Student Records Policy

  1. Student Records Policy. Dixie Technical College is committed to managing student records in a manner consistent with FERPA, GRAMA, and other state and federal laws and policies.
  2. Preservation and protection of student coursework, testing, and records procedures
    1.  Student Information System Security and Storage
      1. Student records are stored in the approved Student Information System
      2. Access to the Student Information System is controlled with password protection and security under the direction of the Office of the Registrar. Access is granted only to School Officials who have received training and have signed the Student Information System Confidentiality Agreement.
    2. Preservation and protection of student records.
      1. Student coursework, testing and records may be stored either on the College’s secure server, in Canvas, or in the Student Information System. Access to these systems is securely managed by the Information Technology Department and password protected. Physical documents may be stored by program faculty in a locked and secure location.
      2. Data Storage. Data storage and security are managed, controlled, and backed-up by the College Information Technology Department. The College has installed and maintains the following emergency backup solutions for the entire campus:
        1. Emergency generator power backup for all Information Services servers and networking equipment.
        2. Uninterruptible power supplies for all Information Services servers and networking equipment that is fed from the generator.
        3. Hourly backups of each file and server are taken and stored on remote servers.
  3. Access to Student Records
    1. A student’s educational record containing non-directory information may not be released to any individual or organization without the written consent of the student, unless authorized by law or this policy.
    2. The College reserves the right to release Directory Information unless the student has specifically requested in writing that such information be withheld. Directory Information includes:
      • Student’s Name
        Program(s) of study
        Dates of attendance
        Certificates awarded
        Honors Received
        Activities
        Photos (institutional use only)
    3. Employee access to student records is limited to the data needed to perform the employee’s required duties and responsibilities. Employees are responsible for the security of records to which they are given access.
    4. Students have access to records in their student account via the student web portal or by making a direct request to Student Services.
    5. The College has 45 days from the date of a student record request to respond. In the event that the records have been archived and aren’t immediately available, the Student Services Manager will inform the individual making the request of the anticipated delay.
    6. Students may file a complaint with the U.S. Department of Education concerning alleged failure by the College to comply with FERPA requirements by sending a written complaint to the following address:
      • Family Policy Compliance Officer
        U.S. Department of Education
        Washington, DC, 20202-4605
  4. Official Transcript Requests
    1. Students may obtain an official transcript by submitting a Transcript Request Form which is available online at dixietech.edu.
    2. A student may request an official transcript for themselves or designate release of the document to another party, institution or organization.
    3. Transcripts shall contain, at a minimum, the following information: the program of study, courses or units of study completed with corresponding grades, period of enrollment, and credential awarded, if applicable.
    4. Official transcripts will be provided within ten (10) working days.
  5. Record Retention. All student academic records are retained, secured, and disposed of in accordance with local, state, and federal regulations.
  6. Definitions
    1. An Educational Record. An Educational Record is any record directly related to a student and maintained by the college or an agent of the college.
    2. Legitimate Educational Interest. Access to student records is limited to the data needed to perform the required duties and responsibilities. Individuals are responsible for the security of records to which they are given access.
    3. School Official. A person employed by the College in an administrative, faculty, staff, or support position who is involved in work that requires access to personally identifiable information.
    4. Transcript. A permanent record of a student’s educational accomplishments including coursework completed and certificates issued.
    5. FERPA. Family Educational Rights and Privacy Act which is designed to protect the privacy of students and provide guidelines for release of records.
    6. GRAMA. Government Records Access and Management Act (GRAMA), Utah Code Section 63G-2-1, et seq., which is a comprehensive law dealing with management of government records, with who is entitled to access those records and with the exercise and enforcement of access rights.

Approval/Amendment Dates: November 7, 2024; September 26, 2024; January 11, 2023; March 2, 2022; July 22, 2019