Release of Student Records and Personally Identifiable Information (PII)
Lansing Community College (LCC) prohibits the release of personally identifiable information, other than directory information, from student academic records without the student's written consent.
Request to Release Student Record Information (FERPA Release Form)
Lansing Community College (LCC) cannot discuss student academic and/or personally identifiable information (PII) with parents, spouse, or guardians, or any other third party without a release (consent) on file. Students may submit a Release of Information (FERPA) request form directly to the Registrar's Office authorizing LCC to discuss selected information with your designee(s). This form can be used to cancel, add, remove, or change the designee(s) on the release. Paper copies are available by visiting the Starzone or by accessing the Registrar's Office public shared drive. All completed paper copies must be scanned to the Registrar's Office on the date the student submits the form to registrar@lcc.edu or delivered to the StarZone.
Conditions where Prior Consent is NOT Required to Disclose Information
Certain exceptions to FERPA's general prior consent rule that are set forth in the statute and the regulations. Schools may disclose, without consent, "directory" information. FERPA defines "directory information" as information contained in the education records of a student that would not generally be considered harmful or an invasion of privacy if disclosed. Non-directory records may be released without the student's consent as follows: (1) to school officials with a legitimate educational interest; (2) to other schools to which a student seeks or intends to enroll; (3) to education officials for audit and evaluation purposes; (4) to accrediting organizations; (5) to parties in connection with financial aid to a student; (6) to organizations conducting certain studies for or on behalf of a school; (7) to comply with a judicial order or lawfully issued subpoena; (8) in the case of health and safety emergencies; and (9) to state and local authorities within a juvenile justice system. (20 U.S.C.S. § 1232g(b)(1
Directory Information
LCC prohibits the release of personally identifiable information other than directory information from educational records without the student's written consent.
Lansing Community College defines directory information as the following:
- Name of student
- Dates of attendance
- Enrollment status
- Awards, degrees, or certificates received
- Participation in officially recognized activities
- Sport, weight, and height of members of an athletic team
- Previous educational agency or institution attended
- LCC Email address
Under the provisions of the FERPA of 1974, as Amended, students have the right to withhold the disclosure of the Directory Information to anyone but themself, thier designee or exceptions as defined by FERPA. To request to prevent disclosure, students must submit a Request to Prevent Disclosure of Directory Information. Students may submit the form at any time. The request will remain in effect until the student provides a written release to the Registrar's Office requesting the form to be cancelled.
Having a Prevent Disclosure of Directory information on file does not prevent staff from communicating with the student or their designee over the phone or other communication methods upon authentication of identity.
For more information visit Student Records and/or contact the Registrar's Office at Registrar@lcc.edu.
Frequently Asked Questions about FERPA
What is FERPA?
The Family Educational Rights and Privacy Act (FERPA) is a federal law that sets forth requirements regarding the privacy of student records. FERPA governs the release of these records (known as education records) maintained by an educational institution and access to these records. When a student turns 18 years old, or enters a postsecondary institution at any age, the rights under FERPA transfer from the parents to the student. The FERPA statute is found at 20 U.S.C § 1232g, and the FERPA regulations are found at 34 CFR Part 99.
What are the rights of the students?
The Family Educational Rights and Privacy Act protects the privacy of student education records. It gives students the right to inspect and review their education records; the right to request the amendment of their education records that students believe are inaccurate or misleading; the right to consent to disclosure of personally identifiable information contained in the education records, except to the extent that FERPA authorizes disclosure without consent; and the right to file a complaint with the U.S. Department of Education concerning alleged failures by the institution to comply with the requirements of FERPA.
What constitutes an education record?
An education record is any record that contains information directly related to a student that is maintained by the institution. This includes, but is not limited to, grade information, disciplinary documentation, billing, and financial aid data, and may include medical records.
What is not an education record?
Records not considered part of an education record include, but are not limited to, records of the law enforcement unit of an education institution, and records that are created or received by an educational agency or institution after an individual is no longer a student in attendance and that are not directly related to the individual's attendance as a student.
What circumstances may an institution disclose information from education records without consent?
There are several exceptions to FERPA's general prior consent rule that are set forth in the statute and the regulations. Schools may disclose, without consent, "directory information." FERPA defines "directory information" as information contained in the education records of a student that would not generally be considered harmful or an invasion of privacy if disclosed. Records may be released without the student's consent: (1) to school officials with a legitimate educational interest; (2) to other schools to which a student seeks or intends to enroll; (3) to education officials for audit and evaluation purposes; (4) to accrediting organizations; (5) to parties in connection with financial aid to a student; (6) to organizations conducting certain studies for or on behalf of a school; (7) to comply with a judicial order or lawfully issued subpoena; (8) in the case of health and safety emergencies; and (9) to state and local authorities within a juvenile justice system. (20 U.S.C.S. § 1232g(b)(1)).
What records are considered exempt from FERPA?
Some records maintained by schools are exempt from FERPA, including the following: (1) Records which are kept in the sole possession of the maker of the records; (2) records maintained by a law enforcement unit of the educational institution; (3) records relating to an individual who is employed by an educational agency or institution that are made and maintained in the normal course of business, relate exclusively to the individual in that individual's capacity as an employee and are not available for use for any other purpose. However, records relating to an individual in attendance at the agency or institution who is employed because of their status as a student are education records; and (4) Records on a student who is 18 years of age or older, or attending a postsecondary institution, that are: (1) made or maintained by a physician or other recognized professional acting in that capacity; (2) made, maintained, or used only in connection with treatment of the student; and (3) disclosed only to individuals providing the treatments (20 U.S.C.S. § 1232g(a)(4)(B)).
What is directory information?
FERPA defines "directory information" as information contained in the education records of a student that would not generally be considered harmful or an invasion of privacy if disclosed. Lansing Community College defines directory information as the following:
- Name of student
- Dates of attendance
- Enrollment status
- Awards, degrees, or certificates received
- Participation in officially recognized activities
- Sport, weight, and height of members of an athletic team
- Previous educational agency or institution attended
- LCC email address
How do students request to prevent disclosure of their directory information?
Under the provisions of the FERPA of 1974, as Amended, students have the right to withhold the disclosure of the Directory Information. To request to prevent disclosure, students must submit a Request to Prevent Disclosure of Directory Information.
A student has a Prevent Disclosure of Directory Information on file can we provide enrollment verification?
Directory Information includes enrollment verification. Any requests for directory information from non-institutional persons or organizations will be refused. This may include enrollment or degree verification, honors, awards, or participation in activities. LCC will complete the enrollment verification if the request was made directly by the student using the password-protected online Enrollment Verification Request form. The completed enrollment verification form will be mailed to the student, or picked up in-person with proof of identification.
Can staff discuss their educational record with students via phone or online chat if there is an approved request to prevent disclosure of directory information on file?
Yes. Staff should verify identity by requiring the student to provide their Banner ID or username, along with answering 2 of the following: phone number, address, DOB, or, if relevant, registration activity (such as a previous course taken or course currently registered in).
Without this information, staff may not discuss personally identifiable information with the student.
What can a student do if they would like a parent/guardian or other third party to have access to information contained in their educational record?
Students may submit a Release of Information (FERPA) form online. Paper versions are available for when an electronic version is not available. Paper forms are located at the StarZone or the Registrar's Office shared drive. All paper forms must be scanned to registrar@lcc.edu the same day of submission or delivered to the StarZone located on the 2nd floor of the Gannon Building.
If a parent or guardian is paying tuition, do the parents have the rights to see their educational record?
No, the rights under FERPA transfer from the parent to the student once the student turns 18 years old or enters a postsecondary institution at any age.
If my child is a minor and is taking courses at Lansing Community College while still attending high school, do I have rights to see their educational record?
No, the rights under FERPA transfer from the parent to the student once the student enters a postsecondary institution at any age.
May a postsecondary institution disclose to a parent, without the student's consent, information regarding a student's violation of the use or possession of alcohol or a controlled substance?
Yes, FERPA was amended in 1998 to allow such disclosures if the student is under the age of 21 at the time of the incident. See § 99.31(a) 15 of the FERPA regulations.
Is a signed consent form needed if a student brings a family member or guest to an appointment with faculty or staff to review the student's academic progress?
Yes. The student is required to complete a release of information form if the student wants to give Lansing Community College the authority to share information contained in their educational record to their parent or guardian. FERPA does not allow for information to be released on the assumption that if the student is in the room, the student has given their consent.
How can we see whether there is a prior or current Release of Information on file for the student?
Faculty and staff with legitimate educational interested are required to log in to Banner Admin Pages located in MyLCC. Staff may contact 517-483-1200 option 2 to verify release information if needed. All releases of information records are stored in SPACMNT. For more detailed instructions, please review the "How to look up Release of Information Requests and Prevent Disclosure of Directory Information" guide in the Registrar's Office public drive).
Can educational records (grade, billing, medical, and financial data) be sent to students via the student's personal email?
No. Staff and faculty may share educational information to students only with the student's official LCC email. Directory information, however, may be sent to personal email.
Do student account balances and medical records meet the definition of educational records under FERPA?
Yes. Records that are directly related to a student and maintained by an educational agency or institution or by a party acting for the agency or institution are "education records" under FERPA. 34 CFR § 99.3.
FERPA Questions and Answers for Faculty and Staff
Faculty and staff are required by Federal law to protect the privacy of the student's education record. Faculty and staff members must maintain, use, and report student data in compliance with the requirements of FERPA and the College's Academic Records Policy. The following statements are guidelines to follow:
How does FERPA apply to grades?
Students' scores or grades should not be displayed publicly – this includes both paper and electronic documents. Even with names obscured, numeric student identifiers are considered personally identifiable information and must not be used. Grades, transcripts, or degree audits reviewed for purposes of advisement should not be placed in plain view in open public places. Records that are grades on peer-graded papers, before they are collected and recorded by a teacher are not considered educational records under FERPA.
How does FERPA apply to athletes?
The education records of student athletes are covered by FERPA. A signed consent form is required for the release of educational records to third parties, including National Junior College Athletic Association (NJCAA). The name of the student athlete may appear on team roster.
How does FERPA apply to class rosters?
Class rosters and/or other reports containing student record information must be handled in a confidential manner, and the information contained in them must not be shared to third parties.
How does FERPA apply to records in Banner, D2L, Argos, CRM/Salesforce, or other College software programs?
Faculty and staff are "school officials" and are authorized to access data in in Banner, D2L, Argos, CRM, or other College electronic software that contains personally identifiable information (PII), if they have a "legitimate educational interest." A legitimate educational interest exists if the faculty or staff member needs to view the education record in order to fulfill their job responsibility.
How do I verify student identity in person?
When meeting with the student in person, you must verify identity using a form of photo identification such as a driver's license, state ID, passport, or school ID (Starcard).
If a photo identification is not available, the student will be required to provide their Banner ID or username, along with answering 2 additional questions, such as their home address, phone number, date of birth, or, if relevant, registration activity (such as a previous course taken or course currently registered in).
Without this information, staff may not discuss educational records with the student.
How do I verify student identity over the phone?
When meeting with the student over the phone, you must verify identity by requiring the student to provide their Banner ID or username, along with answering 2 of the following: phone number, address, DOB, or, if relevant, registration activity (such as a previous course taken or course currently registered in).
Without this information, staff may not discuss educational records with the student.
How do I verify the identity of an authorized person listed on release of information when the student is not present?
When meeting over the phone or online, the user must provide their DOB, relationship to the student, and PIN selected by the student on the Release of Information form. When meeting in person, the user must provide valid photo identification or provide their DOB, relationship to the student, and PIN selected by the student on the Release of Information form.
Information may not be released without this information.
How do I verify identity of a guest who attends a meeting or appointment to discuss academic information?
If the student brings a guest, staff will need to confirm that a release authorizing the guest to access the student education record is on file. If no release is on file, the student must complete a release of information form naming the guest. There is no need to verify the guest using a photo ID if the student authorizes the guest. Staff must add "Present" where name of guest is listed on a paper form, or include the name of the present guest when documenting meeting notes in SPACMNT.
What should I do if a third party asks for a student's schedule?
If it is an emergency, then refer the requestor to LCC Police. Otherwise, do not release the student's schedule.
LCC Police can be reached at 517-483-1800.
Can a student have a FERPA Release of information on file if they have a Prevent Disclosure of Directory information on file?
Yes.
Can I discuss educational information with a student over the phone if there is someone listening in the background?
Yes. You may discuss the student's educational records with the student once you have verified the identity of the student. However, you may not directly discuss or communicate with anyone other than the student, unless they are listed on the release.
What do I do if there was an accidental or suspected breach of information?
If disclosure of protected student record information is suspected or has occurred, please notify the Registrar's Office immediately at 517-483-1200 option 2 or via email at registrar@lcc.edu. If a security breach is suspected or has occurred, please notify the Director of Information Security, Paul Schwartz, immediately at 517-483-5264 or via email at schwarp1@lcc.edu.
Staff and Faculty FERPA Rules and Guidelines
- Refer requests for student record information to the Registrar's Office at registrar@lcc.edu
- Check a student's directory restriction in Banner before answering any questions.
- Keep any personal records relating to individual students separate from their educational records. Private notes of a professor/staff member concerning a student that are intended for professor's/staff member's own use are not part of the student's educational record.
- Subject to LCC Retention Schedule, properly dispose of (shred) documents that contain personally identifiable information. The Retention Schedule is located on the Records and Information webpage.
- Do not include the Banner ID on documents mailed by surface mail where the Banner ID is visible on the outer document or in a window envelope.
- Do not display student scores or grades publicly in association with the student name, Banner ID, social security number, or other personal identifier.
- Do not put paper or lab reports containing student names and grades in publicly accessible places. Students may not have access to the scores or grades of others in the class.
- Do not request educational record information from the Registrar's Office or other departments without a demonstrated legitimate educational interest and the appropriate authority to do so.
- Do not share student educational record information with other faculty or staff members of the College unless their official responsibilities provide for a legitimate educational interest.
- Do not ask for the SSN/Banner ID/Username on any document that will be viewed by anyone other than a College employee with an educational need to know.
Examples:
- On exams, homework assignments, and attendance rosters – if other students may view these documents.
- On questionnaires, surveys, and other documents soliciting additional personal information.
- On checks payable to the College or to the student.
- On non-academic documents or an appointment sign-in sheet.
- Do not leave graded tests in a stack for students to pick up by sorting through the papers of all students.
- Do not circulate printed class lists, reports, or student forms with student name and SSN/Banner ID/Username that will be viewed by anyone other than a College employee with an educational need to know.
- Do not discuss the progress of any student with anyone other than the student without the written consent of the student - even if the student brings someone to a meeting. A release must on file prior to discussing the student's educational record in front of anyone other than the student or someone with legitimate educational interest.
For questions about FERPA, please contact the Registrar's Office at registrar@lcc.edu or 517-483-1200 - option 2.
For any health or safety emergency, please contact LCC Police:
LCC Dispatch: 517-483-1800
Email: police_dispatch@star.lcc.edu
Available 24 hours a day
Downtown Campus - LCC Police411 N. Grand Ave.Lansing, MI 48933Location: GB 2110Phone: 517-483-1800
West Campus - LCC Police5708 Cornerstone DriveLansing, MI 48917Location: N181Phone: 517-483-1500
In an emergency call 911 for local Police, Fire, and Emergency Medical Services.
Use of Social Security Number
Providing your Social Security number is voluntary. It will be used for keeping records, doing research, and reporting purposes. If you choose not to use your Social Security number, you will not be denied admission to the college. However, you may be denied certain services such as access to some financial assistance and tax reporting. The number may be used for the following:
Identify and maintain your student records at LCC
- Determine or verify eligibility for services, certify attendance, and report student status
- Maintain LCC databases and/or other financial aid programs
- Tax reporting purposes
Students will be assigned an ID number which they will need to access LCC records about themselves or to obtain services. Please read the statement under student identification cards, which describes how student ID cards are to be used.
Please view the entire LCC Records Policy
Registrar's Office Contact
Our office is located in the StarZone in the Gannon Building. For directions, see us on Google Maps
Mailing Address
Registrar's Office
Lansing Community College
411 N Grand Ave
Lansing, MI 48933-1215
Hours
Mon - Fri: 8:00 am - 5:00 pm
Phone: 517-483-1200 option 2
Toll Free: 800-644-4522
Fax: 517-483-9668
Email: registrar@star.lcc.edu