The procedures and guidelines adopted by Capitol College regarding student records comply fully with the Family Educational Rights and Privacy Act of 1974 (FERPA). This federal law establishes the rights of students to inspect and review their records, to have the privacy of their educational records maintained and to provide guidelines for the correction of inaccurate or misleading data.

Educational records are defined as records, files, documents and other materials containing information related to a student that are maintained by Capitol College. Included in this category are records maintained by faculty advisors, the Office of Admissions, Office of Financial Aid, the Business Office, the Office of Career Services, Dean of Students' Office, and Office of Registration and Records.

Students who wish to gain access to a particular record should contact the office responsible for maintaining that record. Under college policy, records will be produced within a maximum period of three weeks, although in most instances the student will be shown the record immediately upon request.

Certain documents, including financial records of parents and records being withheld for unpaid financial obligations, are not available to students. Students may waive access to their academic, employment and financial aid records.

Students discovering an error in their records should bring it to the attention of the official in charge of the record. Disagreements will be resolved by the appropriate executive council member.

Access to individual academic and financial records is denied to parents of students over the age of 18, unless the student signs a consent form. College personnel with a need to know may have access to student records.

The college may disclose directory information (name, address, date and place of birth, telephone number, attendance dates, previous institutions attended, class, major field of study, awards, honors and degrees) without student consent.

Students may restrict the release of directory information, except to school officials with legitimate educational interests. To do so, a student must make the request in writing to the Office of Registration and Records. Once filed, this request becomes a permanent part of the student's record until the student instructs the college, in writing, to have the request removed.

Students have the right to receive copies of their Capitol College academic and financial records. Reproduction of academic transcripts costs $5 per copy. There is no charge for copies of financial aid transcripts.

Alleged failure by the college to comply with FERPA may be directed, in writing, to the FERPA office by the students. Questions about this act may be referred to the appropriate executive council member.