Catalog 2021-2022 
    
    Jul 02, 2022  
Catalog 2021-2022

Records, Transcripts, Release of Information


Return to: Rules, Regulations, & Policies  

Student Records

The Registration & Records Office keeps the following student information:

  1. Personal Data: name, preferred name, address, phone number, gender, birth-date, ethnic background, employment status, student Aims ID number, and Social Security Number or Tax Identification Number.
  2. Educational Background Information: previous high school and/or college attended and degrees earned.
  3. Active Program Information: current and past fields of study as well as progress-tracking toward completion of degree(s) and/or certificate(s) declared.
  4. Achievement Information: Degrees conferred and honors or awards received.
  5. Past Enrollment Records: records containing courses attempted, grades earned, credits earned, and dates of enrollment.
  6. Active Enrollment Records: Courses, hours, and credits of current enrollment.
  7. Student Work History: Employment status and Aims Work-Study appointments and history.

A cumulative record of each student’s interactions with the college, including admission applications submitted forms, correspondence, and other miscellaneous documents is kept starting at the time of admission. Aims follows the records management procedures outlined in the Colorado State Archives, State Agency Records, Schedule No. 8 - Higher Education.

Notification to Students of Privacy Rights Under FERPA

The Family Educational Rights and Privacy Act of 1974 (FERPA) affords students four specific rights with respect to their education records. These rights include:

(1) The right to inspect and review the student’s education records at Aims Community College (hereafter referred to as “the college”) within 45 days of the day that the Registration & Records Office representative receives a request for access.

A student should submit to the Registration & Records Office a written request that identifies the record(s) that the student wished to inspect. The Registration & Records Office representative will make arrangements for student access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the Registration & Records Office, the student shall be advised of the correct college official to whom the request should be addressed.

(2) The right to request the amendment of the student’s education records that the student believes to be inaccurate, misleading, or, otherwise, in violation of the student’s privacy rights under FERPA. A student who wants to petition the college to amend a record should write the Registration & Records Office, clearly identify the part of the record the student wants changed, and specify why it should be changed. If the college decides not to amend the record as requested, the college will notify the student in writing of the decision and the student’s right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing or as they become available. If the records are not maintained by the Registration & Records Office, the student shall be advised of the correct college official to whom the request should be addressed.

(3) The right to provide written consent before the college discloses Personally Identifiable Information (PII) from the student’s education records, except to the extent that FERPA authorizes disclosure without consent (see the “Release of Information” section below). The college discloses education records without a student’s prior written consent under the FERPA exception for disclosure 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 research, or support staff position; a person or company with whom the college has contracted as its agent to provide a service instead of using college employees or officials (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 college 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 responsibilities for the college. Upon request, the college also discloses education records without consent to officials of another school in which a student seeks or intends to enroll.

(4) 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. The Office that administers FERPA is:

Family Policy Compliance Office

U.S. Department of Education

400 Maryland Avenue, SW

Washington, DC 20202-5901

 

Release of Information

Except as described below, the release of student education record information to third parties requires written and signed permission of the student regardless of age. The following data are considered Directory Information and may be disclosed by the College in response to inquiries concerning students whether the inquiries are in person, in writing, via e-mail, or over the telephone.

1. Student Name

2. Enrollment Status (E.g., Full Time, Three-Quarters Time, Half Time, etc.)

3. Dates and Terms of Enrollment at Aims Community College.

(This does not include individual course attendance.)

4. Major Fields of Study.

5. Degree(s) and/or Certificate(s) Earned.

6. Honors or Awards Received

 

Addresses (including e-mail) are considered personally identifiable information and are not released as Directory Information except for the following:

1. Graduation lists released to news media, which may include the student’s city of residence.

2. Other listings to the news media and college personnel for special awards, honors, and events.

 

Written consent from/by the student for release of education records or Personally Identifiable Information shall not be required for the following parties or instances:

1. School officials with legitimate educational interests. A “school official” is a person employed by Aims Community College; a person or company with whom the College has contracted as its agent to provide a service instead of using College employees or officials (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” only if the official needs to review the education record in order to fulfill his or her professional responsibilities for the College.

2. Officials of other schools or colleges where the student intends to enroll.

3. State and local educational authorities in connection with an audit or evaluation of Federal or State supported education programs.

4. Persons or organizations providing financial aid to students or determining financial aid decisions on the condition that the information is necessary to:

a. determine eligibility for the aid,

b. determine the amount of aid,

c. determine the condition for aid, or

d. enforce the terms and conditions of the aid.

 

5. Organizations conducting studies for, or on behalf of, the college.

6. Accrediting organizations.

7. Parents of a dependent child as defined by Internal Revenue Code of 1986, Section 152, and as certifiable with notarized documents.

8. In compliance with judicial order or lawfully issued subpoena, including ex parte orders under the USA Patriot Act of 2001.

9. In case of emergency to protect the health or safety of the student or other persons.

10. Military recruiters who (as mandated by the Solomon Amendment of 1997) have access to name, address, telephone number, date of birth, level of education, and educational institution most recently attended in addition to Directory Information listed above.

11. State and local authorities, within a juvenile justice system, pursuant to C.R.S. 24-72-204.

 

Currently enrolled students may request the college prohibit the release of Directory information through the submission of a Request for a Non-Disclosure of Directory Information form. To be accepted, this form must have all statements initialed and include the student’s signature.

  • If this form will be submitted in person, the student making the request must bring the completed form to the Registration & Records Office along with a valid, government-issued ID to prove their identity.

 

  • If this form is to be submitted via mail, please send to Registration & Records Office 5401 W. 20th St. Greeley, CO 80634 and the form must also be legally notarized. The Request for a Non-Disclosure of Directory Information form will go into effect no later than 48 hours after the Registration & Records representative has received the form.

 Aims Community College assumes no liability which may arise from compliance with a request to prohibit the release of Directory information. Questions regarding any release of information or pertaining to a Request for a Non-Disclosure of Directory Information form should be directed to the Registration & Records Office.

Transcripts

Aims provides both electronic and paper transcripts upon the student’s request. Aims currently contracts with a secure transcript sending company called Parchment and all transcript requests must be made through this service. Parchment is accessible to current students through their MyAims account and to former students through a link on Aims’ website (https://www.aims.edu/student/sert/transcripts.php).

 

Third-party transcript requests made on behalf of the student can be sent to Aims Community College at the following address:

 

Aims Community College

Arty’s Burrow - Building 1

2401 W. 20th Street

Greeley, CO 80634

FAX - 970.506.6958

 

Note: A student’s account with Aims Community College must be settled and the student must be in compliance with the terms of any student loans before a transcript (official or unofficial) may be released.

Transcripts or copies of transcripts from other colleges or institutions which were used for evaluation of transfer credit or for admission purposes will never be released by Aims Community College. The student must obtain transcripts directly from the institution holding their original record.

 

Questions about transcripts? Please contact 970-339-6404, option 4 OR email transcripts@aims.edu.