Student Records
Academic Records
East Peoria Campus • L211 • (309) 694-5600
Student academic records are permanently maintained by Enrollment Services. Class and earned grade records (transcripts) are used for future educational and employment reference.
It is your responsibility, as a student, to read and understand College policies regarding enrollment, withdrawal from courses, and your academic record at the College. Our staff is willing to answer any questions or concerns you may have.
Family Educational Rights and Privacy Act (FERPA)
Student Right to Privacy and Access to Records
The Family Education Rights and Privacy Act (FERPA) of 1974 affords students certain rights with respect to their education records. These rights include:
1. The right to inspect and review the information contained in their educational record. A student should submit to the College Registrar a written request that identifies the record(s) the student wishes to inspect. Arrangements will be made by the Registrar or other responsible official for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the school official to who the request was submitted, that official shall advise the student of the correct official to who the request should be addressed. A student does not have the right to a copy or to copy the educational record during the inspection.
Educational records that are not governed by the Act and are not accessible to students include:
Sole Possession Records- Records or private notes kept by a school official, which are used only by the maker or his or her substitute and are not available to any other person.
Law Enforcement Records - records which are kept apart from the student's other educational records and are created/maintained solely for law enforcement purposes.
Employment records – records for College employees, which are kept solely for business reasons.
Medical Records - Records made and maintained in the course of treatment and disclosed only to those individuals providing treatment.
Alumni Records – Records that only contain information about a student after he or she is no longer at the institution.
Right to Amend Record
2. The right to request the amendment of their education records to ensure that they are not inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA. A student who wishes to ask the college to amend a record should write the college official responsible for the record, clearly identify the part of the record the student wants changed, and specify why it should be changed. If the college decides not to amend the record as requested, the college will notify the student in writing of the decision and the student’s right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
Right To Disclose Information
3. The right to provide written consent before the disclosure of personally identifiable information (PII) from the student’s education records to other individuals or entities.
Except under one of the special conditions outlined below, a student must provide a signed and dated written consent before an education agency or school may disclose personally identifiable information from the student’s education records.
Directory Information
The College considers the following directory information: (1) student's full name; (2) address; (3) ICC email address; (4) affirmation of student enrollment status (full/part-time) and class level; (5) dates of attendance, graduation, intended program of study, degree(s), certificate(s) earned, and honors received; (6) pertinent information relating to participation in officially recognized activities and sports.
The College will only disclose directory information to individuals or entities with legitimate educational interests and in compliance with the Solomon Act.
Educational Records
Educational records are all records that contain information directly related to a student and are maintained by an educational agency or institution, or by a party acting on its behalf. A record means any information recorded in any way, including handwriting, print, tape, film, microfilm, microfiche, and digital images.
Educational records may include semester grades, GPA, tuition and fee information, financial aid information, birthdate, disciplinary actions, and other personally identifiable information (PII).
Educational records, student schedules, grades, and other academic information (including drop-out lists) will not be released to parents, guardians, employers or other individuals without written consent of the student unless the disclosure meets certain conditions found in § 99.31 of the FERPA regulations outlined below.
Educational records that are not governed by the Act and are not accessible to students include:
Sole Possession Records- Records or private notes kept by a school official, which are used only by the maker or his or her substitute and are not available to any other person.
Law Enforcement Records - records which are kept apart from the student's other educational records and are created/maintained solely for law enforcement purposes.
Employment records – records for College employees, which are kept solely for business reasons.
Medical Records - Records made and maintained in the course of treatment and disclosed only to those individuals providing treatment.
Alumni Records – Records that only contain information about a student after he or she is no longer at the institution.
Disclosure of Educational Records
ICC may disclose educational or other personally identifiable information without student consent to the following parties under the following conditions:
School officials with legitimate educational interests* (See further information outlined below).
To officials of another school where the student seeks or intends to enroll, or where the student is already enrolled.
In connection with financial aid for which the student has applied or which the student has received.
U.S. Comptroller General, U.S. Attorney General, U.S. Department of Education.
State and local officials.
Authorized organizations conducting educational research.
Accrediting agencies.
Alleged victim of a crime.
Parent of a student under 21 regarding the violation of a law regarding alcohol or drug abuse.
* School officials with legitimate educational interests
The college discloses education records without a student’s prior written consent under the FERPA exception for disclosure to school officials with legitimate educational interests.
A school official is a person employed by the University in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the college has contracted as its agent to provide a service instead of using college employees or officials (such as an attorney, auditor, or collection agent); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks.
A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibilities for the college.
Disclosures Related to Special Circumstances
FERPA and Subpoenas
In contrast to the exceptions to the notification and recordkeeping requirements granted for law enforcement purposes, educational agencies or institutions may disclose information pursuant to any other court order or lawfully issued subpoena only if the school makes a reasonable effort to notify the parent or eligible student of the order or subpoena in advance of compliance, so that the parent or eligible student may seek protective action.
HIPAA and FERPA
HIPAA applies to Health Care Providers, private benefit plans, and health care clearinghouses. It does not apply to other types of organizations whose receipt or maintenance of health records is incidental to their normal course of business. FERPA does not limit what records a school may obtain, create, or maintain. It provides safeguards for education records.
Access Services normally obtains and maintains health records for each student who applies for services or waivers. If a health record is used to make a decision in regard to a student's education program, (e.g., whether a student should receive extended time for testing; or be exempt from an academic requirement, such as SAP) the health record may be construed to be an education record. In that case the normal FERPA provisions for safeguarding the record would apply.
Health and Safety Exemption Requirement
A health and safety exception permits the disclosure of personally identifiable information from a student’s record in case of an immediate threat to the health or safety of students or other individuals.
If a student is considered a threat to himself or to others, or there is a need to protect the health and safety of the student for some reason, information may be shared with parents. If non-directory information is needed to resolve a crisis or emergency situation, an educational institution may release that information if the institution determines that the information is necessary to protect the health or safety of the student or other individuals. A school may also disclose to parents any violation of the use or possession of drugs or alcohol by students under twenty-one. An important note here is that the law allows, but does not require, such information to be released to parents.
Program of Study Changes
Students sometimes change educational or career goals before completing the program in which they originally enrolled. When students consider such a change, they should discuss it with their Student Success Advisor. When the change is deemed necessary, students must complete a Degree/Certificate of Study Change Request Form (found on Student Records) and send to programchange@icc.edu. or submit to Enrollment Services L211. Selective admission programs must approve the change before the program change will be processed.
Transcripts Requests
East Peoria Campus • L211 • (309) 694-5600
Peoria Campus • Arbor Hall 002 • (309) 694-5600
transcriptrequests@icc.edu
Official transcripts of credit earned at Illinois Central College can be requested by current and former students, and can be sent to the student, another individual, business, or school.
Official transcripts should be requested online at mymobile.icc.edu/ by clicking the Request a Transcript tile. You will be required to provide a signature authorization before your transcript can be released. Cost: $7 (additional fee for Overnight Federal Express charges will apply.)
In situations where a transcript is necessary for immediate use, one may be provided within an hour for a $10 (guaranteed funds only) per copy fee. This service is available 8:30 am to 3:00 pm Monday through Friday at Enrollment Services, L211, East Peoria Campus or Arbor 2, Peoria Campus.
In accordance with SB 49, official transcripts will be released for employment purposes if a student owes a balance to the institution. If the transcript is for employment purposes, it must be sent directly to an employer from ICC. Transcripts will not be sent directly to the student if a balance is owed.
The College will not forward the original copy, nor a copy of any transcript received by the College from another institution or agency to the student or a third party/institution. Transcripts, test scores, etc., must be requested by the student directly from the originating institution or agency.
Unofficial copies of transcripts can be obtained through your MyICC (eServices) account under Academics; however, unofficial copies are not generally accepted by other institutions. A student’s official transcript will be withheld if the student has not met all financial obligations to the College.