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Admissions and Records
Campus Numbers
Macon Cove Phone: 901-333-5924
Fax: 901-333-4473
Union Avenue Phone: 901-333-5924
Fax: 901-333-5630

Student Records - Confidentiality of Student Records

It is the policy of Southwest to comply with the Family Educational Rights and Privacy Act (FERPA), also known as the "Buckley Amendment," and all provisions and amendments thereto. In so doing, the College will protect the confidentiality of students and former students' records.

Each faculty and staff member of the College is individually responsible for complying with FERPA, and violations of the Act will subject the employee to disciplinary actions. Except for authorized administrative units that have responsibility for maintaining student records, no unit, component, staff or faculty member may disclose personally identifiable information.

FERPA covers all records that are directly related to a student and maintained by Southwest. Student includes current and former students but does not include applicants for admission who have never attended the College. FERPA does not cover:

The institution reserves the right to disclose directory information. Directory information may be released without the student's consent. Any student who does not want the following directory information disclosed, must complete a Suppression of Directory Information Request form (forms are available in the Admissions and Records Office) and submit it to the Admissions and Records Office. The following information is considered directory information at Southwest:

The College will also disclose information to the military as required by the Solomon Amendments unless the student has completed a Suppression of Directory Information Request form. Except as is otherwise provided by this policy, all personally identifiable records directly related to a student or former student shall be kept confidential unless the student signs a consent form authorizing the release of such records, or as otherwise provided by law.

Student records may be disclosed in the following situations without the consent of the student:

A record of requests for disclosures and disclosures made will be retained with the record and may be inspected by the student, officials responsible for the records and by auditors. The institution will comply with student requests to inspect or review their educational records and will provide an explanation or interpretation of the records. The institution will also comply with student requests for copies of the records. The requests will be honored in a timely manner not to exceed 45 days from the request date. Exceptions to student access rights include:

Each student has the right to request an amendment to his/her record if it is felt that the record is inaccurate, misleading, or in violation of his/her rights. The request is to be submitted on a Record Amendment Request form (forms are available in the Admissions and Records Office), with any supporting documentation, to the individual responsible for the record. The form must be signed and dated by the student. The student will receive a signed copy of the form indicating approval or denial of the request within 45 days of the request date. In cases of denial, the student may follow hearing procedures printed on the Record Amendment Request form. The Record Amendment Request form is limited to the issues of whether the record is accurate or misleading in recording the underlying action taken by the institution or whether the placement of the information in the student's record is in violation of the student’s rights. In cases of denial which proceed through the appeals process, the student shall have the right to place a statement in the file commenting on the information in the file and setting forth any reasons for disagreeing with the decision. In these cases, the College will maintain the statement with the record and will send it out to everyone who receives a copy of the record.

Any violations of FERPA, shall be reported to the Dean of Student Services and Enrollment Management at Southwest. In cases where the accused is the Dean of Student Services and Enrollment Management, the report shall be made to the Provost/Executive Vice President for Academic and Student Affairs. Further, complaints of violations by the institution, may be filed with the Office of the Secretary, United States Department of Education.