Dec 02, 2020  
2020-2021 Academic Catalog 
    
2020-2021 Academic Catalog

Student Records & FERPA Information


Residency Classification: Student Responsibility

Students are responsible for registering under the proper residence classification. If there is any question regarding their right to classification as a resident of Texas for tuition purposes, students should inquire at the Records Office.

Students classified as non-residents for tuition purposes will remain in that classification as long as they attend OC or until they petition for and receive approval for a change of status. Students who have been classified as non-residents or out-of-district residents may petition for a change in their residency status prior to census day of a term. The right to petition for a change of residency status does not guarantee that a change will be approved. Students must meet the criteria set by the state concerning the burden of proof for residency and domicile, in order to be eligible for reclassification. Please contact the Records Office by phone at 432-335-6400 or on the first floor of the Saulsbury Campus Center for further information.

Students classified as residents but who become non-residents or out-of-district residents at any time by virtue of a change of a legal residency by their own action or by the person controlling their domicile are required to notify the Records Office. Students who submit a change of address that changes their status from resident to nonresident or out-of-district resident will be automatically reclassified by the Records Office.

Student Records

Accuracy of Student Records

It is the responsibility of each student to keep his or her record accurate and up-to-date. Changes in name, social security number, address, telephone number, and email address must be submitted to the Records Office. These submissions must be made in writing. Visit the Odessa College website at www.odessa.edu and locate the Records Office home page from the departmental index. Under forms and procedures is a form for changing demographic information. The form must be completed and signed and returned to the Records Office by mail or by fax, (432) 335-6303. The Records Office may require supporting documentation for these changes.

Family Educational Rights and Privacy Act (FERPA) and Educational Record Inspection and Amendments

Odessa College complies fully with the Family Educational Rights and Privacy Act. FERPA affords students certain rights with respect to their education records, such as:

  1. The right to inspect and review the student’s education records within 45 days from the day the Records Office receives a written request for access. The written request should identify the specific record(s) the student wishes to inspect. The Records Office will make arrangements for access and notify the student of the time and place for records to be inspected. If the Records Office does not maintain the records, the student will be advised of the correct official to whom the request should be addressed. If the student requests copies of his/her records, appropriate copies will be made at a cost to the student of $0.15 per page. Letters waiving student’s right to review will be excluded.
  2. The right to request an amendment of the student’s education record that the student believes is inaccurate or misleading. The request must be made in writing, identifying the record he/she wants changed, and specifying why it is inaccurate or misleading. The registrar, in consultation with the appropriate official, will examine the request and make a decision with regard to the request for amendment. If approved, the amendment will be made and the student notified. If the amendment is denied, the student will be notified of the decision and advised of his/her right to a hearing. Information regarding hearing procedures will be provided to the student at that time. If the student requests a hearing, the registrar will arrange the time and place and the student will be notified. The officials involved in the hearing process include the registrar, vice president for instruction, vice president for student services and the instructional dean over the division affected by the request. The vice president for instruction and the vice president for student services serve as the presiding officials. The decision of the presiding officials is final. Any objections to this decision by the student, instructional dean or registrar will be documented in the minutes of the hearing. Changes of grades are an exception and the current grade change policy, published in this catalog, is not affected by a student’s right to request an amendment to his or her educational records.
  3. The right to restrict disclosures of personally identifiable information (a.k.a. directory 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. A school official is defined as a person employed by the college in an administrative, supervisory, academic, or support staff position (including law enforcement unit 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 another school official in performing his or her tasks. A school official has a legitimate educational interest if he/she needs to review an education record in order to fulfill his/her professional responsibility. The second exception permits disclosure of personally identifiable information to governing agencies to which the college must report. The Texas Higher Education Coordinating Board (THECB) collects both directory and non-directory information (including social security numbers) regarding students enrolled at Odessa College. Any student who objects to the disclosure of directory information may do so by completing the appropriate form in the Records Office in the Saulsbury Campus Center. That form is available on the Records Office Web page at https://www.odessa.edu/current-students/records/index.html. The registrar will relay the objection to the Texas Higher Education Coordinating Board (THECB), who will restrict disclosure of student information to third parties.
  4. 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 Avenue, S.W.
Washington, DC 20202-4605

Directory Information

Odessa College classifies the following student data as directory information: name, address, telephone number, e-mail address, field of study, enrollment status, degrees, certificates and other awards received, type of award(s) received, dates of attendance, student classification, and name of most recent previous educational institution attended. Other information cannot be released without signed authorization from the student. The Texas Higher Education Coordinating Board (THECB) collects directory and non-directory information. A student may elect to restrict the disclosure of directory information by completing the appropriate form in the Records Office. Contact the Records Office for additional information regarding the Family Educational Rights and Privacy Act (FERPA).