Maintaining Student Files and Confidentiality
Student File Storage
Houston Welding Academy adheres to the requirements of the Family Educational Rights and Privacy Act of 1974 to ensure confidentiality of and access to students’ personal records. Procedures to maintain confidentiality regarding students’ records are taken seriously by all Houston Welding Academy staff members.
Student records are stored in locked cabinets at the branch location after the student graduates. New applications are stored in the Admissions Office in locked cabinets. All personnel offices are locked at night and when unoccupied.
The method of destroying hard copies of all information pertinent to students’ records is shredding. Every effort is made for the protection of social security numbers contained in records to prevent misuse of any personal information. All documents are destroyed in a manner to protect confidentiality of information.
Student records are maintained for at least five years after graduation or conclusion of the class.
Students’ academic records are maintained permanently. Completers of Houston Welding Academy can obtain a copy of their academic records by contacting the schools Director.
Policy
The Family Educational Rights and Privacy Act of 1974 (FERPA), as amended, is a federal law enacted to establish procedures for disclosing information contained in student records and to protect the privacy of these records. The Act applies to currently enrolled students beginning at the point of deposit (“fee paid”) and former students but does not apply to individuals who have applied for admission, but never attended Houston Welding Academy. Applicants for admission who are denied enrollment or who are accepted but do not deposit do not have a right to review their records.
Information obtained on a former student subsequent to graduation or termination of enrollment is not covered under the Act (e.g. data accumulated on alumni). All rights under the Act cease when a person dies – the school will decide on an individual basis what records of deceased students can be released and to whom they will be released.
Houston Welding Academy will notify students annually of their rights under the Act by publishing such information in the school catalog. That notice will inform the student that a complete policy is available from the Admissions Office.
Currently enrolled and former students have a right to inspect their educational records upon written request. Students must request permission in writing to inspect their records and must present that request to the corporate office. The records will be made available to the student for inspection not more than 30 days following the request. A school staff member will be present while the student inspects his or her records
Definitions:
• A school official is a person employed by Houston Welding Academy in an administrative, staff or faculty position.
• Education records are defined as anything that directly identifies a student and are maintained as official working files by the school. Education records may include:
o Class List
o Grade Rosters
o Computer Printouts
o Welding Tests
o Student Schedules
o Documents in the office of the Administrator
o Call objectives
o NCCER Documentation
AND anything that contains the following:
o NCCER ID Number
o Social Security Number
o Grades
o Test Scores
o Objectives achieved
The following files are NOT considered educational records under FERPA:
o Records about students made by instructors, professors, and administrators for their own use and not shown to others (sole possession records)
o Employment records, except where a currently enrolled student is employed as a result of his or her status as a student
o Records that contain only information relating to a person’s activities after that person is no longer a student at the school
o Financial information submitted by parents(s)/guardian(s)
o Confidential letters and recommendations placed in the student’s record if the student has waived in writing his or her right to inspect those letters and recommendations. Students may revoke a waiver at a later time, but any such waiver must be in writing and is only effective with respect to actions occurring after the revocation.
For information about educational records, contact the office in which the records are kept. Types of educational records maintained by Houston Welding Academy are as follows:
o Office of Admissions – Application for admission, academic records from past schools attended, recommendations, and related documents. These records are transferred to the Office of the Registrar/Academic Services after the student is enrolled.
o Office of Financial Aid– Financial Aid applications, records of financial aid awarded, and related documents.
Unless otherwise required by law, Houston Welding Academy transcripts will not be issued to students who are delinquent in paying school charges for programs Houston Welding Academy who are behind in financial loan repayments. Copies of education records (e.g. transcripts) which were issued by other education institutions will not be provided unless authorized by the Executive Vice President.
If Houston Welding Academy determines there is an articulable and significant threat to the health or safety of a student or other individuals, it may disclose information from educational records to any person whose knowledge of the information is necessary to protect the health or safety of the student or others, provided that Houston Welding Academy will only exercise this authority for the duration of the emergency.
Houston Welding Academy will maintain a record of requests for access to and disclosure of a student’s non- directory information to anyone other than the student, school officials with a legitimate educational interest, a party with the student’s written consent, or a party seeking or receiving the records as directed by a court order or lawfully issued subpoena that directs the school to refrain from disclosing the contents of the subpoena or the information furnished in response to the subpoena. A student may inspect the record of disclosure which will be kept by the office in which the record is maintained unless such inspection is prohibited under the terms of a court order or lawfully issued subpoena.
If a student believes that information in his or her record is inaccurate, misleading, or otherwise in violation of his or her privacy rights, he or she may request that a change in the record be made. Such a request must be in writing and submitted to the Executive Vice President. If the student disagrees with the action taken, he or she may make a written request to that official for a (or as soon thereafter as is practicable) with the student having an opportunity to present all relevant evidence. The hearing panel will consist of the school official in charge of the record in question and two other officials selected by the Executive Vice President. The student will be notified within two weeks of the hearing (or as soon thereafter as is practicable) as to the decision of the official or hearing panel. The decision of the hearing panel is final.
If the student disagrees with the action taken by the hearing panel or official, he or she may place a statement in his or her educational record giving the reasons for disagreeing with the decision.
Policy on Previous Education, Training, or Experience
Houston Welding Academy does not recognize any previous education, training, or experience.