Information exchange privacy and safety policy
ICC is committed to protecting student confidentiality and privacy for students enrolled in all courses regardless of the mode of instruction (on-line, hybrid, classroom). All of the College policies regarding student privacy and information security apply to distance education courses. We verify the identities of online students by verifying their students’ user IDs and passwords. All staff teaching distance education courses are expected to uphold these polices and follow these procedures, including:
- Teach distance education courses using the College’s learning management system, in order to ensure security of student work and grades.
- Use the school’s email system for all official, confidential communication such as providing feedback on student work, releasing grade information to students, etc.
- Keep student work, scores or grades confidential. Students in the course should not have access to other students’ work or grades.
- Inform students not to share your login information with anyone, give anyone unauthorized access to the Learning Management System.
- Follow the College’s guidelines for sharing student educational record information with other faculty, staff, parents or others outside the College.
- All Studentshave a right under ICC Educational Records Policy to access their educational recordsand confidentiality of their educational records. The parents (or guardian) of a nondependent student are not permitted access without the student’s written consent. Except in unusual situations, ICC will not initiate the release of any information or records to parents and expects students to keep their parents informed to whatever degree the individual students and parents deem appropriate. Students may obtain the Form “FERPA Consent to Release Student Information’ at the website to allow parents the right to access educational records.
No Additional Charges for Student Identity Verification
ICC does not charge additional fees for the student identity verification.
Our school’s procedures and the Family Educational Rights and Privacy Act (FERPA) prohibit the unauthorized release of confidential information about individual students. However, directory information is not considered to be confidential and may be published or otherwise released. Directory information includes: name; addresses, including permanent, campus, local (off-campus), email, and campus computer network (IP) address; net ID; associated telephone numbers; date and place of birth; school or college; major and/or minor fields of study; degree sought; expected date of completion of degree requirements and graduation; degrees conferred (including dates of conferral); awards and honors (e.g., dean’s list); full- or part-time enrollment status; dates of attendance; previous institutions attended; participation in officially recognized activities and sports; weight and height of members of an athletic team; and photographic or videotaped images of the student. Students may opt to have their directory information withheld. To exercise this option, the appropriate form must be obtained from the Office of the Registrar, completed, and returned to that office.
Rights with Respect to Education Records
The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. These rights include:
- Access to Education Records: Students have the right to inspect and review their education records within 45 days of the day the College receives a written request for access. Students should submit their request to the Office of the Registrar and specify the record(s) they wish to inspect. Arrangements will be made for access and the student notified of the time and place where the records may be inspected.
- Request for Amendment of Education Records: Students have the right to request amendment of their education records if they believe the records are inaccurate. They should write the Registrar, clearly identify the part of the record they want changed, and specify why it is inaccurate. If the College decides not to amend the record as requested by the student, the College 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 hearing procedures will be provided to the student when notified of the right to a hearing.
- Disclosure of Education Records: Students have the right to consent to disclosures of personally identifiable information contained in 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 interest. A school official is a person employed by the College in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the College has contracted (such as an attorney, auditor, 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.
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 students’ records and PII without students 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 institution. Second, Federal and State Authorities may allow access to students’ education records and PII without students 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 students’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 students 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.
Upon request, the College discloses records without consent to officials of another school in which a student seeks or intends to enroll.
Right to File a Complaint: Students have 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 is:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Ave., SW
Washington, DC 20202-4605