Ohio Admin. Code 3358:11-3-13 - Student records review policy
(1) Inspect and review records.
Students attending Owens community college have the right to inspect and review
official records, files, and data directly related to themselves, including
material incorporated into each student's cumulative record folder in
accordance with the college procedure on student records and
privacy.
(a) A student may request, in
writing, the opportunity to inspect and review his/her records.
(i) The request should be made to
the chief administrator or his/her designee(s) of the department in which the
records are on file.
(ii) A request must specify records
to be inspected and reviewed.
(b) A request by a student to
inspect and review his/her records will be granted within a reasonable period
of time, but such time is not to exceed forty-five days after the request has
been made.
(c) Records will be inspected and
reviewed by the student in the presence of the department head or his/her
designee(s).
(i) Records may not be changed or
deleted during the process of inspection and review.
(ii) The student shall be advised of
his/her rights to challenge any portion(s) of his/her school
record.
(iii) Upon written request, the
student shall be provided with a copy of that portion(s) of his/her school
record subject to challenge.
(2) Hearing to challenge content of
records. Students shall have an opportunity for a hearing to challenge the
content of their school records, to insure that the records are not inaccurate,
misleading or otherwise in violation of the privacy or other rights of
students, and to provide an opportunity for the correction or deletion of any
such inaccurate, misleading or otherwise inappropriate data contained
therein.
(a) A student may request, in
writing, an opportunity for a hearing to challenge the content of his/her
school records.
(i) A request should be made to the
president or his/her designee(s).
(ii) A request must:
(a)
Identify in specific terms the portion(s)
of the record to be challenged.
(b)
State the reason(s) for challenging the
portion(s) of the record so identified.
(c)
State the remedy sought, i.e. the
correction or deletion of the information under challenge.
(b) Hearing
procedures.
(i) The hearing will be conducted by
the president or his/her designee(s).
(ii) The hearing will be granted
within ten days after the request has been made.
(iii) The department head or his/her
designee(s) responsible for the student record under challenge shall represent
that record in the hearing.
(iv) Prior to the hearing, the
hearing officer shall notify the student and the department head (that person
representing the record) of the time, place, and date of the hearing and of the
specific portion(s) of the student's school record to be challenged in the
hearing.
(v) The hearing shall be limited to
a consideration of that specific portion(s) of the student's school record
being challenged.
(vi) The student will have the right
to be assisted by an advisor of his/her choice.
(vii) The burden of sustaining the
challenge rests with the student.
(viii) The student and the
department head have the right to present evidence and witnesses directly
related to that portion(s) of the student's record being
challenged.
(ix) The hearing officer shall keep
a taped record of the hearing.
(x) The hearing officer must provide
the student with a written notification of the disposition of the challenge
including the reason(s) for the disposition.
(c) Remedies.
(i) The record may
stand.
(ii) The record may be
corrected.
(iii) The record may be
deleted.
EFFECTIVE 3-7-2002
Notes
Promulgated Under: 111.15
Statutory Authority: 3358.08
Rule Amplifies: 3358.08
Prior Effective Dates: 03/07/2002
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