Navigating Student Records at Broward College: Understanding FERPA and Related Forms

Broward College is committed to protecting the privacy of student educational records while ensuring compliance with the Family Educational Rights and Privacy Act (FERPA) and Florida Statutes. This article provides an overview of FERPA regulations at Broward College, student rights, and various forms available to students for managing their educational journey.

Understanding FERPA at Broward College

Broward College adheres to the Family Educational Rights and Privacy Act (“FERPA”) and Florida Statutes, ensuring student records are accessed and managed responsibly. The college provides access to student records in accordance with these regulations. Student records of a counseling or non-academic nature will not be made available to any outside person without written authorization from the eligible student or parent unless those records are specifically requested in conjunction with federal or state laws or court orders.

Students have the right to inspect their own official records and to authorize the College in writing to release information to outside sources. Eligible students and parents have a right to challenge the content of their record in order to ensure that the records are accurate, not misleading, or otherwise a violation of privacy or other rights. Student-generated documents are not considered working documents of the College or permanent student records, and it is the responsibility of the student to appropriately dispose of those documents. A student-generated document is for his/her own use.

According to FERPA Regulations 34 C.F.R. § 99 and Florida Statutes, the parents of a student who has reached the age of 18 years or is enrolled in a post-secondary program no longer have any rights under the provisions of this policy, unless the student gives written consent to release the information to their parents, or the parent provides evidence that the student is a dependent of the parent as defined in the Internal Revenue Code. The parent of a student is required to establish his/her eligibility by providing dependency documents, including but not limited to, providing the most recent copy of a federal tax return naming the student as a dependent. Such documentation must be provided in accordance with the procedure, which accompanies this policy.

Schools may disclose, without consent, “directory” information; however, the College must annually notify students and parents of their rights under FERPA to “opt out” of the release of directory information. The College notifies its students at the beginning of the fall and spring term in the student newspaper and the annual printing of the Student Handbook.

Code § 983 and section 1004.095, Florida Statutes, the College shall grant military recruiters access to recruiting information including the names, addresses, telephone listing, dates and places of birth, levels of education, academic major, degrees received, and most recent educational institution for students attending the College. The information provided to military recruiters is not subject to the definition that the College has established for “directory information” as defined in this policy.

The College may enter into agreements with outside vendors to provide services to the College that the College cannot or chooses not to provide through internal resources. In such situations, the College will ensure that the contractor will make student records available only to those individuals where there is a contractual relationship to provide such services.

In cases where there is a health and safety emergency, all College personnel are authorized to utilize any information as necessary to protect the health and safety of persons and property. Such release of information will not be considered a violation of College Policy. To the extent possible, the College will attempt to share information regarding the presence of students who may have a communicable disease without disclosing personally identifying data about the infected student.

Law enforcement unit officials or safety officials employed or contracted by the College are designated as “school officials” with a “legitimate educational interest.” As school officials, the College may disclose without consent personally identifiable information from students’ education records to law enforcement or safety officials in order to perform their professional duties and to assist with discipline, and other matters related to official duties at the College. Law enforcement may not disclose any personally identifiable information from the students’ education record, except in compliance with FERPA.

Student records information may be released to faculty and staff for legitimate educational purposes. Should faculty choose to post grades publicly, each student must be given a unique ID (other than the student’s College issued ID or Social Security Number) known only to the faculty and student.

The President has the authority to establish procedures to implement this policy. The Custodian of Records, and the Vice Provost for Academic Services are jointly responsible for implementation and oversight of policy compliance. Requests for information containing student records, from third parties, including but not limited to court orders, properly prepared subpoenas, authorized federal and state requests, etc., should be directed to the College’s Office of General Counsel. Students and eligible parents who believe there has been a violation of their rights regarding student records are encouraged to contact the Associate Vice President for Academic Affairs and College Registrar.

An Eligible Parent is defined as a natural parent, an adoptive parent, or a legal guardian of the student as defined in the Internal Revenue Code of 1954. A Student Record includes files, documents, electronic images, and other formats which contain information directly related to a student and which are maintained as a permanent record at the College. Drafts or notes are not considered student records.

Key Aspects of FERPA at Broward College:

Student Rights: Students have the right to inspect and review their educational records, request corrections to inaccurate information, and control the disclosure of their records to third parties.
Directory Information: Broward College designates certain information as "directory information," which can be disclosed without student consent. Students can opt-out of this disclosure.
Parental Rights: While FERPA rights generally transfer to the student at age 18, parents may have access to their child's records if the student is a dependent or has provided written consent.
Exceptions: There are exceptions to FERPA regulations, such as disclosures in health and safety emergencies or in compliance with court orders.

Resources and Forms for Broward College Students

Broward College provides a variety of forms to assist students with various aspects of their academic journey. These forms cover topics such as residency, tuition waivers, enrollment, financial aid, and accommodations for students with disabilities.

Residency and Tuition

Appeal of Residency Denial: This form is for a student who wishes to appeal the denial of residency for tuition purposes.
Department of Children and Families (DCF) Florida Resident Form: To submit DCF paperwork provided by a caseworker.
Florida State Employee Tuition Fee Waiver: For Florida state employees seeking a tuition fee waiver. Students must complete a Broward College application for admission and meet all admission requirements.
Homeless Exemption Certification: Waiver of tuition and fee payments for students who lack a fixed, regular, and adequate nighttime residence.
Department of Veterans Affairs: For veterans requesting consideration for an out-of-state tuition and fee waiver.

Enrollment and Academic Adjustments

Dual Enrollment Recommendation Form: Used for enrollment into the dual enrollment program. Note: Before submitting the online form, students must upload the Broward College Dual Enrollment Parent/Legal Guardian Form, ensuring it has legal signatures.
MAC1105C to MAT0022 Transfer Request: For students who want to be dropped from a section of MAC1105C and enrolled in a section of MAT0022.

Financial Assistance

Third-Party Voucher Submission Form: For students submitting tuition payment coverage from an approved Third-Party Sponsor. The student will be billed if the College cannot complete the billing process with the sponsor.
Affidavit of Support for Living Expenses: (Optional) Used by international student applicants (F1 or M1 visa) who will be living with a relative or family friend in South Florida. The person signing the form will be responsible for all living expenses.
Financial Affidavit of Support: Used by international student applicants (F1 or M1 visa) to provide proof of financial sponsorship.

International Students

F1 Transfer Form: Used by international student applicants (F1 immigration status) to determine if the Form I-20 can be transferred to Broward College (BC) upon acceptance.
Change of Program for International Students: For F1 international students requesting a change of program to an Associate of Arts or Associate of Science degree.
I-20 Extension Verification: Used by international students (F1 visa) to extend the Form I-20 when they need additional time to complete their program of study.
Last Term to Graduate: Used by international students (F1 visa) in their last term to graduate and need authorization for a reduced course load or confirmation of graduation term to apply for Optional Practical Training (OPT).
Opt-Out Credit Form: (Optional) Used by international students (F1 visa) who do not want to receive credit for prior courses taken at accredited foreign post-secondary institutions.

Other Important Forms

Unattainable Education Records Declaration: For students who cannot obtain transcripts from a prior post-secondary institution due to extenuating circumstances.
Submit Petition for Refund Request: A student may submit a petition for a refund for a withdrawal after the published 100% refund deadline only when non-academic extenuating circumstances prohibit a student's ability to withdraw.

Additional Student Rights and Resources

Beyond FERPA, Broward College recognizes and upholds various student rights related to health, safety, and educational choices.

K-12 Student and Parental Rights

Parents of public school students must receive accurate and timely information regarding their child’s academic progress and must be informed of ways they can help their child to succeed in school. K-12 students and their parents are afforded numerous statutory rights including, but not limited to, the following:

Read also: Funding Your Education in Broward

System of Education: All K-12 public school students are entitled to a uniform, safe, secure, efficient, and high quality system of education, one that allows students the opportunity to obtain a high quality education.
Attendance: Compulsory school attendance laws apply to children between 6 and 16 years old. Parents have the option to comply with these laws through public school, private school, home education, or private tutoring programs. Absences for religious purposes or treatment of autism spectrum disorder may be excused.
Health Issues: Parents may request exemptions from school-entry health examinations and immunizations based on religious grounds. Students can be excused from performing surgery or dissection in biological science classes. Parents must provide consent for contraceptive services offered at school facilities.
Short-Acting Bronchodilator Use: Asthmatic students with parental and physician approval may carry a short-acting bronchodilator and components on their person while in school. Public schools may stock a supply of short-acting bronchodilators and components for use by trained school personnel in instances of respiratory distress.
Epinephrine Use and Supply: Students at risk for life-threatening allergic reactions may carry an epinephrine auto-injector and self-administer epinephrine with parental and physician authorization.

Accommodations for Students with Disabilities

Broward College is committed to providing accommodations for students with disabilities. Students may apply for accommodations through an Online Application, where they can upload disability documentation.

All documentation provided to Broward Accessibility Resources staff will be strictly confidential. No information, except as provided by law, will be released to anyone, including parents, without the student's written consent.

Requesting Accommodations:

To request accommodations, students should provide the campus Accessibility Resources office with:

An application for services.
Appropriate documentation of the disability from a qualified diagnostician or medical doctor that addresses the disability and its impact in an educational setting.

The student is responsible for making necessary arrangements for testing accommodations by speaking with the professor in advance of the test date. If a reader, writer, or special computer software is needed, please speak with the Testing Center on your campus.

Scholarships:

The following scholarships may be available for students with disabilities. Please visit Financial Aid to learn more about, and apply for these scholarships:

Brooke A. Siegel Scholarship
John H.

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