Family Educational Rights and Privacy Act (FERPA)

Students who are or have been in attendance at ICOM have certain rights to request, inspect, review and challenge the records maintained by the institution under the provisions of the Family Educational Rights and Privacy Act of 1974.

ICOM does not permit access to, or the release of, a student’s education records or personally identifiable information contained therein — other than directory information — without the student’s written consent, except to officials of the institution and those granted access by FERPA.

Any student at ICOM may review the complete text of the Family Educational Rights and Privacy Act of 1974 and implementing federal regulations at the Office of the Registrar. Questions regarding the act or student rights there under should be directed to the Registrar.

Notification of Rights Under FERPA

FERPA affords students certain rights with respect to their education records.  An individual accepted into ICOM and having completed all registration forms and having paid tuition is defined by ICOM as a student effective the first day of the first term of enrollment.

These rights include:

  • The right to inspect and review the student’s education records within 45 days of the day ICOM receives a request for access. Students should submit to the registrar a written request that identifies the record(s) they wish to inspect. If the records are not maintained by the registrar who will advise the student of the correct department to whom the request should be addressed. The appropriate department or ICOM registrar will make arrangements for access and notify the student of the time and place where the records may be inspected.
  • The right to request the amendment of the student’s education records that the student believes are inaccurate or misleading. Students may ask ICOM to amend a record that they believe is inaccurate or misleading. They should write to the registrar or department responsible for the record, clearly identify the part of the record they want changed and specify why it is inaccurate or misleading. If ICOM decides not to amend the record as requested by the student, ICOM will notify the student of the decision and advise the student of his/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. The second exception that permits disclosure without consent is “directory information”. Data considered by ICOM to be directory information is name, local address, telephone number, place of birth, dates of attendance, student’s photograph, academic majors and minors, academic classification (First Year, Second Year, etc.), and e-mail addresses.

Students who wish to have this information withheld from the public must contact the Office of the Registrar to complete and submit the “Restrict Directory Information” form.

The right to file a complaint with the U.S. Department of Education concerning alleged failures by ICOM to comply with the requirements of FERPA at the following address:

Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC  20202-8520
www.ed.gov/fpco

A complete listing of all FERPA guidelines can be found on the U.S. Department of Education’s website.

How to Request the Release of Education Records

Please visit the Office of the Registrar for information on how to make official requests for transcripts, enrollment and graduation verification and diplomas, which will first be available after ICOM’s inaugural commencement in May of 2022.

ICOM Directory Information

The following information is available for release to the public:

  • Student’s full name, local address, telephone number
  • Place of birth
  • ICOM email address
  • Academic majors
  • Date of attendance
  • Academic classification (First-year student, etc.)
  • Student’s photograph

Student who wish to have their directory information withheld from the public can use the opt out option on the FERPA consent form.

Records not available for student access include confidential recommendations concerning admission, application for employment, or receipt of an honor or recognition if the student has signed a waiver of access.

Release of Information without Consent

Generally, schools must have written permission from the parent or eligible student in order to release any information from a student’s education record. However, FERPA allows schools to disclose those records, without consent, to the following parties or under the following conditions (34 CFR § 99.31):

  • School officials with legitimate educational interest;
  • Other schools to which a student is transferring;
  • 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 cases of health and safety emergencies; and
  • State and local authorities, within a juvenile justice system, pursuant to specific State law.

Release of Information with Consent

Students may submit a formal request in order to release information to designated person. The student must complete FERPA consent form specifying the individual who may gain access to student’s academic information. The form must be signed by the student and is kept in the permanent record in the Office of the Registrar. The form is valid for one year from the date of the student’s signature.