Release of Information

Written approval of the student is required before a transcript or any information from his/her official record may be released. Exceptions to the above include:

1. The Admissions/Records Office may release information from official records to faculty and staff members of Vance-Granville Community College whose responsibilities require this information.
2. The Admissions/Records Office may honor appropriate requests for directory-type information from student records. VGCC defines the following as directory:
   • Name
   • Program of Study
   • Degrees and awards received
   • Dates of Enrollment
   • College issued email address
   • Participation in sanctioned campus activities or athletics
3. The Solomon Amendment requires by federal law that the college release the following information, in addition to directory information, to military recruiters when requested:
   • Address
   • Date of Birth
   • Phone Number

Each student has the right to inspect or review the educational records maintained by the college that are directly related to that student. Educational records include admission documents, registration documents, grades, and other supporting documents maintained by the college. Educational records also include tests, assignments, and grade calculations maintained by faculty.

All requests to inspect and review educational records shall be made by the student in writing to the Registrar with the exception of requests for tests, assignments, and grade calculations for specific courses. Those requests shall be made to the appropriate academic or campus dean. The college will comply within a reasonable time period not to exceed forty-five days after the request is made. It should be noted that some records such as tests, assignments, and grade calculations maintained by the faculty are only kept for a limited time and are not maintained permanently.

Students may also request in writing to the Registrar to amend their educational record if they feel the record is in error. Such request will be reviewed by the Registrar and Dean of Students, who will render a decision.  Students may file a written complaint with the Family Policy Compliance Office regarding an alleged violation by the college to comply with requirements of FERPA. The Office’s address is Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Ave., S.W., Washington, DC 20202.

Release of Information: Family Educational Rights & Privacy Act (FERPA)

Vance-Granville Community College, in compliance with the Family Educational Rights and Privacy Act of 1974, releases no personal, identifiable information about students without the written approval from the student. Exceptions to this practice are those types of information defined by law as “directory information.” The directory information may be published or made available without the consent of the student. However, any student not wishing any of these types of information released may request in writing to the Dean of Students that it not be released.”