Student Records & Rights (FERPA)

The Student Records Office maintains all student educational records at the technical college and meets federal and state requirements, which include: maintenance and access of transcripts, enrollment, training, and testing. Students may obtain access to their records at this office.

Your Student Records and Privacy

The Student Records Office at Ogden-Weber Technical College keeps track of all student records at the college. This includes things like transcripts, enrollment, training, and testing.

 

We follow laws, including FERPA (Family Educational Rights and Privacy Act) and GRAMA

(Government Records Access and Management Act) to protect your information and keep your records safe.

If you want to see your records, you can visit the Student Records Office.

Your Rights Under FERPA
  • See and ask for copies of your school records.
  • Ask to fix mistakes in your records.
  • Choose who sees your personal info, unless the law allows sharing without your permission.
  • Ask the school not to share your directory info.
  • Report a problem to the U.S. Department of Education if your rights are not respected.
What Is Directory Information?

  • This includes your:

    • Name
    • Address
    • Phone number
    • Email
    • Program
    • Enrollment status
    • Certificates and awards
    • Dates you attended

    You can ask the school to keep this private.

Need to Make Changes or Share Info?

Let Someone See Your Records

Fill out the Consent to Release Information form or visit the Student Records Office.

 

Keep Your Info Private

Submit a Request to Prevent Disclosure form here or go to the Records Office.

 

Change Personal Information

To update your name, birthdate, gender, or Social Security number, please visit the Change of Personal Information page.

 

Update Contact Info

Change your address, phone number, email, or preferred name anytime in your Student Portal.

Use Your Student Portal To:
  • See your unofficial transcript
  • Check your class schedule
  • Accept course scheduling
  • Pay tuition
  • Get your 1098-T tax form
  • Update your contact info and preferred name

 

For a more detailed description of these rights, see Policy 530.1 FERPA Guide or the U.S. Department of Education. 

Consent to Release Information

The consent to release information form allows students to designate another person to access or obtain their information and/or student records. The Consent to Release Information Form is also available in the Student Records Office.

Request to Prevent Disclosure of Directory Information

The request to prevent disclosure form allows students to block the college from sharing directory information (see definition above). The Request to Prevent Disclosure form is also available in the Records Office.

Change of Personal Information

A student must submit a Change of Personal Information form to officially change their Name, Social Security Number, ITIN, Date of Birth, or Gender. Please visit the Change of Personal Information page to access the form.

Students may update their preferred name, address, email and phone number through their Student Portal.

To whom can colleges disclose personally identifiable information?

FERPA rights belong to the student at a postsecondary institution, regardless of age.

 

As defined by Ogden-Weber Technical College, student is considered “Anyone with a College transcript or College student directory information. Rights under FERPA begin at the time the individual meets the requirements to be considered a student.”

 

  • The student has completed a Consent to Release Information form and has identified which information may be released and to whom. 
  • The student is a dependent of his or her parents for tax purposes. In this case, the College may disclose information from an eligible student’s educational records to the parents. If the student is claimed as a dependent by either parent for tax purposes, then either parent may have access under FERPA. To receive information about a student’s records, the parent must provide an appropriate tax form with the child’s name listed as a dependent.

 

The College may release directory information without a Consent to Release Information form.

 

  • Directory information at Ogden-Weber Technical College includes: name, address, phone number, email address, photograph, program in which enrolled, enrollment status e.g., full or part-time, certificates and dates received, expected completion date, honors, and dates of attendance.

 

Students have the right to place restrictions on their directory information. Students may place a restriction on their record at any time by submitting a Request to Prevent Disclosure form to the registrar, Student Records office, or designee. 

Student Portal

Students have access to look up their unofficial transcript and run a program completion evaluation in the student portal. They may also see their schedule detail, accept course scheduling, pay tuition, obtain end of year tax form (1098-T), update address, phone number, email and the name they would preferred to be called.

Contact us

Student Records & Transcripts

Contact Us

Email us anytime with any questions.
records@otech.edu

Walk in

Please arrive 20 minutes before closing.
Monday – Thursday: 8:00 a.m. – 6:00 p.m.
Friday: 8:00 a.m. – 4:00 p.m.
Student Services Building – Room 102

Call Us

Monday – Thursday: 8:00 a.m. – 6:00 p.m.
Friday: 8:00 a.m. – 4:00 p.m.
801-627-8392