Student Records
The college shall maintain a permanent scholastic record for every student. The college shall take all reasonable precautions to ensure the confidentiality of such records, and shall release such records only in accordance with applicable state or federal statute or rule (Board Policy 5.13).
Student enrollment and transcript records shall be retained permanently in an electronic format. Paper copies of admissions and enrollment worksheets shall be retained for three years and then destroyed. Any student wishing to challenge the accuracy of personal admissions and/or enrollment records must do so within one calendar year of the term in question.
The student records policy at LLCC is governed by the Family Educational Rights and Privacy Act ("the Act"). No unauthorized person will have access to any non-directory information from the student's educational records without written consent from the student. The college will not disclose any information from a student's educational record without the written consent of the student except to personnel within the institution, to officials of other institutions in which the student seeks to enroll, to persons or organizations providing the student financial aid, to accrediting agencies carrying out their accreditation function, to authorized representatives of the federal and state governments for audit and evaluation of federal and state supported programs, to persons in compliance with a judicial order and to persons in an emergency in order to protect the health and safety of students or other persons. All of these exceptions are permitted under the Act.
In accordance with the Act, LLCC may disclose directory information about students, such as name, address, telephone number, hometown, date of birth, major field of study, class (freshman or sophomore), dates of attendance, degrees earned and dates, honors and awards, educational institutions previously attended, participation in sports and height and weight of student athletes.
Under the provisions of the Act, students may withhold directory information by completing a "Request to Prevent Disclosure of Directory Information," available from the Records Office or educational service areas. If, after withholding directory information, a student subsequently decides to release it, he or she must notify the Records Office of this decision.
The Act also provides students the right to review and challenge certain information in their educational records. The Records Office coordinates the review of such records in compliance with the Act.
Transcripts
The College shall, upon request, provide students with official transcripts of all credit coursework attempted with attendant grades provided that students have discharged all financial obligations to the college (Board Policy 5.20).
An academic transcript will be kept of every college credit course taken and degree earned at Lincoln Land Community College for each student. The transcript will list all courses attempted, grade earned and cumulative grade point average. Students earning a degree at LLCC who have earned credit at another college may choose to have or not have those courses added to their LLCC transcript and grade point average. For an individual assessment of this option the student should bring their transcripts to their Academic Advisor or the Records Office for evaluation. Academic indicators other than grades (including "W" withdrawn, "PR" proficiency, "RP" repeat, "I" incomplete, and others) will be identified and explained through narrative on the reverse side of the transcript.
An official copy of a student's transcript will be made available upon request provided that the student has discharged all financial obligations to the college. A transcript will be made available only upon request by the student or by a governmental agency with appropriate legal authority. A request for these records must be in writing and include the student's signature. A signed, faxed request for a transcript will be honored. An email request will not be honored. Due to the nature of copy proof transcript paper, requests to fax transcripts cannot be honored. Proof of identity may be requested before a transcript is issued.