Release of Information, Student Records, and Transcripts

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Release of Information

Except as noted below, releasing student education records to third parties requires the student’s written and signed permission, regardless of age.

Directory Information may be disclosed by the College without prior consent and includes:

• Student Name

• Enrollment Status (e.g., Full Time, Three-Quarters Time, Half Time)

• Dates and Terms of Enrollment at Aims Community College (excluding individual course attendance)

• Major Fields of Study

• Degree(s) and/or Certificate(s) Earned

• Honors or Awards Received

Addresses (including email) are considered personally identifiable information and are not released as Directory Information except:

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

• Listings to news media and college personnel for special awards, honors, and events

Exceptions to Written Consent Requirement

Written consent is not required for the following parties or situations:

• School officials with legitimate educational interests (employees, contracted agents, Board of Trustees members, official committee members) who need access to perform their professional duties

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

• State and local educational authorities auditing or evaluating federally or state-supported programs

• Organizations providing or determining eligibility for financial aid

• Organizations conducting studies on behalf of the College

• Accrediting organizations

• Parents of dependent students, as defined by the Internal Revenue Code, with notarized certification

• Compliance with judicial orders, subpoenas, or ex parte orders under the USA Patriot Act

• Emergencies involving health or safety of students or others

• Military recruiters (per Solomon Amendment) for limited information, including Directory Information

• State / local juvenile justice authorities pursuant to Colorado law

Request to Prohibit Release of Directory Information

Currently enrolled students may request to restrict the release of Directory Information by submitting a Request for Non-Disclosure of Directory Information via Workday. This request becomes effective no later than two business days after receipt by Registration and Records.

If Workday access is unavailable, students may:

• Submit the completed form in person with a valid government-issued ID to the Registration and Records Office

• Submit the notarized form by mail to:

  Aims Community College
  Registration and Records
  Welcome Center
  5401 W. 20th Street
  Greeley, CO 80634

This request becomes effective no later than two business days after receipt by Registration and Records.

Disclaimer

Aims Community College assumes no liability for compliance with requests to prohibit Directory Information release.

For questions or assistance, contact the Registration and Records Office.

Student Records

The Registration and Records Office maintains the following student information:

• 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

• Educational Background: Previous high school and/or colleges attended, and degrees earned

• Active Program Information: Current and past fields of study, including progress tracking toward completion of declared degree(s) and/or certificate(s)

• Achievement Information: Degrees conferred, honors, and awards received

• Past Enrollment Records: Courses attempted, grades earned, credits earned, and dates of enrollment

• Active Enrollment Records: Courses, hours, and credits of current enrollment

• 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 documents-is maintained starting at admission.

Aims Community College follows records management procedures outlined in the Colorado State Archives, State Agency Records, Schedule No. 8 - Higher Education.

Transcripts

Aims provides both electronic and paper transcripts upon request. All transcript requests must be made through Parchment, a secure transcript service provider contracted by Aims Community College.

• Current students may access Parchment through their MyAims account

• Former students can submit requests via the Aims website: aims.edu/departments/registration-and-records/transcripts

Third-party transcript requests made on behalf of a student may be mailed to:

Please note: Aims does not release transcripts from other institutions. Students must contact the original institution to obtain copies of those records.

Questions about transcripts?

Contact us at (970) 339-6404 (option 5) or email records@aims.edu.