AIC maintains access to student records in confor­mity with the Family Educational Rights and Pri­vacy Act of 1974, and will not transmit any student records to third parties without authorization in writing from the student, or in special circumstances, or a court order, where such transmission is authorized by the Act. AIC has a strict confidentiality policy; please see section on confidentiality.

Student records are primarily housed with the Registrar. These include the student’s contact informa­tion, admissions application materials, AIC transcripts, notifications to the Registrar for entries on the transcript, written petitions for withdrawal, leave of absence, transfer and other records.

College policy, in conformance with the Family Educational Rights and Privacy Act of 1974, permits a student to inspect his or her own educational records unless the student has previously waived access, such as, in some cases, letters of recommendation for admission, or areas specifically detailed in the Act. A student wishing to review the records in his/her file must submit a written request to the Registrar. Within an appropriate time, the student will be notified of the date, time, and place for the inspection of the contents of his/her file in the presence of the Registrar.

1. The Right to Inspect Education Records. Students have the right to inspect and review education records within 45 days of the day that the college receives the request. Requests to inspect education records shall be in writing and directed to AIC Registrar’s office. Any such requests shall identify the records the student wishes to inspect.

2. The Right to Request Amendment of Education Records. Students have the right to request amendment of the education records that the student believes are inaccurate, misleading, or in violation of privacy rights. Students should direct any such requests to the college official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate, misleading, or in violation of privacy rights. If the college denies such a request, the student will be notified of the decision and advised of his/her right to a hearing regarding the request for amendment.

3. The Right to Consent to Disclosures. Students have the right to consent to disclosure of personally identifiable information contained in education records, except to the extent that privacy settings authorizes disclosure without consent. For example, one exception permits disclosure to school officials with legitimate educational interests.

A school official is a person employed by the college in an administrative, supervisory, academic, research or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the college has contracted (such as an attorney, auditor, or collection agent); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.

4. The Right to File a Complaint Under FERPA. Students have the right to file a complaint with the United States Department of Education concerning alleged failures by the College to comply with the requirements of FERPA. The federal office that administers FERPA is:

Family Policy Compliance Office
U.S. Department of Education
400 Maryland Ave., SW
Washington, D.C. 20202-4605

Designation of Directory Information

AIC considers the following information to be directory information which can be released without the written consent of the student:

Directory Information may include, but is not limited to, information such as the student’s name, addresses (including email addresses), telephone number, date of birth, major, year of school, dates of attendance at the college, full or part-time status, participation in officially recognized activities and sports, weight and height of members of athletic teams, photographs, videos depicting and/or concerning college life, degrees and awards received, and previous educational institution(s) attended.

Personal identifiable information is defined as,

• Full Name
• Birthdate
• Social Security Number (SSN), passport number, driver’s license number, taxpayer identification number, patient identification number, financial account number, or credit card number
• Personal address information: street address, or email address
• Personal telephone numbers
• Personal characteristics: photographic images
• Information identifying personally owned property: VIN number or title number
• Asset information: Internet Protocol (IP) or Media Access Control (MAC) addresses that consistently link to a particular person

Such data is collected for admissions procedures, financial aid applications, and for the student learning management system. Records are confidential and secure as demonstrated by AIC’s adopted FERPA policies. See Student Records for more information.