Official academic records are kept and maintained in the Office of Admissions and Records. These records consist of a complete listing of all course work attempted at the College: the student’s academic transcript record, assessment scores, and transcripts from other schools and colleges. Financial aid transcripts and records of students receiving financial aid are kept and maintained by the Financial Aid Office.
Private Records related to students with physical and learning disabilities are kept and maintained by the Disabled Students Program.
Private records related to students receiving health services are kept and maintained by the Health Services Center.
Private Records related to student behavior leading to disciplinary action are kept and maintained by the Office of the Vice President, Student Affairs.
All student records are confidential and protected by the Family Educational Rights and Privacy Act (FERPA).
Student Access to Records
Students have the right to access their records and may challenge any records they find to be inaccurate, For more information on accessing records and the process for changing record inaccuracies, please see the Federal Education Rights and Privacy Act section of this catalog.
Authorization for Release of Student Records
In accordance with the Family Educational Rights and Privacy Act (FERPA), Evergreen Valley College may only release student records directly to the student, unless prior written authorization is given by the student. All students have the option to give permission for others to view and access their official student records by submitting a completed Authorization for Release of Student Records form. By default, official records will not be released to anyone else until this form is submitted to the Admissions and Records Office. Students have the option to do a full or partial release of records. Below are the three primary areas that comprise a student’s official record at Evergreen Valley College:
- All Academic Records (records include: transcripts, admissions and registration information, class schedules, grades, assessment test scores, academic progress status, residency information, and any other documentation contained in the academic records)
- All Student Account Records (records include: amounts due for tuition and fees, sources of payment for tuition and fees, refund information, records hold information as it relates to parking tickets, library fines, financial aid repayments and any other information contained in student account records)
- All Financial Aid Records (records include: status of file, award and disbursement of funds information, satisfactory academic progress status, income information, and any other information contained in the financial aid application or file)