Release of Information

Oconee Fall Line Technical College will disclose information from a student’s education records only with the written consent of the student, except that the records may be disclosed without consent when the disclosure is:

To OFTC officials who have a legitimate educational interest in the records. An OFTC official is:
- A person employed by OFTC in an administrative, supervisory, academic or research, or support staff position, including health or medical staff.
- A person elected to OFTC’s Board of Directors.
- A person employed by or under contract to OFTC to perform a special task, such as an attorney or auditor.
- A person who is employed by OFTC’s Security Unit.
- A student serving on an official committee, such as a disciplinary or grievance committee, or who is assisting another OFTC official in performing his or her tasks. An OFTC official has a legitimate educational interest if the official is:
  - Performing a task that is specified in his or her position description or contract agreement.
  - Performing a task related to a student’s education.
  - Performing a task related to the discipline of a student.
  - Providing a service or benefit relating to the student or student’s family, such as health care, counseling, job placement, or financial aid.
  - Maintaining the safety and security of the campus.
  - The determination as to whether or not a legitimate educational interest exists will be made by the custodian of the records on a case-by-case basis. When the custodian has any question regarding the request, the custodian should withhold disclosure unless the custodian obtains consent from the student, or the concurrence of a supervisor or other appropriate official that the record may be released.
Officials of another school, upon request, in which a student seeks or intends to enroll may have access to records. The student shall receive notification of the disclosure unless the student initiated the disclosure.
Subject to the conditions set forth in 34 C.F.R.§99.35 authorized representatives of the Comptroller General of the United States, the Secretary of the U.S. Department of Education, authorized representatives of the Attorney General for law enforcement purposes, or state and local educational authorities.
To OFTC or other Department officials or lending institutions, in connection with financial aid for which the student has applied or which the student has received, if the information is necessary for such purposes as to:
- Determine eligibility for the aid;
- Determine the amount of the aid;
- Determine the conditions for the aid; or
- Enforce the terms and conditions of the aid.
To state and local officials or authorities to which such information is specifically required to be reported or disclosed pursuant to the state statute adopted prior to November 19, 1974, if the allowed reporting or disclosure concerns the juvenile justice system and the system’s ability to effectively serve the student whose records are released; or information that is allowed to be reported pursuant to a state statute adopted after 1974, which concerns the juvenile justice system and the system’s ability to effectively serve, prior to adjudication, the student whose records are released.
Nothing in this paragraph shall prevent the state from further limiting the number or type of state or local officials who will continue to have access thereunder.
To organizations conducting studies for, or on behalf of, educational agencies or institutions for the purpose of developing, validating or administering predictive tests, administering student aid programs and improving instruction, if such studies are conducted in such a manner as will not permit the personal identification of students and their parents by persons other than representatives of such organizations and such information will be destroyed when no longer needed for the purpose for which it is conducted.
Accrediting organizations in order to carry out their accrediting functions.
To parents of a dependent student, as defined in Section 152 of the Internal Revenue Code of 1954. The parent must provide a copy of their most recent federal income tax return establishing the student’s dependency. Full rights under the act shall be given to either parent, unless the institution has been provided with evidence that there is a court order, state statute or legally binding document relating to such matters as divorce, separation or custody that specifically revokes those rights.
In connection with an emergency, appropriate persons if the knowledge of such information is necessary to protect the health or safety of the student or others.
To comply with a judicial order or lawfully issued subpoena, provided the college makes a reasonable effort to notify the student of the order or subpoena in advance of compliance. Notification may be prohibited if OFTC receives a federal grand jury subpoena or any other subpoena which states that the student should not be notified. The Department’s Director of Legal Services shall be consulted prior to release of the record.
To an alleged victim of any crime of violence as that term is defined in Section 16 of Title 18, United States Code, or a non-forcible sex offense, the final results of any disciplinary proceeding conducted by an institution of postsecondary education against the alleged perpetrator of that crime or offense with respect to that crime or offense. The Technical College System of Georgia’s Legal Services shall be consulted prior to release of the record.
To Veterans Administration Officials pursuant to 38 U.S.C. 3690 (c).

OFTC may disclose appropriately designated “directory information” without written consent unless the student has advised OFTC to the contrary. Directory information, which is information that is generally not considered harmful or an invasion of privacy if released, can also be disclosed to outside organizations without the student’s prior written consent.

If a student does not want OFTC to disclose directory information from his or her student education records without prior written consent, the student must notify OFTC in writing by the first day of the semester at the registrar’s office. A student need only file this notification once during his or her enrollment.

Even if a student elects to prohibit the release of directory information, OFTC may still implement policies requiring the student to wear or present a student ID badge.

Consequences of restricting a student’s directory information may deny access to current or potential employers, other educational institutions, credit card companies, scholarship committees, insurance companies (health, auto, life, etc.) and other similar third-parties.

Additionally, certain state and federal laws require the release of certain student information without prior notification to the student.

OFTC defines “directory information” as follows:

Full name of student
City of residence
County of residence
Major and field(s) of study
Enrollment status (full-time, part-time, etc.)
Degrees and awards and dates received
Dates of attendance
Participation in official sports and activities
Height and weight of athletic team members

The Technical College System of Georgia and its technical colleges define “non-public directory information” as follows:

Address
Email address
Telephone number

To the court, those records that are necessary to defend OFTC when a student initiates legal action against the institution and/or the Department.

OFTC may also disclose to any parent or legal guardian of a student under the age of 21 information about a violation of any federal, state or local law, or any rule or policy of the Technical College governing the use or possession of alcohol or a controlled substance if the institution determines that the student has committed a disciplinary violation with respect to such use or possession.

Recordkeeping Requirements

Oconee Fall Line Technical College shall maintain a record of requests for and/or disclosures of information from a student’s education records. The record will indicate the name of the party making the request and what records, if any, were received; the legitimate interest in the records; any additional party to whom it may be redisclosed; and the legitimate interest the additional party had in requesting or obtaining the information. The record may be reviewed by the student. This recordkeeping is not required if the request was from, or the disclosure was to:

the student;
a school official determined to have a legitimate educational interest;
a party with written consent from the student;
a party seeking directory information; or
a federal grand jury or law enforcement agency pursuant to a subpoena that by its terms requires nondisclosure.

Location of Records

Types, Locations, and Custodians of Education Records	Location of Record	Custodian
Academic (e.g., transcript, transfer work, class schedule, degree requirements, probation, etc.)	AxS - College Document Imaging Warehouse	Registrar
Financial Aid	Financial Aid Office on the North and South Campuses and AxS - College Document Imaging Warehouse and the Verify My FAFSA Portal https://oftc.verifymyfafsa.com	Financial Aid Director
Career Services Records	Career Services Office on the South Campus	Disabilities/Career Services Coordinator, South Campus