Expectations of Student Conduct
Procedures for General and Academic Appeals
Procedures for Handling Alleged Academic Dishonesty
Student Records and Privacy
Equal Access — Equal Opportunity
Harassment and Cyber-harassment
Student Records and Privacy
Family Educational Rights and Privacy Act (FERPA)
Collection and Use of Social Security Numbers
Pursuant to Public Law 93–380, the Family Educational Rights and Privacy Act of 1974, students and their parents are advised of certain practices and procedures at Florida Coast Career Tech which relate to student records.
Once students reach the age of 18 or are enrolled at a postsecondary institution, parents no longer have any rights to student information under this act unless students give written consent to release the information to their parents or the parents provide evidence that students are dependents of the parents as defined in section 152 of the Internal Revenue Code of 1954.
Under this act, students or parents (if eligible) will be accorded access to students’ records within a reasonable time after the submission of a written request to the custodian of that record. Suitable arrangements will be made by the College to permit records to be reviewed in the presence of a representative of the custodian of records. Either students or parents (if eligible) have the right to challenge the content of any record they believe to be inaccurate, misleading or in violation of their rights or otherwise inappropriate, and to insert into the record any written explanation of any matter therein. The custodian of the records challenged shall conduct a hearing upon the matter at a reasonable time and place at which time students or parents (if eligible) may present any evidence they may have in support of the challenge. If a record is challenged, the custodian of the record shall make a decision at the conclusion of the hearing. This decision may be appealed by students or parents (if eligible) through established procedures to the student appeals review committee.
Students have the right to file a complaint with the U.S. Department of Education concerning alleged failures by the College to comply with the requirements of FERPA. They may address their complaint to: Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue, SW, Washington, DC 20202–4605.
Students or parents (if eligible) must consent to the release of any student information other than directory information to any person or agency. This consent must be in writing, signed, dated and must specify the information to be released, the reason for release and the names of individuals to whom the information is to be released. Disclosure without consent will be exercised by Florida Coast Career Tech to school officials with legitimate educational interests. A school official is defined as a person employed by the college in an administrative, supervisory, academic, or support staff position (including safety and security staff); a person employed by an educational entity with which the college has an educational agreement or contract who has a legitimate educational interest; a person or company with whom the college contracted (such as auditor, collection agent, credential and enrollment verification services); or assisting another official in performing his or her tasks. A school official has a legitimate educational interest if he or she needs to review an educational record in order to fulfill his or her professional responsibility.
In addition, the college may disclose identifiable information from student educational records without student consent to officials presenting a judicial order or lawfully issued subpoena, and to military branches in accordance with federal guidelines.
The following records are maintained in students’ files: application for admission, transcripts from other colleges, academic history records and general correspondence.
The following information about individual students is classified as “directory information” and may be released upon request to any person.
- major field of study
- dates of attendance
- degrees, certificates or diplomas received
- honors received
Individual students or parents (if eligible) have the right to submit a request in writing to the custodian of student records that all or part of the directory information NOT be released. Send request in writing to: Office of the Registrar, Florida Coast Career Tech, P.O. Box 40515, Jacksonville, FL 32203-0515. Access to, or release of directory information will be withheld until further written instruction is received for a student or parent (if eligible.)
Collection and Use of Social Security Numbers
In compliance with Florida State Statute 119.071(5), students should be aware that Florida Coast Career Tech collects and uses social security numbers (SSNs) if specifically required by law to do so or if necessary for the performance of the College’s duties and responsibilities. The College takes appropriate measures to secure SSNs from unauthorized access and does not release SSNs to other parties except as required to fulfill the College’s duties and responsibilities.
Florida Coast Career Tech collects and uses SSNs for the following purposes:
Federal legislation related to the American Opportunity Tax Credit requires that all postsecondary institutions report student SSNs to the Internal Revenue Service. This IRS requirement makes it necessary for colleges to collect the social security number of every student. A student may refuse to disclose his or her SSN to the College, but the IRS is then authorized to fine the student in the amount of $50.
In addition to the federal reporting requirements, the public school system in Florida uses SSNs as a student identifier (FS 1008.386). In a seamless K-20 system, it is beneficial for postsecondary institutions to have access to the same information for purposes of tracking and assisting students in the smooth transition from one education level to the next.
Taxpayer Identification Numbers (TINs) are used by the Admissions Department for meeting reporting requirements necessary to comply with Department of Immigration requirements.
Continuing Education/Corporate Training
Because of Florida State Education Reporting requirements, students who enroll in Continuing Education and Corporate Training classes are required to submit a SSN.
The Student Financial Aid Office uses SSNs to coordinate and verify eligibility and disbursement requirements for federal, state, and institutional aid programs. The Federal Department of Education requires students to submit their SSN when completing the federal application for student aid. The student’s SSN is then used by the College to match applicant’s records, verify eligibility, and coordinate benefits with other programs.
The College reports to various state and federal agencies SSNs for students receiving benefits from aid programs. Agencies include but are not limited to the National Student Loan Clearinghouse, the Veteran Affairs Administration and the Florida State Department of Education.
In performing the duties required to administer these programs, Florida Coast Career Tech shares the student’s SSN with vendors contracted by the College to assist with compliance of federal and state requirements. The vendors are authorized to use SSN to complete the tasks contractually required and are not authorized to use SSN for any other purpose. Currently, vendors include Federal Family Educational Loan providers, guarantors and servicers of federal loans and the College’s bookstore provider.
Various offices within Financial Services use social security numbers to comply with federal and state regulations and in the performance of duties and responsibilities assigned to the office.
The Purchasing and Accounts Payable Offices are required by the Internal Revenue Service to collect SSNs from students before rending payment for goods and services purchased by the College. The SSN may be reported on an IRS 1099 form if required.
The Payroll Department uses SSNs for reporting requirements related to administering student employee wages and benefits. When a student is employed by the College, SSNs are collected and maintained on the Internal Revenue Service required W4 form and reported on the IRS required W2 form. Additionally, the Payroll Department use SSNs in the collection and verification of student direct deposit requests for wages as allowed by FS119.71(2)(a) and FS 119.71(6)(c).
The Project Accounting Office uses SSNs for complying with federal, state, and local grants contractual requirements. Project Accounting may report student SSNs to a funding agency for individuals receiving assistance from a grant or contract.
The Bursars Office collects SSNs for identification and verification of students to third party sponsors who provide assistance to student, to satisfy billing and payments issues, reconciliation, and for tax reporting as allowed by FERPA and FS 119.71(2)(a) and FS 119.71(6)(c). The Bursars Office provides the IRS with SSNs for students when completing IRS 1098t or IRS 1042 requirements, contracts with various collection agencies that require SSN to meet Fair Collections Reporting Act requirements and reporting of debt information to credit bureaus and uses SSNs when meeting state requirements to report retiree insurance participants on annual basis. The Bursars Office collects SSNs when establishing direct deposits for students and to comply with Federal Department of Education electronic disbursement requirements.
The College registrar collects social security numbers from students for inclusion on official transcripts and for business purposes in accordance with parameters outlined by the US Department of Education. SSNs are reported to the state of Florida as required by state reporting requirements for postsecondary institutions.