Access to Student Records
Student records at Tulsa Community College are maintained by College Officials in compliance with the Family Educational Rights and Privacy Act of 1974 as amended in 1995. A College Official is a person who serves Tulsa Community College in an academic or administrative manner and includes, but is not limited to, instructors, registrar, counselor, admissions, attorney, law enforcement, and other support and clerical personnel. This definition also includes a person or company with whom TCC has outsourced institutional services or functions, such as a contractor, consultant, or volunteer; a person serving on an official TCC committee, such as a disciplinary or grievance committee; or a person legitimately authorized to assist another TCC school official in performing their professional TCC responsibilities. The Act also affords students certain rights with respect to their educational records.
- These rights include the right of students to request access to their personal records and also the right to request the amendment of the student's education records that the student believes are inaccurate.
- The student must submit in writing a request precisely noting the record for review.
- Additionally, students have the right to consent of disclosures of personally identifiable information contained in the student's education records, except to the extent that FERPA authorizes disclosure without consent.
- Upon request, the College discloses education records without consent to officials of another school in which a student seeks or intends to enroll.
The Act affords students 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:
Family Policy Compliance Office, U.S. Department of Education 400 Maryland Ave, SW Washington, DC 20202-4605
In order to release information to a third party, a FERPA Release Form must be on file in the student's record.
Looking to send an academic transcript to another institution or third-party? Request an Official Transcript.
FERPA Release Form
It is the policy of Tulsa Community College, in accordance with FERPA, to withhold personally identifiable information contained in the students’ educational records unless the student has consented to disclosure or FERPA allows disclosure. A description of these rights can be viewed in the TCC Student Policies and Resources Handbook.
To authorize disclosure of the educational record to a third party, the student must download and complete the FERPA Release Form and submit to an Enrollment Services or Financial Aid Office on any campus.
Ways to Submit the FERPA Release Form:
- Submit the FERPA Release form via the student's official TCC email address to: firstname.lastname@example.org
- Submit the FERPA Release form via fax to (918) 595-7347 with a clear and valid photo I.D.
The FERPA release form may be revoked at anytime by completing a new FERPA release and selecting the revoke option.
FERPA further provides that certain portions of a student record may be deemed directory information and be released to a third party without the written consent of the student.
- TCC designates student name, mailing address, degrees or certificates earned, major, last term of attendance, and honor awards as directory information.
- The College may release a student's directory information without the written release of the student as allowed by FERPA.
- The College is authorized to obtain or provide educational records as allowed by law.
- A directory is printed each term listing student name, city, and state, to comply with the Oklahoma Records Act.
FERPA also allows schools to disclose records without written consent to the following parties or under the following conditions: other schools to which a student is transferring or is currently enrolled as long as the disclosure is for purposes related to the student's enrollment or transfer; lending institutions of which the student has applied for financial aid; specified officials for audit or evaluation purposes; appropriate parties in connection with financial aid to a student; organizations conducting certain studies for or on behalf of the school; accrediting organizations; to comply with a judicial order or lawfully issued subpoena; appropriate officials in case of health and safety emergencies; and state and local authorities, with a juvenile justice system, pursuant to specific state law.
A student may request the College not to release directory information. The information withholding request must be in writing, signed by the student, and submitted to the Enrollment Services Office prior to the end of the fourth week of a term or the end of a second week of a summer term. Students registering after this deadline may sign an information withholding request at the time of enrollment.
Solomon Amendment and FERPA
The Solomon Amendment is a federal law that allows military recruiters to access some address, biographical and academic program information on students age 17 and older. The Department of Education has determined that the Solomon Amendment supersedes most elements of FERPA. Therefore, institutions are obligated to release data included in the list of "student recruiting information," which may or may not match TCC's directory information list. If a student has already submitted the Information Withholding Request form (referenced and linked above under "Directory Information"), then no information from the student's education records will be released under the Solomon Amendment.
Definition - "Student Recruitment Information" or "Solomon Information"
- Mailing Address
- Telephone (not defined as Directory Information at Tulsa Community College)
- Age/Birth Year (not defined as Directory Information at Tulsa Community College)
- Academic Major
- Degrees received
Procedure for releasing information to military recruiter:
Under the Solomon Amendment, information will be released for military recruitment purposes only. Military recruiters may request student recruitment information once each semester for each of the 12 eligible units within the five branches of service. Duplicate requests for the same unit will not be processed.
- Army - Army, Army Reserve, Army National Guard
- Navy - Navy, Navy Reserve
- Marine Corps - Marine Corps, Marine Corps Reserve
- Air Force - Air Force, Air Force Reserve, Air Force National Guard
- Coast Guard - Coast Guard, Coast Guard Reserve
All requests should be submitted in writing on letterhead that clearly identifies the unit of service requesting the student recruitment information. Requests cannot be made prior to the end of the 4th week of a fall or spring semester and the end of the 2nd week of a summer semester; to allow students the opportunity to complete an Information Withholding Request form.
All requests should be submitted to the College Registrar either via mail to: Tulsa Community College, Office of Records, 909 S Boston Ave, Tulsa, OK 74119; or via email to email@example.com.
Grades are available to each student once grades are posted by the instructor via MyTCC.
Pass/No Pass Grade Option for The Spring 2020 Semester
In response to the COVID-19 pandemic and it's possible effects on students, TCC is adopting a Pass/No Pass grading method as an option students may choose to use for the Spring 2020 semester.
Questions regarding the student’s grades assigned must be directed to the student’s instructor. This procedure must be initiated by the end of the fourth week of the semester/term immediately following the semester/term in which the grade was assigned. Students must follow the grade appeal process outlined in the Student Handbook and Code of Conduct. The appropriate Dean must approve any change to this record. Once the grade change has been processed, students may request an official transcript reflecting the change.