Student Records and Privacy
Family Educational Rights and Privacy Act (FERPA)
Pursuant to Public Law 93-380, Family Education Rights and Privacy Act of 1974, students and their parents are advised of certain practices and procedures at Florida State College at Jacksonville that relate to student records.
Once a student is enrolled in a postsecondary program, parents no longer have any rights to student information under this Act unless the student gives written consent to release the information to the student’s parents.
Under this Act, a student or parent (if eligible) will be accorded access to the student’s record within a reasonable time after submitting a written request to the custodian of that record. The College will make suitable arrangements to permit the record to be reviewed in the presence of a representative of the custodian of the record. Either the student or parent (if eligible) has the right to challenge the content of any record he or she believes to be inaccurate, misleading, in violation of the student’s rights, or otherwise inappropriate, and to insert into the record any written explanation of any matter therein. The custodian of the record challenged shall conduct a hearing upon the matter at a reasonable time and place when the student or parent (if eligible) may present any evidence he or she may have in support of the challenge. If a record is challenged, the record's custodian shall decide at the conclusion of the hearing. This decision may be appealed by the student or parent (if eligible) through established procedures to the Student Appeals Review Committee.
Students have the right to file a complaint with the U.S. Department of Education concerning alleged failures by the College to comply with the requirements of FERPA. They may address their complaint to the Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue, SW, Washington, DC 20202-4605.
Students or parents (if eligible) must consent to release any student information other than directory information to any person or agency. This consent must be in writing, signed, and dated, and the information to be released, the reason for release, and the names of individuals to whom the information will be released must be specified. Florida State College at Jacksonville will exercise disclosure without consent to school officials with legitimate educational interests. A school official is defined as a person employed by the college in an administrative, supervisory, academic, or support staff position (including safety and security staff), a person employed by an educational entity with which the college has an educational agreement or contract who has a legitimate educational interest, person or company with whom the college contracted (such as auditor, collection agent, credential and enrollment verification services), or assisting another official in performing his or her tasks. A school official has a legitimate educational interest if he or she needs to review an educational record to fulfill his or her professional responsibility.
In addition, the college may disclose identifiable information from student educational records without student consent to officials presenting a judicial order or lawfully issued subpoena and to military branches in accordance with federal guidelines.
The following information about an individual student is classified as “directory information” and may be released upon request to any person. The individual student or parent (if eligible) has a right to submit a request in writing to the custodian of the student’s record that all or any part of the directory information not be releasable. Access to or release of directory information will be withheld until further written instruction is received for a student or parent (if eligible).
name
program of study
dates of enrollment
enrollment status
degrees, honors, and awards received
for athletes on our NJCAA-recognized teams: height, weight, hometown, and high school
Individual students or parents (if eligible) have the right to submit a request in writing to the custodian of student records that all or part of the directory information not be released. Send request in writing to: College Registrar, Florida State College at Jacksonville, P.O. Box 40515, Jacksonville, FL 32203-0515
Access to or release of directory information will be withheld until further written instruction is received for a student or parent (if eligible).
Collection and Use of Social Security Numbers
In compliance with Florida State Statute 119.071(5), students should be aware that Florida State College at Jacksonville collects and uses social security numbers (SSNs) if specifically required by law to do so or, if necessary, to perform the College’s duties and responsibilities. The College takes appropriate measures to secure SSNs from unauthorized access and does not release SSNs to other parties except as required to fulfill the College’s duties and responsibilities.
Florida State College at Jacksonville collects and uses SSNs for the following purposes:
Admissions
Purpose: Federal legislation related to the American Opportunity Tax Credit requires that all postsecondary institutions report student SSNs to the Internal Revenue Service. This IRS requirement makes it necessary for colleges to collect the social security number of every student. A student may refuse to disclose his or her SSN to the College, but the IRS is then authorized to fine the student in the amount of $260. In addition to the federal reporting requirements, the public school system in Florida uses SSNs as a student identifier (FS 1008.386). In a seamless K-20 system, it is beneficial for postsecondary institutions to have access to the same information to track and assist students in the smooth transition from one education level to the next.
Authorized or Mandated: Authorized
Statute or Regulation: Hope/Lifetime Tax Credit uses are authorized by 26 USC 6050S and Federal Register, June 16, 2000/IRC Section 25A. Florida Statue 119.071 (5); Tracking uses are authorized by SBE Rule 6A-10955(3)(e); 1008.386, F.S. and the General Education Provisions Act (20 USC 1221(e-1))
Continuing Education/Corporate Training
Purpose: Because of Florida State Education Reporting requirements, students who enroll in Continuing Education and Corporate Training classes must submit an SSN.
Authorized or Mandated: Authorized
Statute or Regulation: Florida Statue 119.071 (5)
Financial Aid
Purpose: The Financial Aid Office uses SSNs to coordinate and verify eligibility and disbursement requirements for federal, state, and institutional aid programs. The Federal Department of Education requires students to submit their SSN when completing the federal application for student aid. The College then uses the student’s SSN to match the applicant’s records, verify eligibility, and coordinate benefits with other programs. The College reports to various state and federal agencies SSNs for students receiving benefits from aid programs. Agencies include but are not limited to the National Student Loan Clearinghouse, the Veteran Affairs Administration, and the Florida State Department of Education. In performing the duties required to administer these programs, Florida State College at Jacksonville shares the student’s SSN with vendors contracted by the College to assist with compliance of federal and state requirements. The vendors are authorized to use SSNs to complete the tasks contractually required and are not authorized to use SSNs for any other purpose. Vendors include Federal Family Educational Loan providers, guarantors and servicers of federal loans, and the College’s bookstore provider.
Authorized or Mandated: Mandated; Authorized
Statute or Regulation: Higher Education Act of 1965, as amended, Sections 441-448, 483 and 484(p), 20 USC 1091(p), 20 USC 1078-2(f); Code of Federal Regulations, 34 CFR 668.32(i) and 668.36; 38 USC 3471
Financial Services
Purpose: Various offices within Financial Services use social security numbers to comply with federal and state regulations and in the performance of duties and responsibilities assigned to the office. The Purchasing and Accounts Payable Offices are required by the Internal Revenue Service to collect SSNs from students before rending payment for goods and services purchased by the College. The SSN may be reported on an IRS 1099 form if required. The Payroll Department uses SSNs for reporting requirements related to administering student employee wages and benefits. When a student is employed by the College, SSNs are collected and maintained on the Internal Revenue Service required W4 form and reported on the IRS required W2 form. Additionally, the Payroll Department use SSNs in the collection and verification of student direct deposit requests for wages as allowed by FS119.71(2)(a) and FS 119.71(6)(c). The Project Accounting Office uses SSNs for complying with federal, state, and local grants contractual requirements. Project Accounting may report student SSNs to a funding agency for individuals receiving assistance from a grant or contract. The Bursars Office collects SSNs for identification and verification of students to third party sponsors who provide assistance to student, to satisfy billing and payments issues, reconciliation, and for tax reporting as allowed by FERPA and FS 119.71(2)(a) and FS 119.71(6)(c). The Bursars Office provides the IRS with SSNs for students when completing IRS 1098t or IRS 1042 requirements, contracts with various collection agencies that require SSN to meet Fair Collections Reporting Act requirements, and reporting of debt information to credit bureaus and uses SSNs when meeting state requirements to report retiree insurance participants on annual basis. The Bursars Office collects SSNs when establishing direct deposits for students and to comply with Federal Department of Education electronic disbursement requirements.
Authorized or Mandated: Authorized
Statute or Regulation: Internal Revenue Code, sections 3402(f)(2)(A), 6109, and 6051(a)(2); FS119.71(2)(a) and FS 119.71(6)(c)
Human Resources
Purpose: Human Resources collects SSNs for employment eligibility and reports to IRS and the Social Security Administration, including for W-4s and I-9s.
Authorized or Mandated: Mandated; Authorized
Statute or Regulation: 26 USC 6051 and 26 CFR 31.6011 (b)-2, 26 301.6109-1 and 31.3404(f)(2)-1 and FS 119.071(5) (a) 6
Registrar
Purpose: The College registrar collects social security numbers from students for inclusion on official transcripts and for business purposes in accordance with parameters outlined by the US Department of Education. SSNs are reported to the state of Florida as required by state reporting requirements for postsecondary institutions.
Authorized or Mandated: Authorized
Statute or Regulation: Florida Statue 119.071 (5)