Palm Beach State College Board Policy

Title: Student Records

Policy Number: 6Hx-18-3.48

Legal Authority: 1002.21 FS, 1002.22 FS, 1001.61 FS, 1001.64 FS, 1003.25 FS, 1006.52 FS;  Family Educational Rights and Privacy Act of 1974, Sec. 438, Pub. L. 90-247, Title IV, as amended, 88 Stat. 571-574 (20 USC 1232g); 34 CFR Part 99, Sec. 99.6

Date Adopted/Amended: Adopted 6/19/2001; Amended 8/18/2025 

 

1. Palm Beach State College maintains essential and appropriate student information in its files for college operation and student welfare. The College adheres to all federal and state laws, rules, and regulations pertaining to the primary rights of students, parents and/or legal guardians of dependent students.

2. The confidentiality of a student’s records will be protected. Information will be released to legally authorized persons or entities, upon the request of the student or parent and/or legal guardian of a dependent student, with a valid and duly executed FERPA waiver.

3. Information pertaining to the inspection of records, the release of records, and the appeal process shall be published in the College Catalog.

4. FERPA requires each institution to determine "directory information" that may be released without the student's consent unless the student has specifically requested that some or all the information not be released. Palm Beach State has classified the following as directory information:

  • Student name
  • Personal e-mail address (non-institutional)
  • Dates of attendance (session dates only)
  • Major field of study
  • Weight and height of members of athletic teams
  • Degrees and awards received
  • Educational institution attended

Students who do not wish to have their directory information released, must access their student profile through the college’s designated student information system and follow the instructions provided in the Non-Disclosure Opt-in process.

5. The College may release student information without the student’s consent under the following circumstances, as permitted by law:

  • To school officials with legitimate educational interests.
  • To other institutions where the student is transferring or enrolling.
  • To government authorities, financial aid providers, or accrediting organizations.
  • In response to legal processes, such as subpoenas or court orders.
  • In emergencies, if necessary to protect the health or safety of the student or others.

6. Staff and non-represented faculty who improperly obtain records and/or misuse their access to student admission records, transcripts or other supporting documents to disclose, share, or disseminate information to unauthorized persons, employees, or outside parties will be subject to discipline up to and including termination.

7. Full-time faculty who improperly obtain records and/or misuse their access to student records to disclose, share, or disseminate information to unauthorized persons, employees, or outside parties will be subject to discipline up to and including termination, as outlined in the Collective Bargaining Agreement between the Board of Trustees of Palm Beach State College and between the United Faculty of Florida, Palm Beach State College Chapter.