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Student Handbook |
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Appendix A
OFFICIAL COLLEGE POLICIES
Purpose of the Family Educational Rights and Privacy Act Policy for Green
River Community College
In 2003, the legislature of the state of Washington established a law requiring colleges to develop policies “to ensure that undergraduate students complete degree and certificate programs in a timely manner in order to make the most efficient use of instructional resources and provide capacity within the institution for additional students.” This legislation (RCW 28B.10.695) requires that student academic progress policies address: Excessive Credits: Students who accumulate more than 125% of the number of credits required to complete their degree or certificate programs; Credit Completion: Students who drop more than 25% of their course load before the grading period for the quarter, which prevents efficient use of instructional resources; and Academic Standards: Students who remain on academic probation for more than one quarter. Student Interventions: To meet the intent of this legislation, student intervention will be necessary to address student academic progress and success. The interventions required for each of the policies are indicated below. The full text of this policy is available on the Green River Web site at www.greenriver.edu. Excessive Credits Stage 1: When students reach 50% of the number of credits required for their degree/certificate, they will receive direct notification. Students will be encouraged to meet with their assigned faculty advisor or an educational planner to develop an Educational Plan that assures completion of remaining requirements in a timely manner.
The assigned faculty advisor or an educational
planner will remind students of academic standards and progress policies, Stage 2: When students reach 125% of the number of credits required for their degree/certificate, they will receive direct notification. Registration will be restricted to courses relevant to the student’s Educational Plan. Students will only be allowed to register for approved courses identified by way of an advisor signature form indicating the courses are required for degree completion. At this 125% credit tracking point, students will need to register in person, and will not be able to register by Web. Students who feel inappropriately restricted may appeal to the executive dean of student services. Stage 3: When students reach 150% of the number of credits required for their degree/certificate, they will receive direct notification. At this 150% tracking point, student’s registration will continue to be blocked.
Students may appeal their registration block
to the executive If the student fails to appeal, or the appeal is denied, and the student petitions to continue their studies at Green River, an additional tuition surcharge could be added to their tuition. Credit Completion Alert: The college will place students on warning status the first time their cumulative credit completion rate is less than 75% of attempted credits.
Intervention: The college will place
students on intervention Restriction: The college will place academic restrictions on students continued attendance the third time their cumulative credit completion rate is below 75%. Academic restrictions will include blocking registration access and requiring students to meet with their faculty advisor or an educational planner. Restrictions may also include, but are not restricted to, the following: reduced credit load, loss of priority registration, mandatory participation in tutoring services, academic suspension, and/or academic dismissal. Academic Standards Academic Alert: Students are sent a letter indicating that academic performance is unsatisfactory and advised to seek assistance. (First occurrence.) Academic Intervention: Students are blocked from registration activity and required to meet with a designated faculty advisor or educational planner to develop specific steps toward improving their academic record. (Second occurrence.) Academic Restriction: Continued academic difficulties will result in academic restrictions to be determined by the Academic Standards Committee. Students are blocked from registration activity and must complete an academic plan, to be presented to a subcommittee of the Academic Standards Committee, prior to registration. Academic restrictions will be continued and/or increased each quarter the student’s cumulative GPA remains below 2.0. Academic restrictions may include, but are not restricted to, the following: reduced credit load, loss of priority registration, mandatory participation in tutoring services, academic suspension, and academic dismissal. (Third and subsequent occurrences.)
Purpose of the Family Educational Rights and
Privacy Act 1. The Family Educational Rights and Privacy Act of 1974 requires that colleges adopt policies and guidelines concerning the rights of students to inspect their educational records and the releasing of such records to third parties. The act also provides that such students shall have the right of hearings to correct or delete inaccurate, misleading or inappropriate data. The act also provides that students shall be informed of the categories of records maintained by the college that are related and identifiable to the student. 2. Green River Community College is committed to conform to the minimum requirements of Section 438, Public Law 90-247 Title IV, as amended, 88 Stat 571-574 (20 USC 1232g) otherwise known as the Buckley Amendment Family Educational Rights and Privacy Act. 3. Green River Community College is also committed to conform to the minimum requirements of the statement of the rights and responsibilities of the Student Body of Green River Community College. See “Right to Confidentiality of Records” in the Rights and Responsibilities of the Student Body of Green River Community College (WAC Chapter 132J-120-060). 4. In compliance with the above-stated guidelines, this policy is designed to ensure continued confidentiality of student records and to govern the release of personally identifiable information therein. Definitions 1. Academic Board is a board composed of four student members appointed by the ASGRCC President and/or faculty members selected from a list of volunteers, by a vote of those volunteers, which make recommendations to the Dean of Student Services for the purpose of (a) reviewing student petitions to have grades lined through on their transcripts; and (b) hearing grievances which may occur between students and faculty members regarding the normal educational activities. 2. Administrative Unit shall mean any one of a number of offices under the direction of a particular administrator, and set up to maintain a variety of records and processes for the college. 3. Administrator shall mean those employees whose job duties are administrative by job description and who exercise supervisory or other managerial responsibilities over other employees. 4. Classified Person shall mean any employee who is contracted for a job that is listed and classified with the Higher Education Personnel Board of the state of Washington. 5. College shall mean Green River Community College, District 10, state of Washington and the personnel thereof, and any other community college centers or facilities established within District 10, state of Washington. 6. Confidentiality shall mean the state of being held in secrecy of privacy, so as not to be available to third parties.
7. Credentials shall mean those records and
recommendations 8. Administrator of Student Programs shall mean the Dean of Student Services of Green River Community College, District 10, state of Washington.
9. Director of Financial Aid is the college
employee who is charged with the responsibility for maintaining
applications
10.Directory Information includes the
following information
11.Educational Records are official
transcripts, documents, 12. Faculty shall mean any employee of Green River Community College, District 10, state of Washington, who has employment as a teacher, counselor, librarian, or other position for which the training, experience, and responsibilities are comparable as determined by the appointing authority, except administrative appointments. 13. Identifiable Information shall mean any record of information of such a nature as to aid in or cause the identification of the person to whom it relates.
14. President is the chief executive of the
college, appointed 15. Registrar is the college employee who is charged with the responsibility for maintaining transcripts, grades, and grade rosters. 16. Student is any person enrolled at the college. 17. Student Body of Green River Community College includes all persons who are enrolled in classes at the college. 18. Student Body President shall mean the person elected to the position so titled by a vote of the Student Body of Green River Community College. 19. Third Parties shall mean any and all persons and/or organizations other than the college or the student. 20. Dean of Student Services is the college employee who is charged with the responsibility for maintaining applications, transcripts from other institutions, closed program records, and other records required or developed in the admissions process. Informing Parents of Students and Eligible Students of Their Rights 1. This policy shall be included in the regular college catalog as a means of informing parents and eligible students of their rights. 2. For the purposes of this part, whenever a student has attained 18 years of age, or is attending an institution of postsecondary education, the rights accorded to the consent required of the parent of the student shall thereafter only be accorded to and required of the eligible student. 3. Dependent status of the student does not affect his/her rights under this code. Procedures for Parents and Eligible Students to Request or Inspect Personal Records or to Release Their Personal Records to Designated Persons. 1. A written request, dated and signed, must be submitted by the parent of an eligible student to the office maintaining student records. Each office maintaining records shall be treated as an independent entity so far as record requests are concerned. a. The person responsible for the record shall respond to the request within a reasonable period of time, but in no case more than 45 academic days, unless an unavoidable hardship would be incurred by the response within that time. In such cases an extension shall be mutually agreed on and the extension agreement signed by the parties involved in the request. b. If a student is denied access to his/her records, the person responsible for the administrative unit shall respond in writing, stating the reasons for the denial and all the procedures for appealing the denial. 2. Persons making the request must pay the specified fee or an appropriate cost of duplication the record which shall include a cost of materials and personnel time if appropriate. The fee shall be a minimum of 25 cents and a maximum of $1.00 per page, unless extraordinary circumstances require a higher fee. The exact fee shall be determined by the administrative unity providing the copy according to the current fee or cost of materials and salary schedules. 3. The college will disclose those records as required by federal or state statutes so long as there is no violation of the Buckley Family Educational Rights and Privacy Act.
4. No student shall be required to waive the
right to either 5. No record will be destroyed during a time when an outstanding disclosure request has been filed on that record. 6. Student directory information will not be released without a written waiver by the student involved. 7. A record of disclosures shall be maintained for each record disclosed to other than the student identified in the record and college employees who are authorized or designated to inspect or use such files. 8. The following administrative units and college personnel are authorized and recognized to maintain student records: a. Registration – The Registrar has the responsibility to establish and maintain student records as related to student enrollment, class achievement, attendance and rosters. b. Admissions – The Dean of Student Services shall maintain all requests for admissions, which shall include high school records, test scores, letters of recommendation and copies of all correspondence as related to admissions. These records are normally purged after two (2) years of inactivity, after which no admission record is maintained. c. Financial Aid – The Director of Financial Aid has the responsibility to compile personal financial information in the determination of student eligibility for financial aid and employment programs. d. Veterans Services – The Veterans Services Coordinator has the responsibility to establish and maintain veteran students’ and dependents of veterans’ records for verification of enrollment, completion, and other records as needed for compliance with Veterans Administration requirements. e. Dean of Student Services – The office of the Dean of Student Services is responsible for records of students involved in extraordinary situations, such as disciplinary problems, records of irregular behavior, violations of college policies, local, state, or federal laws, or other types of situations which are outside the normal educational program. f. Health Services – The Health Services Office maintains records regarding selective student interviews, receipt of medication and participation in the health services program. g. All other records shall be considered incidental and not falling under the jurisdiction of this policy. h. Financial records of the parents are not at the student’s disposal. Students Waiving Right to Review Records 1. A student may waive the right to review his/her records and confidential statements. This waiver would normally be given for records such as those involving, but not limited to, confidential recommendations, admissions to other institutions, honorary recognition, application for employment, etc. 2. Written waivers shall state which record may be examined and for what purposes. Appeal of Accuracy of Records 1. When a student believes that his/her academic record is inaccurate, an appeal may be made to the Academic Board, which will make a determination about the accuracy of the record. Information and procedures for appeal to the Academic Board may be obtained in the office the Dean of Student Services and enrollment management. Use of Students’ Records 1. The college may use a student’s record for those purposes for which the record was developed, and for other required activities or programs conducted by the college. These uses may include, but not be limited to: admissions, development of employment credentials, transcripts, degree achievements, honors program evaluation, eligibility of student body offices, athletic eligibility and payroll. 2. All administration, staff, faculty, and other persons approved by the appropriate administrative unit shall have access to students’ records when serving in a normal educational interest. 3. Federal, state, county or other agencies may have access to students’ records if access is required for the maintenance and operation of the college, accreditation, student financial aid, judicial order or subpoena, or in cases of emergency when the student’s health and safety are in jeopardy. Exclusion 1. Exclusions from the category of educational records and therefore from the effects of the Buckley Amendment requirements for inspection and disclosure are: a. Records generated and maintained by a physician, psychiatrist, psychologist or other recognized professional or paraprofessional acting in his/her capacity, b. Records made and maintained by a law enforcement unit of an educational institution solely for the purpose of law enforcement, c. Records of instructional, supervisory, and administrative personnel which are in the sole possession of the maker thereof, d. Records relating to an individual who is employed by the institution other than as a result of student status, and e. All records developed before January 1, 1975, letters of recommendation made prior to January 1, 1975, or written with assurance of confidentiality, and all records obtained in accordance with the proper procedures, shall be exempt from this policy and not subject to access by the student. 2. These records may only be reviewed by a physician or certified appropriate professional on mutual agreement by the student and the administrative unit managing the record for the college. If no mutual agreement can be reached, the President of the college shall select an appropriate person to review the record. Financial Aid Students receiving financial aid should be aware that the Financial Aid Office has a separate policy of academic progress. Student with Disabilities under the Americans with Disabilities Act of 1990 Policy Statement: No student shall, on the basis of his or her disability, be excluded from participation in, be denied the benefits of, or otherwise be subject to discrimination under any college program or activity. GRCC is committed to providing qualified students with a disability an equal opportunity to access the benefits, rights, and privileges of college services, programs and activities, in the most integrated setting appropriate to the student’s needs, in compliance with the Americans with Disabilities Act, Section 504 of the Rehabilitation Act of 1973, and RCW 28B, 10.910-.914. The ADA emerged from a series of workplace anti-discrimination laws and court rulings that trace their origin to the Civil Rights Act of 1964.GRCC is committed to providing reasonable accommodations, including core services plus protection from discrimination, to qualified students with disabilities. The purpose of this policy is to identify the rights and responsibilities of students under the ADA and to establish clear guidelines for seeking and receiving reasonable accommodations. To receive reasonable accommodations in an appropriate and timely manner, students are responsible for documenting the nature and extent of their disability and requesting accommodations in a timely manner. This policy establishes the scope of and the procedures for requesting those accommodations. Students are encouraged to resolve concerns of disability discrimination by first contacting Disability Support Services in LSC 126 (ext. 2631) to discuss their issues. It is in everyone’s best interest that disputes over reasonable accommodations for students with disabilities be settled as quickly and informally as possible. However, anyone who believes that there has been an act of discrimination by the college on the basis of disability, against any person or group, may file a complaint with the following:
U.S. Department of Education,
Washington State Human Rights Commission Visit Disabilities Support Services, LSC 126, for a full and updated version of the Students with Disabilities under the American with Disabilities Act of 1990 policy. Discrimination and Sexual Harassment – The purpose of these policies is to set forth GRCC’s commitment to maintaining a college environment free from all forms of discrimination, including sexual harassment. This commitment applies to all levels and areas of college operations and programs, to students, faculty, staff, and all other personnel. The College is cognizant of both its ethical and legal obligations to ensure that all students are provided equitable opportunities to realize their goals and function effectively within the College environment. Kinds of Discrimination Prohibited The kinds of discrimination prohibited by GRCC policy are those that occur based on race, sex, religion, age, color, creed, national or ethnic origin, physical, mental, or sensory disability, marital status, sexual orientation, and status as a Vietnam-era or disabled veteran. This policy prohibits discrimination on these bases. Sexual Harassment Any student who, while in any college facility or participating in a college-related program, knowingly engages in unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature, where such behavior offends the recipient, causes discomfort or humiliation, or interferes with job or academic performance, shall be subject to disciplinary action. Gender Equity RCW 28B.110.010, Article XXI, section 1, Amendment 61 of the Washington Constitution requires equal treatment of all citizens, regardless of gender. Recognizing the benefit to our state and nation of equal educational opportunities for all students, discrimination on the basis of gender against any student in the institutions of higher education of Washington is prohibited. This includes but is not limited to access to academic programs, student employment, counseling and guidance services, financial aid, recreational activities, including club sports, and intercollegiate athletics. To report incidents of discrimination, contact the Dean of Student Services or contact GRCC’s Personnel Office. Recourse If you feel you have been harassed or have witnessed harassment, report the incident to one of the following offices: Dean of Student Services, Director of Women’s Programs, or Counseling Services.
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| Last updated on: 08/20/2008 |
| Copyright© 2008 Green River Community College. All rights reserved. | |
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