Privacy and Student Records
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Privacy and Student Records

Student Records

Student academic records are maintained by the Registrar's Office as well as other administrative offices. Access to the student's educational records and the protection of the confidentiality of such records is governed by the Family Education Rights and Privacy Act. NECI supports the purpose of the act, which is to provide greater privacy safeguards to students.

Directory Information

Directory information, described in this section, may be released by the school without the student's permission. However, a student may refuse disclosure of directory information by stating such refusal in writing to the Registrar. Upon making such a refusal to disclose request, the student will be required to meet with the Registrar. Requests to opt out of directory information disclosure will remain in effect until rescinded by the student. Students should be aware that opting out of directory disclosure may have unintended consequences and should evaluate this option carefully. For instance, an opt-out may make it difficult or impossible for future employers to verify your enrollment or to verify the fact that you have earned a degree from NECI. Further, NECI cannot notify your home town paper about awards and honors you receive and will not include your name in the college or alumni directories or the graduation program without your express written consent.

The following is considered Directory Information:

Student's and parents' name, address and phone number
Student's electronic mail address
Date and place of birth
Date of enrollment/date of withdrawal (i.e., whether the student is, or is not, currently enrolled)
Major field of study
Date/anticipated date of graduation and degrees earned
Awards and honors received
Previous education institutions attended

Notification of Rights Under FERPA

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights regarding their education records. They are:

The right to inspect and review the student's education records within 30 days of date the school receives a request for access.

Students should submit to the Registrar or Director of Academic Services a written request that identifies the record(s) they wish to inspect. The school official will arrange for access and notify the student of the time and place where the records may be inspected. If the school official to whom the request was submitted does not maintain the records, that official shall advise the student of the correct official to whom the request should be addressed.

The right to request amendment of the student's education records where the student believes information is inaccurate or misleading.

Students may ask the school to amend a record that they believe is inaccurate or misleading. They should write the school official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading.

If the school decides not to amend the record as requested by the student, the school will notify the student of the decision and advise the student of his or her 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.

The right to consent to disclosures of personally identifiable information contained in the student's education records, except to the extent that FERPA authorizes disclosure without consent.

One exception which permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by the school in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the school has contracted (such as an attorney, auditor, third-party services, or collection agent); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or 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 in which a student seeks or intends to enroll.

Another exception under FERPA allows the disclosure of personally identifiable information to appropriate parties, including parents, in situations of a health or safety emergency, if the knowledge is deemed necessary to protect the health and safety of the student of other individuals.

The right to file a complaint with the U.S. Departmant of Education concerning alleged failures by the school to complq 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
600 Independence Avenue, Se
Washington, DC 20202-4605

As of January 3, 2012, the U.S. Department of Education's FERPA regulations expand the circumstances under which your education records and personally identifiable information (PII) contained in such records - including your Social Security Number, grades, or other private information - may be accessed without your 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 your records and PII without your 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 ifstitution. Second, Federal and State Authorities may allow access to your education records and PII without your consent to researchers performing certain types of studies, in certain cases even when we object to or do 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 your 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 your consent PII from your education records, and they may track your participation in education and other programs by linking such PII to other personal information about you 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.

A copy of the Family Education Rights and Privacy Act (P.L. 93-380, Sec. 513) is on file with the Registrar.

Name Changes

Students who have completed a legal name change may request this same change be made to their official student record at NECI. Official records will be changed only when official documentation has been received.

 If a student has a legal name change by marriage, the following information must be provided:

Original new social security card with new name
Original marriage certificate with new name

If a student has a legal name change by court order, the following information must be provided:

Original new social security card with new name
Original signed court order with new name

The student must present the official documentation to either the Admissions Office or the Registrar's Office to be copied. If the name change is prior to enrollment, the information will be processed through the Admissions Office.  If the name change is subsequent to enrollment, the information must be processed by the Registrar's Office directly. Students enrolled in fully online programs, should contact the Registrar's Office or their online student Advisor for assistance.

Transcripts

Official transcripts are available to all students upon request and in accordance with the school's policy. The transcript includes information on the student's program of study, date of program entry, date of graduation, date of termination or withdrawal, and the clock or credit hours and grades earned. Official transcripts are validated with NECI's seal, signature of the Registrar and date of issue. The transcripts may be obtained by writing the Registrar's office. All requests must be in writing and must include a signature. Transcript requests should be mailed or faxed to the Registrar's office. There is a $5.00 fee for each transcript which must be included with the request. Transcripts will not be issued for alumni with unpaid accounts.