Support, Student Services & Other Site-Related Costs

Services Building is a recent example of Shasta College’s continuous attention in creating accessibility and complying with all ADA guidance.

Student Confidentiality & Record-Keeping for Services Offered

District policy regarding confidentiality and the release of student records is outlined in BP/AP 5040—Student Records, Directory Information and Privacy. This policy is also published in the College Catalog in the “Student Records, Directory Information, and Privacy Rights” section and in the Schedule of Classes—“Privacy Rights of Students.” Administrative Procedure 5040 outlines the conditions under which a student may access student records and the circumstances under which records may be released. Online access is secured through encrypted passwords. AP 5040 also defines directory information. Consistent with the Solomon Act, directory information is released to the federal military for the purposes of federal military recruitment upon appropriate request. Federal Family Educational Rights and Privacy Act (FERPA) regulations and BP/AP 5040 are strictly followed. A student’s consent is required for the release of records. The College conducts regular FERPA trainings to ensure proper compliance. Offices within Student Services, including Admissions and Records, Financial Aid, Counseling, Veterans services, and PACE maintain departmental records in a secure and compliant manner. PACE and Veterans services, in addition to complying with FERPA requirements, comply with applicable record keeping provisions of the Americans with Disabilities Act (ADA). Health-related services provided at the Tehama Campus comply with all provisions of the Health Insurance Portability and Accountability Act (HIPPA). Student services records are kept on-site in locked cabinets or digitally on Shasta College’s encrypted server. Records are only released with a student’s signed approval as outlined in FERPA. Only authorized staff have keys to the secure cabinets and encrypted digitized records. Consistent with BP/AP 3310—Records Retention and Destruction and Title 5 regulations, Shasta College reviews and classifies documents as Class 1—Permanent, Class 2—Optional, or Class 3—Disposable. Class 3—Disposable records are maintained for a minimum of three years after the year in which they were originally created, or longer as required by applicable law or regulation. All permanent records (Class 1) are maintained in either hard copy or electronic image, or are stored on the student information system database. Staff computers are password protected. Confidentiality of student records is maintained by granting access to database records to those with a needto-know status, as dictated by Shasta College. Personnel seeking access to student information are presented with a FERPA advisory that must be acknowledged before proceeding. The District invested in “Docuware,” a document imaging and workflow processing solution to store secure records. The District Information Technology Department routinely backs up all electronic files, which are stored in redundant, off-site, and secure locations.