Page 32 - Columbia College Chicago Student Handbook 2024-2025

receiving the request, not exceeding 45 days from receipt of the request. Students’ education records are maintained under the supervision of the Registrar in the Office of the Registrar, Room 611, 600 S. Michigan Avenue, Chicago, Illinois, 60605. Students have the right to provide written consent before Columbia discloses personally identifiable information from students’ education records, except to the extent that FERPA authorizes disclosure without consent (e.g., regarding disclosures to certain College officials and concerning information designated in this policy as directory information, as explained below, and other circumstances). Under one exception, Columbia discloses education records without a student’s consent to “School Officials” with “Legitimate Educational Interests.” A School Official is a person employed by Columbia in an administrative, supervisory, academic, research or support staff position; 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 may also include a volunteer, consultant, or contractor outside of Columbia who performs an institutional service or function for which the College would otherwise use its own employees and who is under the direct control of the College with respect to the use and maintenance of personally identifiable information from education records. 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. By way of illustration and not limitation, the following personnel are granted access to education records without prior written consent of students when such individuals have legitimate educational interests: the Registrar, the General Counsel’s Office, Student Services Directors, Student Financial Services, Information Technology, the College Advising Center the President of the College, the Provost, the Vice President of Student Affairs, the Deans and the Chairpersons of the academic departments, and any of their agents. Student educational records are made available to the above designated persons and offices for record maintenance, evaluation and advising, financial aid evaluation, review for disciplinary and academic action, and billing, among other legitimate educational interests. Another exception permits Columbia to disclose a student’s directory information without the student’s consent. Columbia designates the following as directory information: the student’s name; information on whether or not a student is registered at the College during the term in which the information is requested; grade level; dates of attendance; information concerning the student’s graduation status, including whether or not he or she has graduated from the College, the date of any degree awarded, and the type of degree awarded; major field of study; awards received; the student’s photograph; participation in officially recognized activities, sports, and organizations; and student ID number, user ID, or other unique personal identifier used by the student to communicate in electronic systems. Students who do not want Columbia to disclose the above information must notify the Registrar in writing. The form for opting out of the release of directory information is available at www.colum.edu/columbia-central. 30