Access to Education Records

Students have the right to review their records within 45 days of submitting a written request. After graduation, students may also request access.

Requests to amend education records must be made in writing and include an explanation of the inaccuracies.

Important Definitions

• Student: Any person who is or has been enrolled at ICC and for whom ICC maintains a record.

• Education Record: Any record related to a student and maintained by ICC. This includes files in the Student Information System, emails, shared folders, photos, videos, and more.
  Excludes: Private notes not shared with others, and personal observations (e.g., behavior or overheard comments).

• Directory Information: Publicly available student information that is generally not harmful or invasive if disclosed.

Directory Information at ICC

The following directory information may be released without written consent unless the student opts out:

• Name

• Permanent address

• Local address

• Phone number (home and local)

• ICC email address (see note below)

• Date and place of birth

• Major field(s) of study

• Class standing (e.g., sophomore)

• College of enrollment

• Current enrollment status (full-/part-time, withdrawn)

• Dates of attendance

• Degrees and awards received (including dates)

• Cumulative credit hours

• Most recent institution attended

• Honor rolls

• Graduation lists

• Student class schedules

• Participation in officially recognized sports, activities, and organizations (including photographs)

• Height and weight of athletes

• Awards and honors (e.g., Dean’s List)

• Picture of the student

Note: In order to protect individual privacy, ICC does not consider student email addresses as directory information for bulk requests from non-college organizations.

To withhold directory information, students must submit written notice each semester to:
Office of the Registrar
Independence Community College
P.O. Box 708
Independence, KS 67301

Disclosure of Non-Directory (Private) Information

Non-directory information (e.g., Social Security number, grades, transcripts) requires written student consent before disclosure, with exceptions:

• Subpoena or court order

• School officials with legitimate educational interest

• Health or safety emergencies

• U.S. Armed Forces

• Federal or state education officials under specific data-sharing conditions

School Official: Anyone employed by ICC (faculty, staff, administration), including those in support or student worker positions.

Federal & State Data Use and Disclosure

Under updated 2012 FERPA regulations, federal and state authorities may access personally identifiable information (PII) in education records without student consent in the following scenarios:

• Evaluation of federally or state-supported education programs

• Research studies approved by federal/state agencies (even if ICC does not request or approve the study)

• Sharing of records with other agencies (e.g., child welfare, unemployment, military services, juvenile justice)

These uses are governed by data-use agreements but may not be under ICC's direct control.

This type of data use is part of the Kansas Higher Education Data System (KHEDS).

Important FERPA Forms at ICC

To manage education record access or release, students can use the following forms, available on the website or from Academic Affairs:

• Transcript Request – Submit to the Registrar’s Office for official grade releases.

• Verification of Education – Confirms enrollment status and credit hours.

• Authorization for Release of FERPA-Protected Information – Completed in Admissions and witnessed by ICC staff. Students choose which information and to whom it may be released.