Student Records

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.

Transcripts

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FERPA Release Form

It is the policy of Tulsa Community College, in accordance with FERPA, to withhold personally identifiable information contained in the student's 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 the disclosure of the educational record to a third party, the student must complete the FERPA Student Records Release Form found on the MyTCC My Account tab.

The FERPA release form may be revoked at any time by completing a new FERPA release and selecting the revoke option.

Directory Information

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 can be found on the MyTCC, My Account page and must be completed prior to the end of the fourth week of a fall or spring term or the end of the second week of a summer term. Students registering after this deadline may complete an information withholding request at the time of enrollment.

Subpoena Requests for Student Records

In order to process student record subpoenas in a timely manner; requests should be mailed directly to the Registrar's Office, Tulsa Community College, 909 S. Boston Ave., Tulsa, OK 74119. Subpoenas can also be sent securely via fax to 918-595-7347.

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"

  1. Name
  2. Mailing Address
  3. Telephone (not defined as Directory Information at Tulsa Community College)
  4. Age/Birth Year (not defined as Directory Information at Tulsa Community College)
  5. Academic Major
  6. 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 records@tulsacc.edu.

FERPA FAQs

Student Questions

What are Educational Records?

Educational records include the following categories:

  • Admission Records - date of application, admission status, conditions of admission, programs selected, documents received and any other information contained in the student admission record.
  • Enrollment Records – current class schedule, dates of enrollment activity, enrollment status, residency status, semesters attended and test scores and any other information contained in the student enrollment record.
  • Academic Records – courses taken, grades received, GPA, academic progress, honors, transfer credit awarded, degrees awarded, and any other information contained in the academic record.
  • Financial Aid Records – all general financial aid information; including status of file, award and disbursement of funds information, Satisfactory Academic Progress, income information, and any other information contained in the student financial aid record.
  • Accounting Records – tuition and fee balances, financial holds, billing address, payment plans, accounting statements and collections, debt information, and any other accounts receivable information contained in the student accounts record.
  • Disciplinary Records – all disciplinary records contained in the student file.

Do my parent(s) or guardian(s) have access to my educational records?

At the post-secondary level, regardless of a student’s age, parents/guardians do not have an inherent right to a student’s educational records. If desired, the student may allow view-only records access to their parents/guardians and other interested parties (such as a spouse, partner, friend, etc.) by completing the FERPA Student Records Release Form. This form can be found on the My Account tab of the MYTCC portal.

Can my educational records be released without my consent?

Directory Information may be released without the written consent of the student, unless the student has completed an Information Withholding Request form. TCC designates student name, mailing address, degrees or certificates earned, major, last term of attendance, and honor awards as directory information. For more information about Student Directory Information or the Information Withholding Request, please visit the Student Records page here: https://www.tulsacc.edu/student-resources/student-records

Questions or Concerns About Educational Records

Please reach out to the Office of Records/Registrar for questions about FERPA and release of educational records.

You can email the Office of Records/Registrar at records@tulsacc.edu. Additionally, you can contact our Student Support Center at 918-595-2000.

Parent/Guardian Questions

What are Educational Records?

Educational records include the following categories:

  • Admission Records - date of application, admission status, conditions of admission, programs selected, documents received and any other information contained in the student admission record.
  • Enrollment Records – current class schedule, dates of enrollment activity, enrollment status, residency status, semesters attended and test scores and any other information contained in the student enrollment record.
  • Academic Records – courses taken, grades received, GPA, academic progress, honors, transfer credit awarded, degrees awarded, and any other information contained in the academic record.
  • Financial Aid Records – all general financial aid information; including status of file, award and disbursement of funds information, Satisfactory Academic Progress, income information, and any other information contained in the student financial aid record.
  • Accounting Records – tuition and fee balances, financial holds, billing address, payment plans, accounting statements and collections, debt information, and any other accounts receivable information contained in the student accounts record.
  • Disciplinary Records – all disciplinary records contained in the student file.

Do I have access to my student’s educational records?

Throughout K-12, the Family Education Rights and Privacy Act (FERPA) gave you and your student rights to access and control their educational records. Now that your student is in college, regardless of the student’s age, FERPA transfers ownership of the records directly to the student.

According to FERPA, college students (regardless of their age) are considered responsible adults and are allowed to determine who will receive information about them.

If desired, the student may allow view-only records access to parents/guardians and other interested parties (such as a spouse, partner, friend, etc.) by completing the FERPA Student Records Release Form. This form must be completed by the student and can be found on the My Account tab of the MYTCC portal.

What access does a completed FERPA Student Records Release form give me?

If your student grants you access to some or all of their educational records, you can be provided information about these records but cannot act on behalf of the student to make changes to the student record (including changes to enrollment status, contact or other personal information, financial aid, etc.)

Questions about FERPA and access to educational records?

Please reach out to the Office of Records/Registrar for questions about FERPA and release of educational records.

You can email the Office of Records/Registrar at records@tulsacc.edu. Additionally, you can contact our Student Support Center at 918-595-2000.

Faculty Questions

What are Educational Records?

Educational records include the following categories:

  • Admission Records - date of application, admission status, conditions of admission, programs selected, documents received and any other information contained in the student admission record.
  • Enrollment Records – current class schedule, dates of enrollment activity, enrollment status, residency status, semesters attended and test scores and any other information contained in the student enrollment record.
  • Academic Records – courses taken, grades received, GPA, academic progress, honors, transfer credit awarded, degrees awarded, and any other information contained in the academic record.
  • Financial Aid Records – all general financial aid information; including status of file, award and disbursement of funds information, Satisfactory Academic Progress, income information, and any other information contained in the student financial aid record.
  • Accounting Records – tuition and fee balances, financial holds, billing address, payment plans, accounting statements and collections, debt information, and any other accounts receivable information contained in the student accounts record.
  • Disciplinary Records – all disciplinary records contained in the student file.

May I post student grades publicly?

The public posting of grades by the student’s name and/or TCC ID number, without the student’s written permission, is a violation of FERPA. If necessary, instructors can assign students unique numbers or codes that can be used to post grades, but the order of the posting must not be alphabetic. TCC uses Blackboard which allows for FERPA protected posting of grades into an online portal.

How should I return graded exams and other assignments to my class?

Never leave graded papers, such as exams, unattended for students to view or collect. If these papers contain personally identifiable information, then leaving them unattended for anyone to see is a violation of FERPA.

As a faculty member, to which student records do I have access?

Under FERPA, colleges officials may obtain access to only those education records in which they have legitimate educational interests. “Legitimate educational interest” is defined as an interest which results from the duties officially assigned to the college official and which are related to the responsibility for facilitating the student’s development. In other words, a faculty member should only access those student education records that are needed to perform his or her job as an official of the College. Any other access is a violation of FERPA.

How do I know if a student has a FERPA Student Records Release on file that allows a third-party access to their educational record?

Information regarding all completed FERPA releases is housed in the student information system. For specific details and assistance, please reach out to the Office of Records/Registrar at records@tulsacc.edu or contact your Academic School or Division Office.

How do I provide information to a parent or third-party once a FERPA Student Records Release form is on file?

Before providing any information to a parent or other third-party, please be sure to confirm that a FERPA release is on file. If a student has provided such consent to discuss records, faculty members may release the requested information after the identity of the third-party has been authenticated.
Reasonable methods for identity authentication include requesting a valid, government-issued photo ID or randomly assigned code or password given to the student to be provided to the third-party and requested at the time of information release. For additional assistance about methods for confirming identity, please contact the Office of Records/Registrar.

Questions about FERPA and access to educational records?

Please reach out to the Office of Records/Registrar for questions about FERPA and release of educational records. You can email the Office of Records/Registrar at records@tulsacc.edu. Additionally, you can contact our Student Support Center at 918-595-2000.

Staff Questions

What are Educational Records?

Educational records include the following categories:

  • Admission Records - date of application, admission status, conditions of admission, programs selected, documents received and any other information contained in the student admission record.
  • Enrollment Records – current class schedule, dates of enrollment activity, enrollment status, residency status, semesters attended and test scores and any other information contained in the student enrollment record.
  • Academic Records – courses taken, grades received, GPA, academic progress, honors, transfer credit awarded, degrees awarded, and any other information contained in the academic record.
  • Financial Aid Records – all general financial aid information; including status of file, award and disbursement of funds information, Satisfactory Academic Progress, income information, and any other information contained in the student financial aid record.
  • Accounting Records – tuition and fee balances, financial holds, billing address, payment plans, accounting statements and collections, debt information, and any other accounts receivable information contained in the student accounts record.
  • Disciplinary Records – all disciplinary records contained in the student file.

As a staff member, to which student records do I have access?

Under FERPA, colleges officials may obtain access to only those education records in which they have legitimate educational interests. “Legitimate educational interest” is defined as an interest which results from the duties officially assigned to the college official and which are related to the responsibility for facilitating the student’s development. In other words, a staff member should only access those student education records that are needed to perform his or her job as an official of the College. Any other access is a violation of FERPA.

How do I know if a student has a FERPA Student Records Release on file that allows a third-party access to their educational record?

Information regarding all completed FERPA releases is housed in the student information system. For specific details and assistance, please reach out to the Office of Records/Registrar at records@tulsacc.edu.

What student information may I release?

As a staff member you have a responsibility to protect educational records in your possession. You may not disclose personally identifiable information about students or permit inspection of their records without written permission from the student, unless such information is covered by an exception within FERPA (such as Directory Information – please see Student Records page).

If it is determined that a FERPA release is on file, you are allowed to discuss educational records with the authorized third party; after the identity of the third-party has been authenticated.

Reasonable methods for identity authentication include requesting a valid, government-issued photo ID or randomly assigned code or password given to the student to be provided to the third-party and requested at the time of information release. For additional assistance about methods for confirming identity, please contact the Office of Records/Registrar.

Does a FERPA release allow a parent or other third-party to act on behalf of the student?

No, FERPA allows the release of information to a third-party and is not authorization to make updates or changes to the student record (including changes to enrollment status, contact or other personal information, financial aid, etc.)

What do I do if someone presents a subpoena for a student’s educational record?

As stated on the Student Records page, in order to process student record subpoenas in a timely manner please advise the individual with the subpoena that requests should be mailed directly to the Registrar's Office, Tulsa Community College, 909 S. Boston Ave., Tulsa, OK 74119. Subpoenas can also be sent securely via fax to 918-595-7347.

Questions about FERPA and access to educational records?

Please reach out to the Office of Records/Registrar for questions about FERPA and release of educational records. You can email the Office of Records/Registrar at records@tulsacc.edu. Additionally, you can contact our Student Support Center at 918-595-2000.