

• To other school officials, including teachers, within the College whom the College has determined to have legitimate educational interests. This includes contractors, consultants, volunteers, or other parties to whom the school has outsourced institutional services or functions, provided that the conditions listed in §99.31(a)(1)(i)(B)(1) - (a)(1)(i)(B)(2) are met. (§99.31(a)(1))
• To officials of another school system or institution of postsecondary education where the student seeks or intends to enroll, or where the student is already enrolled, if the disclosure is for purposes related to the student’s enrollment or transfer, subject to the requirements of §99.34. (§99.31(a)(2))
• To authorized representatives of the U.S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or state and local educational authorities, such as a state postsecondary authority that is responsible for supervising the college’s state-supported education programs. Disclosures under this provision may be made, subject to the requirements of §99.35, in connection with an audit or evaluation of federal- or state-supported education programs, or for the enforcement of or compliance with federal legal requirements that relate to those programs. These entities may make further disclosures of PII to outside entities that are designated by them as their authorized representatives to conduct any audit, evaluation or enforcement or compliance activity on their behalf. (§§99.31(a)(3) and 99.35)
• In connection with financial aid for which the student has applied or which the student has received, if the information is necessary to determine eligibility for the aid, determine the amount of the aid, determine the conditions of the aid, or enforce the terms and conditions of the aid. (§99.31(a)(4))
• To organizations conducting studies for, or on behalf of, the College, in order to: (a) develop, validate, or administer predictive tests; (b) administer student aid programs; or (c) improve instruction. (§99.31(a)(6))
• To accrediting organizations to carry out their accrediting functions. ((§99.31(a)(7))
• To parents of an eligible student if the student is a dependent for IRS tax purposes. (§99.31(a)(8))
• To comply with a judicial order or lawfully issued subpoena. (§99.31(a)(9))
• To appropriate officials in connection with a health or safety emergency, subject to §99.36. (§99.31(a)(10))
• Information the College has designated as “directory information” under §99.37. (§99.31(a)(11))
• To a victim of an alleged perpetrator of a crime of violence or a non-forcible sex offense, subject to the requirements of §99.39. The disclosure may only include the final results of the disciplinary proceeding with respect to that alleged crime or offense, regardless of the finding. (§99.31(a)(13))
• To the general public, the final results of a disciplinary proceeding, subject to the requirements of §99.39, if the school determines the student is an alleged perpetrator of a crime of violence or non-forcible sex offense and the student has committed a violation of the College’s rules or policies with respect to the allegation made against him or her. (§99.31(a)(14))
• To parents of a student regarding the student’s violation of any federal, state, or local law or of any rule or policy of the College, governing the use or possession of alcohol or a controlled substance if the College determines the student committed a disciplinary violation and the student is younger than 21. (§99.31(a)(15))

Directory Information

Directory information means information contained in a student’s educational record that generally would not be considered harmful or an invasion of privacy if disclosed. Under the terms of FERPA, SCF has established the following as directory information.

• Student name
• Degree of study
• Participation in officially recognized Florida College System Activities Association (FCSAA) activities
• Weight and height of members of athletic teams
• Terms of attendance
• Degrees and awards received

Although directory information may be available for release, SCF does not routinely release such information to third parties. FERPA states that each student has the right to inform the College that any or all the information is not to be released. The College will honor the student’s request to restrict the release of directory information as stated previously. To withhold directory information, a student should notify the Educational Records office in writing prior to the add/drop period each term and complete the Directory Disclosure Release Authorization form available in the campus Educational Records office. The status of disclosure at the last registration period is binding and all records will be noted “confidential” until the status is changed by the student. No information will be released without prior written consent of the student.

Nondirectory Information

Nondirectory information is personally identifiable information (PII) such as grades, transcripts, GPA and academic standing. SCF does not release this information without written authorization from the student. If a student wishes to have any PII regarding their educational record released, a Third Party Release form must be completed by the student. The forms are available in the Educational Records office on either campus.

Possible Federal and State Data Collection and Use

As of January 3, 2012, the U.S. Department of Education’s FERPA regulations expand the circumstances under which students’ education records and PII contained in such records - including Social Security number, grades, or other private information - may be accessed without consent. First, the U.S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or State and local education authorities (Federal and State authorities) may allow access to records and PII without consent to any third party designated by a federal or state authority to evaluate a federal- or state-supported education program. The evaluation may relate to any program that is “principally engaged in the provision of education,” such as early childhood education and job training, as well as any program that is administered by an education agency or institution. Second, federal and state authorities may allow access to a student’s education records and PII without consent to researchers performing certain types of studies, in certain cases even when the College objects to or does not request such research. Federal and state authorities must obtain certain use-restriction and data security promises from the entities that they authorize to receive a student’s PII, but the authorities need not maintain direct control over such entities. In addition, in connection with Statewide Longitudinal Data Systems, state authorities may collect, compile, permanently retain, and share without consent PII from a student’s education records, and they may track a student’s participation in education and other programs by linking such PII to other personal information about students that they obtain from other federal or state data sources, including workforce development, unemployment insurance, child welfare, juvenile justice, military service and migrant student records systems.

Notification of Rights Under FERPA for Elementary and Secondary School Students Enrolled at SCF and/or State College of Florida Collegiate School (SCFCS)

The Family Educational Rights and Privacy Act (FERPA) affords parents and students who are 18 years of age or older (“eligible students”) certain rights with respect to the student’s education records. These rights are:

1. The right to inspect and review the student’s education records within 45 days after the day SCF or SCFCS receives a request for access.

Parents or eligible students of SCFCS should submit to the head of school (or appropriate school official) a written request that identifies the records they wish to inspect. The school official will make arrangements for access and notify the parent or eligible student of the time and place where the records may be inspected.

Parents or eligible students of SCF should submit to the campus Educational Records office a written request that identifies the records they wish to inspect. The College official will make arrangements for access and notify the parent or eligible student of the time and place where the records may be inspected.

2. The right to request the amendment of the student’s education records that the parent or eligible student believes are inaccurate, misleading or otherwise in violation of the student’s privacy rights under FERPA.

Parents or eligible students who wish to ask SCFCS to amend a record should write the college official responsible for the record, clearly identify the part of the record they want changed, and specify why it should be changed. If SCFCS decides not to amend the record as requested by the parent or eligible student, the school will notify the parent or eligible student of the decision and of their right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the parent or eligible student when notified of the right to a hearing.

Eligible students who wish to ask SCF to amend a record should write the college official responsible for the record, clearly identify the part of the record they want changed, and specify why it should be changed. If SCF decides not to amend the record as requested by the eligible student, the school will notify the eligible student of the decision and of their right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the eligible student when notified of the right to a hearing.

3. The right to provide written consent before SCF/SCFCS discloses PII from the student’s education records, except to the extent that FERPA authorizes disclosure without consent.

One exception that permits disclosure without consent, is disclosure to school officials with legitimate educational interests. A school official is a person employed by SCF/SCFCS as an administrator, supervisor, instructor or support staff member (including health or medical staff and law enforcement unit personnel) or a person serving on the Board of Trustees. A school official also may include a volunteer or contractor outside of SCF/SCFCS who performs an institutional service of function for which SCF/SCFCS would otherwise use its own employees and who is under the direct control of SCF/SCFCS with respect to the use and maintenance of PII from education records, such as an attorney, auditor, medical consultant or therapist; a parent or student volunteering to serve on an official committee, such as a disciplinary or grievance committee; or a parent, student or other volunteer assisting another 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.

Upon request, the school discloses education records without consent to officials of another school district in which a student seeks or intends to enroll, or is already enrolled, if the disclosure is for purposes of the student’s enrollment or transfer.

4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by SCF/SCFCS to comply with the requirements of FERPA. The name and address of the Office that administers FERPA are:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Ave., SW.
Washington, DC 20202

See the list below of the disclosures that elementary and secondary schools may make without consent.

FERPA permits the disclosure of PII from students’ education records, without consent of the parent or eligible student, if the disclosure meets certain conditions found in §99.31 of the FERPA regulations. Except for disclosures to school officials, disclosures related to some judicial orders or lawfully issued subpoenas, disclosures of directory information, and disclosures to the parent or eligible student, §99.32 of the FERPA regulations requires the school to record the disclosure. Parents and eligible students have a right to inspect and review the record of disclosures. A school may disclose PII from the education records of a student without obtaining prior written consent of the parents or the eligible student:

• To other school officials, including teachers, within the educational agency or institution that the school has determined to have legitimate educational interests. This includes contractors, consultants, volunteers or other parties to whom the school has outsourced institutional services or functions, provided that the conditions listed in §99.31(a)(1)(i)(B)(1) - (a)(1)(i)(B)(2) are met. (§99.31(a)(1))
• To officials of another school, school system, or institution of postsecondary education where the student seeks or intends to enroll, or where the student is already enrolled if the disclosure is for purposes related to the student’s enrollment or transfer, subject to the requirements of §99.34. (§99.31(a)(2))
• To authorized representatives of the U.S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or state and local educational authorities, such as the state educational agency in the parent or eligible student’s state. Disclosures under this provision may be made, subject to the requirements of §99.35, in connection with an audit or evaluation of federal- or state-supported education programs, or for the enforcement of or compliance with federal legal requirements that relate to those programs. These entities may make further disclosures of PII to outside entities that are designated by them as their authorized representatives to conduct any audit, evaluation or enforcement or compliance activity on their behalf. (§§99.31(a)(3) and 99.35)
• In connection with financial aid for which the student has applied or which the student has received, if the information is necessary to determine eligibility for the aid, determine the amount of the aid, determine the conditions of the aid, or enforce the terms and conditions of the aid. (§99.31(a)(4))
• To state and local officials or authorities to whom information is specifically allowed to be reported or disclosed by a state statute that concerns the juvenile justice system and the system’s ability to effectively serve, prior to adjudication, the student whose records were released, subject to§99.38. (§99.31(a)(5))
• To organizations conducting studies for, or on behalf of, the school, in order to: (a) develop, validate or administer predictive tests; (b) administer student aid programs; or (c) improve instruction. (§99.31(a)(6))
• To accrediting organizations to carry out their accrediting functions. (§99.31(a)(7))
• To parents of an eligible student if the student is a dependent for IRS tax purposes. (§99.31(a)(8))
• To comply with a judicial order or lawfully issued subpoena. (§99.31(a)(9))
• To appropriate officials in connection with a health or safety emergency, subject to §99.36. (§99.31(a)(10)
• Information the school has designated as “directory information” under §99.37. (§99.31(a)(11))

Notification of Social Security Number Collection and Usage

In compliance with 119.071(5), Florida Statutes, this document serves to notify you of the purposes for the collection and usage of your Social Security number (SSN) by SCF.

SCF collects and uses SSN only for the following purposes in performance of the College’s duties and responsibilities. In an effort to protect your identity, SCF will secure an SSN from unauthorized access, and will never release an SSN to unauthorized parties. SCF will assign a unique student/employee identification number. This unique ID number is used for most associated employment and educational purposes at SCF.

Upon application to the College, all students are required to acknowledge that they have read and understand the Social Security Number Collection and Usage policy.

Educational Records Office

Federal legislation relating to the Hope Tax Credit requires that all postsecondary institutions report student SSNs to the IRS. This requirement makes it necessary for colleges to collect the SSN of every student. A student may refuse to disclose his or her SSN to the College, but the IRS is then authorized to fine the student in the amount of $50.

In addition to the federal reporting requirements, the public school system in Florida uses SSNs as a student identifier as well as assigning a Florida ID (FLEID) number to each student in the state.  At the time a school district assigns the FLEID, the school district may not use the SSN as a student ID number in their respective management information systems  (Section 1008.386, Florida Statutes). In a seamless K-20 system, it is beneficial for postsecondary institutions to have access to the same information for purposes of tracking and assisting students in the smooth transition from one education level to the next. All SSNs are protected by federal regulations under FERPA and are never released to unauthorized parties.

Corporate and Community Development/Traffic Safety Institute

Because of Florida state education reporting requirements, students who enroll in Corporate and Community Development (CCD) and Traffic Safety Institute (TSI) classes are required to submit their SSNs. In addition, the TSI is required to provide SSNs to the Department of Highway Safety and Motor Vehicle for DUI and Special Supervision class registration. For professional development and licensing classes, SSNs are used for state licensure reporting requirements. For continuing workforce education as well as grant-funded programs, SSNs are used as an identifier for program enrollment and completion.

Financial Aid Services Office

The Financial Aid Services office at SCF requires students to submit their SSNs on various forms in order to correctly identify applicants, match each applicant’s financial aid record with the student record, and help coordinate state and federal aid programs. SCF also collects students’ SSNs on certain institutional scholarship applications for student files.

The United States Department of Education’s (USDOE) FAFSA requires all applicants to report their SSN to be used for all federal financial aid programs as a student identifier for processing and reporting. In addition, the SSN is required in order for the Department of Homeland Security to investigate citizenship status; for the Federal Work Study Program, the Veterans Affairs Administration, and the National Student Loan Clearinghouse; and is required on all loan applications for use by the USDOE.

If a student is a recipient of a state of Florida grant or scholarship such as the Florida Student Assistance Grant or Bright Futures, the Florida Department of Education will require the use of the SSN on its grant/scholarship disbursement website and for reporting purposes.

Statutory or Regulatory Authority

• Collection uses are required by Title IV of the Higher Education Act of 1965, as amended (§§483 and 484); 20 USC 1078, 1090, 1091 & 1092
• Required by 38 USC 3471 for VA educational benefits usages
• Required by 34 CFR 668.16 for administrative usages
• Required by 34 CFR 668.33 for residency verification usages
• Required by 34 CFR 668.36 for FAFSA verification usages
• Required by 34 CFR 668.32(i) and 34 CFR 668.36 for Federal Work Study usages
• Authorized by 26 CFR 1.6050 for issuance of Form 1098E, a tax form used to report student loan interest

Human Resources and Payroll Offices

The College’s Human Resources and Payroll offices collect SSNs for the following purposes: classification of accounts; identification and verification; credit worthiness; billing and payments; and data collection, reconciliation, tracking, benefit processing and tax reporting. SSNs also are used as a unique numeric identifier and may be used for search purposes.

Providing your SSN is a condition of employment at SCF.

The State College of Florida Foundation Inc.

The State College of Florida Foundation Inc. collects SSNs for the following purposes: as a unique numeric identifier and for reporting scholarship recipients to the Department of Education and the Florida Community College Foundation. SSNs also are required by certain scholarship donors in accordance with their trust or scholarship agreements.

Outreach Programs

The College Reach-Out Program (CROP) collects SSNs to track students for outcome data.

Career Resource Center

The Career Resource Center collects SSNs for identification and verification and tax reporting.

Institutional Research Office

The Institutional Research office uses SSNs for data collection and required annual state reporting.

Public Safety and Security Office

The Public Safety and Security Office collects SSNs for fingerprint submissions to the Florida Department of Law Enforcement.

Federal and State Regulations

Tracking uses are authorized by SBE Rule 6A-1.0955(3)(e); 1008.386, F.S. and the General Education Provisions Act (20 USC 1221(e1)).

Hope/Lifetime Tax Credit uses are authorized by 26 USC 6050S and Federal Register, June 16, 2000/IRC Section 25A.

Registration uses are authorized by 119.071(5), F.S.

Issuance of Form 1098T for tuition payment reports are authorized by 26 USC 3402, 6051.

CROP uses are authorized by 1007.34(4)(F)(1), F.S. 

Solomon Amendment

Under rules adopted by the United States Department of Defense, the College, if requested, must provide to the U.S. military the student’s name, address, telephone number, date and place of birth, level of education, current major and degrees received.

If the student places a hold on his/her record through FERPA, information will not be given to the military. However, the student then would need to authorize, in writing to the educational records office, each individual disclosure of any information.