Student Handbook

Student Records

Student Files

A permanent file is maintained on each current and former student who has enrolled in Tennessee College of Applied Technology. The College complies with G-070 on disposal of records.

Each permanent student record will contain a minimum of the following information: 1) academic records; 2) disciplinary files; 3) matters resulting to student discipline. The class roll is maintained by the instructor and is the official record for all students in a class. It is the official school record in matters pertaining to entrance dates, completion dates, and attendance. These records are the property of the College and are stored electronically.

The Tennessee College of Applied Technology complies with the Gramm-Leach-Bliley Act: Security Information Program guidelines that set standards for protection of all nonpublic financial information.

Student Record Confidentiality

All student records are confidential in accord with the Family Educational Rights and Privacy Act (FERPA), 20 U.S.C.-§1232g and T.C.A. §10-7-504. (See also TBR Guideline S-020 on confidentiality of student records). Confidential student record information generally may not be disclosed without the written consent of the student. Consent to release forms and information regarding disclosure procedures may be obtained from the Student Records Office.

Student Notification of Rights - Family Education Rights and Privacy Act (FERPA)

Students of the Tennessee College of Applied Technology have specific rights under FERPA, as well as the related regulations of the Department of Education. This law and the regulations provide that a student has a right to inspect and review their education records. Requests will be honored within 45 days of the day the Tennessee College of Applied Technology receives a request for access. Students should submit a written request to the Student Services Coordinator, identifying the record(s) they wish to inspect. The student will be notified of the date and time when the records will be available for inspection.

As per both FERPA and TBR Guideline S-020, a student may request that any record be amended if the student believes it is inaccurate, misleading, or otherwise in violation of privacy rights. To request an amendment, the student must write the Student Services Coordinator and clearly identify the part of the record they want changed and specify why it is inaccurate or misleading. If the College decides not to amend the record, the student will be notified of his/her rights to a school hearing. Additional information regarding hearing procedures will be provided to the student at that time.

Release of Personally Identifiable Information

The Tennessee College of Applied Technology will obtain the student's written, signed consent before disclosing personally identifiable information about the student from their records, unless release is pursuant to one of the exceptions provided by FERPA or its regulations. Students may execute a FERPA release form which gives the College permission to release information or to speak with others about matters contained in the student's records as designated by the student. Students also have the option to execute consent forms authorizing the Tennessee College of Applied Technology to release student records to parents or other designated persons/entities. For information on the FERPA release form, visit the Student Services Office.

FERPA permits disclosure without consent to Tennessee College of Applied Technology officials with legitimate educational interests. A College official has a legitimate educational interest if the official is a person employed by the Tennessee College of Applied Technology in an administrative, supervisory, faculty, or staff position; a person or company with whom the school has contracted services; a member of the school's governing board; or, a student serving in an official capacity, such as student review hearings. Upon request, the school also discloses education records without student consent to officials of another school in which a student seeks or intends to enroll, but will notify the student, if possible, of the request.

A school may also disclose personally identifiable information without student consent to the following parties:

  • U.S. Comptroller General, U.S. Attorney General, U.S. Department of Education
  • Authorized organizations conducting educational research
  • Accrediting agencies
  • Alleged victim of a crime
  • Parent of a Dependent Student as defined by the IRS
  • Parent of a student under 21 regarding the violation of a law regarding alcohol or drug abuse

FERPA also permits the disclosure of "Directory Information" without prior consent of a student. "Directory information" means information contained in an education record of a student which would NOT generally be considered harmful, or an invasion of privacy if disclosed. Directory information includes:

  • Name
  • Address
  • Date of birth
  • Telephone listing
  • Course of study
  • Dates of attendance
  • Awards earned
  • Most recent previous institution attended

Other information of the type above specifically approved by the institution or school as acceptable directory information

The Tennessee Colleges of Applied Technology do not sell and generally do not distribute mailing lists of students to any person or entity except as mandated by certain federal laws for military recruiters. The Solomon Amendment requires the release of name address, and date of birth to military recruiters upon their request.

Other Possible Bases for Release of Student Records

FERPA and Subpoenas

The Tennessee College of Applied Technology may be required to disclose information pursuant to a court order or lawfully issued subpoena. The Tennessee College of Applied Technology must make a reasonable effort to notify the student of the order or subpoena in advance of compliance, so that the parent or eligible student may seek protective action, unless the court or issuing agency has prohibited such disclosure.

FERPA and Health Records 45 CFR Part 160; 45 CFR Part 162; 45 CFR Part 164

Your school's Office of Disability Services (ODS) normally obtains and maintains health records for each student who applies for accommodations, services, or waivers. If a health record is used to decide regarding a student’s education program, the health record is an education record. In that case the normal FERPA confidentiality provisions apply.

FERPA and Health and Safety Exemption 34 CFR 99.31(a)(10) & 34 CFR 99.36

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. The school discloses personally identifiable information from an education record to appropriate parties in connection with a health or safety emergency if knowledge of the information is necessary to protect the health or safety of the student or other individuals.

FERPA and the Patriot Act:

In response to the terrorist attacks on the United States that took place on September 11, 2001, Congress made changes to FERPA. Section 507 of the USA Patriot Act amended FERPA, which now contains 16 exceptions to the general rules. Public Law 107-56; DCL April 12, 2002. The Tennessee College of Applied Technology complies with the changes made to FERPA because of the USA Patriot Act as outlined in DCL April 12, 2002.

Students may report violations of FERPA or submit questions about FERPA matters to the Tennessee College of Applied Technology. Complaints or requests for information about FERPA and the Tennessee College of Applied Technology’s policies related to student records may do so by contacting Student Services. Additional information may be found at:

The Student Services Office

Tennessee Board of Regents
1 Bridgestone Park
Nashville, TN 37214
Policy 3:02:03:00-Confidentiality of Student Records

A student also has the right to file a complaint with the U. S. Department of Education concerning alleged failures by the Tennessee College of Applied Technology to comply with the requirements of FERPA. The name and address of the office that administers FERPA is:

Family Policy Compliance Office
U. S. Department of Education

400 Maryland Ave. S. W.
Washington, DC 20202-4605
Phone: 202-260-3887

Transcript of Academic Record

A transcript of training completed will be prepared and supplied to students upon request. All requests for transcript, including requests made to be mailed to employers or other education institutions must be made with a Transcript Release Form signed by the student. This release will expire when the request is finalized. Transcript requests take 7-10 business days to process. Students with an encumbrance of $100 or greater will not be allowed to receive transcripts, awards, or to have transcripts sent to 3rd parties until that balance is settled or unless the transcript is to be sent to another TBR institution and the student has entered into a written agreement to satisfy the outstanding debt or obligation owed to the College issuing the certificate of credit or official transcript. The receiving institution will not release an award or transcript until the encumbrance is paid to the Tennessee College of Applied Technology. The College will keep a permanent record of training. Any student who changes his/her name or address should notify the main office so that accurate records may be maintained.

High School Transcripts and GED and HiSet Scores

GED and HiSET scores and transcripts may be required upon admission to a program and will be scanned to the student's electronic record file by the Student Services Office.

Transfer of Student Records to Other Institutions

All transfer applicants are considered on an ongoing basis. Transcripts documenting clock hours of attendance, grades, and skills mastered are reviewed for credit, time, and placement. Transfer students are admitted when space is available and admission requirements are met.