The Registrar’s Office is responsible for the maintenance of the educational records at NMJC. This includes, but is not limited to, student transcripts.
The following information refers to some of the policies and procedures for educational records. Note: Proper photo identification (driver’s license, NMJC ID card, passport or other state or federal issued identification) is required for all in-person transactions. NMJC’s policy for maintaining confidentiality of student academic records is in accordance with the Family Educational Rights and Privacy Act of 1974 (FERPA, O.L. 93-380, 512).
Access to and Confidentiality of Student Academic Records
All currently enrolled and former students may have access to their academic records. A student has the right to inspect and review all education records about him or her except:
- personal notes (available only to writer or substitute) of College staff and faculty;
- certain student employment records;
- counseling records used solely for treatment;
- certain records of the college Security Office;
- parents’ financial records;
- confidential letters and statements of recommendation placed in the records before January 1, 1975; and
- confidential letters and statements of recommendation for admission, employment, or honorary recognition placed in the records after January 1, 1975, which students have waived the right to inspect and review.
Other individuals and agencies that may have access to students’ records include:
- NMJC officials who have a legitimate educational interest in the records;
- officials of another school in which a student seeks to enroll, intends to enroll, or is enrolled;
- officials of the U.S. Department of Education, the Comptroller General, and state and local educational authorities;
- organizations providing the student’s financial aid or determining or assisting in determining financial aid decisions concerning eligibility, amount, condition, and enforcement of terms of said aid;
- federal, state, and local officials or authorities if required by a state or federal law;
- accrediting institutions;
- organizations or individuals conducting studies for or on behalf of NMJC;
- individuals serving a judicial order or a lawfully issued subpoena;
- any person with the written consent of the student or the parent or legal guardian of dependent students;
- appropriate parties in a health or safety emergency;
- authorized recruiters of the U.S. Armed Forces, as per the Solomon Amendment; and
- parents and / or legal guardians of students under the age of 21 who violate any Federal, State, local law, or any rule or policy of the institution governing the use or possession of alcohol or a controlled substance.
In addition, the results of a disciplinary proceeding conducted by the College in response to allegations of a crime of violence allegedly committed by a student may be disclosed upon request to the alleged victim(s) of such crime of violence.
Directory Information
NMJC defines directory information as
- student’s name;
- local, permanent, and email addresses;
- telephone listing;
- date and place of birth;
- major fields of study;
- dates of attendance;
- enrollment status;
- degrees, awards, and honors received;
- classification;
- expected graduation date;
- participation in officially recognized activities and sports;
- weight and height, if a member of an athletic team; and
- photographs
This information is available to the public and can be released unless an annual written request to withhold the information is on file in the Registrar’s Office. Confidentiality request forms may be obtained in the Registrar’s Office and at www.nmjc.edu.
Retention of Student Records
Student educational records are retained on the schedule established by applicable laws. Records are destroyed after the schedule for retention of records has expired. The current schedule for retention of student records is defined by New Mexico Statutes as:
- Student Academic File—five (5) years after the last semester attended by student
- Student Transcript—one hundred (100) years from student’s date of birth
- Grade Sheets—five (5) years after term for which created
- Veterans’ Benefit File—three (3) years after termination of enrollment
- Class Schedule File—five (5) years after end of term for which created
- Drop / Add and Withdrawal Form Files—one (1) year after end of term for which completed
- Student Awards and Honor Files—five (5) years after date created
Students’ Rights Under FERPA
The following student rights are covered by the Family Educational Rights and Privacy Act (FERPA) and are afforded to all eligible students:
- Students have the right to inspect and review information contained in their student records. Requests to inspect and review records must be made, in writing, to the office that keeps the records. Although it is the College’s policy that requests to inspect records be honored as promptly as possible, the offices have up to 45 days to honor such requests.
- It is the policy of the College to provide the student upon request with photocopies of her or his records where that will help the student in inspection and review of the records unless: (1) the record to be copied is an examination, in which case permission of the faculty member is necessary, or (2) where a student’s record is being withheld because of an outstanding financial obligation to the University. Fees for photocopies of materials in the records are the same as College offices charge for photocopies of other materials. At its option, an office may furnish copies at no charge, or take the materials to a copy/duplicating center on campus, where the current rate for cash work will be charged.
- Students have the right to request an amendment of the contents of their records believed to be inaccurate, misleading, or otherwise in violation of the student’s privacy or rights. Students must submit a written statement to the custodian of records clearly identifying the part of the record they want changed and specify why it is inaccurate or misleading. The fairness of a grade may not be challenged under this provision. Any dispute over the contents of the record will be handled through informal discussions between the student and the Registrar. If such meetings are not satisfactory, the student has the right to a formal hearing before an appeals committee.
- Students have the right to prevent disclosure without consent, with certain exceptions, of personally identifiable information from their records. The student should carefully consider the consequences of any decision to withhold any category of directory information. Regardless of the effect upon the student, NMJC assumes no liability that may arise out of its compliance with a request that such information be withheld.
It will be assumed that the failure on the part of the student to request the withholding of directory information indicates the student’s consent to disclose.
- Students have the right to secure a copy of the college’s policy.
- Students have the right to file complaints with the U.S. Department of Education concerning alleged failures by the college to comply with the provisions of the Act. If students believe that such rights have been violated, they may contact the Family Policy Compliance Office at the Department of Education, 400 Maryland Ave SW, Washington DC 2002-4605. Additional information is available at https://www2.ed.gov/policy/gen/guid/fpco/ferpa/index.html.
Social Security Number
Under the federal 1997 Tax Relief Act, NMJC is required to obtain the Social Security number of each student in order to report educational credits to the U.S. Internal Revenue Service (IRS) and to the student at the end of each tax year. Refusal to provide a valid Social Security number may result in a fine levied on the student by the IRS. The privacy of a student’s Social Security number is protected under FERPA and covered under NMJC’s Access to Student Academic Records Policy (see above). A student who chooses not to use his / her SSN at NMJC must complete an Alternate ID Request Form, available at the Registrar’s Office.
Contact Information: Registrar’s Office, 575.492.2573