Records Privacy, Access and Release of Information
All student files are maintained in a secure location/office that is available to authorized personnel only and is locked when not occupied/in use. All students are guaranteed access to their academic and/or financial aid file by scheduling an appointment with the respective office personnel during regular business hours.
Release of educational information is limited to authorized persons only unless such a release is with the written consent of the student or parent of a dependent student. Requests for such release are to be submitted to the Student Services Advisor during regular business hours and must specifically state to whom and what records/information is to be released and for what purpose. Conditions, variations and/or exceptions of these requirements are listed below.
1. All students and/or parents of dependent students have certain rights under The Family Educational Rights and Privacy Act of 1974 (FERPA). Those rights include a right to review a student's educational records; to request amendment to a student's educational records; to request a hearing if an amendment is not granted; to consent or withhold the disclosure of personally identifiable information; and to file a complaint with the U.S. Department of Education regarding the failure of an institution to comply with FERPA. Students and prospective students may obtain additional information or request a review of records by contacting the Academy Director or Student Services Advisor during regular business hours. Annual notice of this policy may be found in the academy catalog and/or in other publications or notices.
2. A student or parent (of a dependent student) must make a written request to review educational records. The notice should include a description of the specific records requested for review. There is no fee for reviewing records. However, if copies are requested, reasonable copying charges may be charged.
3. Records will be made available during regular business hours and on an appointment basis. Pivot Point will attempt to schedule such a review within 5 business days of the request receipt. Under the law the review must take place within 45 days. The review of all records will be supervised by an appropriate academy official who may assist in the interpretation of the records.
4. No personally identifiable information will be released to a third party without the written consent of the student or parent unless it is:
A. To Academy officials (including but not limited to educators) who have educational interest in the information.
B. To officials of another school/academy where the student seeks or intends to enroll.
C. To representatives of a state or federal governing agency, a company, servicer, or agency contracted. by the Academy, which has a specific business purpose in utilizing the information/data in effort to carry out the duties of their office and/or as required under the law/regulation or on behalf the Academy.
D. To financial aid representatives and/or servicers contracted by the Academy as necessary to determine student(s) eligibility for aid, the amount of aid, conditions for the aid, and/or to enforce the terms and conditions of the aid.
E. To state officials if required by state statute.
F. To an authorized representative of the Department of Education. This includes employees of the Department as well as organizations or firms under contract to conduct studies for educational agencies or institutions in order to develop, validate, or administer student aid programs or improve instruction.
No personally identifiable information will be released except to representatives of the organization, and the information provided to the organization will be destroyed when no longer needed for the study.
G. To the Academy's accrediting agency to carry out accrediting functions and/or duties.
H. To parents of a dependent student.
I. To comply with a judicial order, subpoena or ex parte order.
J. To appropriate officials in connection with a health or safety emergency.
K. To a student's parent(s) or legal guardian(s) regarding the student's use or possession of alcohol or controlled substance if it has been determined by the Academy that the student's use or possession of alcohol or controlled substance constitutes a violation of an Academy rule or regulation; and the student is under the age of 21 at the time of disclosure to the parent(s) or legal guardian(s).
L. To the general public, the final results of a disciplinary proceeding, subject to the requirements of §99.39, if the school determines the student is an alleged perpetrator of a crime of violence or non-forcible sex offense and the student has committed a violation of the school’s rules or policies with respect to the allegation made against him or her.
6. The disclosure of information will be recorded in the file and will include parties receiving information and the legitimate interests of the parties for inspection of the records.
The right to request the amendment of the student’s education records that the student believes is inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA.
A student who wishes to ask the Academy to amend a record should, in writing, clearly identify the part of the record the student wants changed, and specify why it should be changed. If the Academy decides not to amend the record as requested, the Academy 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.
A student who believes that Pivot Point has violated his or her rights concerning the release of or access to his or her educational records may file a complaint with the U.S. Department of Education:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, S.W. Washington, D.C. 20202-4605