Privacy and Directory Information

Directory Information

The term “directory information” is used for the portion of the educational record that, if disclosed, would not generally be considered harmful or an invasion of privacy. This may include the student’s name, address, telephone number, date and place of birth, honors and awards, and dates of attendance.

Columbus Technical College may disclose directory information without prior written consent of the student. If a student does not want directory information disclosed, the student should contact the office of the registrar in writing requesting that their directory information not be disclosed or published. The request should be sent to:

Columbus Technical College Registrar
928 Manchester Expressway
Columbus, GA 31904

Education Records

The term “education records” is defined as all records, files, documents and other materials containing information directly related to a student; and maintained by the education agency or institution, or by a person acting for such agency or institution. This includes all records regardless of medium, including, but not limited to, handwriting, videotape or audiotape, electronic or computer files, film, print, microfilm, and microfiche.

Disclosure of Education Records

A student’s consent prior to the disclosure of education records is necessary for release of private information.

The consent must be signed and dated and state the purpose of the disclosure.

If a disclosure of information is necessary, the College MAY disclose education records without consent when:

  • The disclosure is to school officials who have been determined to have legitimate educational interests as set forth in the institution’s annual notification of rights to students;
  • The student is seeking or intending to enroll in another school;
  • The disclosure is to state or local educational authorities auditing or enforcing Federal or State supported education programs or enforcing Federal laws which relate to those programs;
  • The disclosure is to the parents of a student who is a dependent for income tax purposes;
  • The disclosure is in connection with determining eligibility, amounts, and terms for financial aid or enforcing the terms and conditions of financial aid;
  • The disclosure is pursuant to a lawfully issued court order or subpoena; or
  • The information disclosed has been appropriately designated as directory information by the school.

Annual Notification

Columbus Technical College will annually notify students in attendance that they may:

  • Inspect and review their education records;
  • Seek amendment of inaccurate or misleading information in their education records;
  • Consent to most disclosures of personally identifiable information from education records.

The annual notice includes:

  • Information for a student to file a complaint of an alleged violation with the FPCO;
  • A description of who is considered to be a school official and what is considered to be a legitimate educational interest so that information may be shared with that individual; and
  • Information about who to contact to seek access or amendment of education records.

Means of Notification

  • Can include student newspaper; calendar; student programs guide; rules handbook, or other means reasonable likely to inform students;
  • Notification does not have to be made individually to students.

Complaints of Alleged Violations:

Complaints of alleged violations may be addressed to:

Family Policy Compliance Office
US Department of Education
400 Maryland Avenue, SW
Washington, DC 20202-5920

Complaints must:

  • Be timely submitted, not later than 180 days from the date you learned of the circumstances of the alleged violation
  • Contain specific allegations of fact giving reasonable cause to believe that a violation has occurred, including:
    • Relevant dates, such as the date of a request or a disclosure and the date the student learned of the alleged violation;
    • Names and titles of those school officials and other third parties involved;
    • A specific description of the education record around which the alleged violation occurred;
    • A description of any contact with school officials regarding the matter, including dates and estimated times of telephone calls and/or copies of any correspondence exchanged between the student and the school regarding the matter;
    • The name and address of the school, school district, and superintendent of the district;
    • Any additional evidence that would be helpful in the consideration of the complaint.