It is the student’s responsibility to update any change of name, address, telephone number or billing address by notifying the Office of the Registrar as soon as possible. Students may also submit these change requests via the student portal.
The Family Educational Rights + Privacy Act (FERPA)
The Family Educational Rights and Privacy Act of 1974 sets forth requirements regarding the privacy of student records. FERPA governs 1) release of these records (known as education records) maintained by an educational institution; and 2) access to these records. FERPA rights apply to students who are in attendance at RMCAD, as well as former students. Students are “in attendance” the day they first attend a class.
What is an Education Record?
Education records are any records directly related to a student and maintained by RMCAD or by a party acting for the institution. Education records include demographics, personal information, class assignments, attendance, grades, test scores, placement scores, discipline records, special services, Financial Aid, etc.
What is Not Considered an Education Record?
- Records of instructional, supervisory, administrative, and certain educational personnel which are in the sole possession of the maker thereof and are not accessible or revealed to any other individual except a substitute.
- Records maintained by a law enforcement unit of the educational agency created by that law enforcement unit for the purpose of law enforcement and not shared with others.
- Records relating to individuals who are employed by the institution, which are made and maintained in the normal course of business, related exclusively to individuals in their capacity as employees and not available for any other purpose (Records of individuals in attendance at ARE EDUCATIONAL RECORDS).
- Records relating to a student which are 1) created or maintained by a physician, psychiatrist, psychologist, or other recognized professional acting in their professional capacity or assisting in a paraprofessional capacity; 2) used solely in connection with the provision of treatment to the student; and 3) not disclosed to anyone other than individuals providing such treatment so long as the records can be personally reviewed by a physician or other appropriate professional of the student’s choice.
- Records of an institution which contain only information relating to a person after that person is no longer a student at the institution (information gathered by alumni) unless they refer to the period of time when the individual was a student.
What Rights Does FERPA Give Me as a Student?
- The right to inspect and review education records within 45 days of the day the College receives a request for access. Students should submit to the Office of the Registrar (1600 Pierce Street - Texas Building, Lakewood, CO 80214) written requests that identify the record(s) they wish to inspect. The Office of the Registrar will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the College official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
- The right to request the amendment of their education records if the student believes them to be inaccurate. Students may ask the College to amend a record that they believe is inaccurate. They should write the College official responsible for the record, clearly identify the part of the record they want changed and specify why it is inaccurate. If the College decides not to amend the record as requested by the student, the College will notify the student of the decision and advise the student of their 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.
- The right to consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent. This means information may not be given for enrollment verification (insurance verification), graduation verification (for credit cards, jobs, or loans), or attendance verification (loans).
One exception, which permits disclosure without consent, is disclosure to school officials with legitimate educational interests.
A school official is a person employed by the College in an administrative, supervisory, academic/research, or support staff position (including law enforcement unit personnel); a person or company with whom the College has contracted (such as an attorney, auditor, or collection agent); a person serving on the Board of Trustees, the Board of Directors; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing their tasks.
A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill their professional responsibility.
Upon request, the College may disclose education records without consent to officials of another school in which a student seeks or intends to enroll.
Rocky Mountain College of Art + Design may release the educational records of a student to a parent, provided the student is claimed as a dependent for tax purposes, and the individual seeking education records meets the definition of “parent” under FERPA. Under FERPA, a “parent” is defined as “a parent of a student and includes a natural parent, a guardian, or an individual acting as a parent in the absence of a parent or guardian.” Parents are required to submit a copy of their most recently filed Federal Income Tax Return. Copies must include the signature of one or both parents and the student’s name must be indicated as a dependent on the return. A new release will be required each term.
In accordance with FERPA, the College will disclose to third parties information from the educational records of a student, provided the information is disclosed due to an “articulable and significant threat to the health and/or safety of the student or other individuals.”
As of January 3, 2012, the U.S. Department of Education’s FERPA regulations expand the circumstances under which your education records and personally identifiable information (PII) contained in such records — including your Social Security Number, grades, or other private information — may be accessed without your consent. First, the U.S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or state and local education authorities (“Federal and State Authorities”) may allow access to your records and PII without your consent to any third party designated by a Federal or State Authority to evaluate a federal- or state-supported education program. The evaluation may relate to any program that is “principally engaged in the provision of education,” such as early childhood education and job training, as well as any program that is administered by an education agency or institution. Second, Federal and State Authorities may allow access to your education records and PII without your consent to researchers performing certain types of studies, in certain cases even when we object to or do not request such research. Federal and State Authorities must obtain certain use-restriction and data security promises from the entities that they authorize to receive your PII, but the Authorities need not maintain direct control over such entities. In addition, in connection with Statewide Longitudinal Data Systems, State Authorities may collect, compile, permanently retain, and share without your consent PII from your education records, and they may track your participation in education and other programs by linking such PII to other personal information about you that they obtain from other Federal or State data sources, including workforce development, unemployment insurance, child welfare, juvenile justice, military service, and migrant student records systems.
- The right to file a complaint with the U.S. Department of Education concerning alleged failures by the College to comply with the requirements of FERPA.
The name and address of the Office that administers FERPA is:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202-4605
RMCAD school officials must protect the privacy of student educational records and shall not disclose personally identifiable information about a student or permit inspection of the student’s records without their written consent unless such action is permitted by FERPA. Written consent can be submitted to RMCAD using the Student Records Release Form. If a recipient or record release needs to be updated the student must submit an updated form.
Parent + Guardian Information/Students’ Privacy
Rocky Mountain College of Art + Design is committed to protecting the privacy rights of its students and communicates directly with students on matters that affect their college careers.
The Federal Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their educational records. FERPA requires that the College not release protected information, including grades and other academic records, to a third party, including parents or guardians, without the student’s written and specific permission. In addition, RMCAD policy requires that both the College and parents or guardians communicate with students directly, rather than through intermediaries.
Sometimes parents or guardians have concerns about their student. In such cases, RMCAD personnel may discuss general policies and procedures, as well as suggest questions they may wish to ask their student. RMCAD personnel can also let the student know of the concern.
If parents or guardians have questions or concerns about a student’s academic record, they should contact the Manager of Academic Advising or the Office of the Registrar; College policy precludes parents or guardians communicating directly with members of the faculty or Department Chairs. Questions about financial concerns should be addressed to the Financial Aid Office or the Business Office.
Rocky Mountain College of Art + Design may provide directory information in accordance with the provisions of FERPA without the written consent of an eligible student unless it is requested in writing that such information not be disclosed. The items listed below are designated as Directory Information and may be released for any purpose at the discretion of Rocky Mountain College of Art + Design unless a written request for nondisclosure is on file:
- Student’s name
- Student’s address
- Student’s phone number
- Student’s hometown
- Student Identification Number
- Name of student’s Financial Aid or Student Advisor
- Full-time/part-time status
- Number of credit hours enrolled
- Dates of attendance
- Academic class
- Email address
- Previous institutions attended
- Major field of study
- Degree(s) conferred
- Past and present participation in officially recognized activities
What is Directory Information?
Under the terms of FERPA (section 99.37) “an educational agency or institution may disclose directory information if it has given public notice to parents of students in attendance and eligible students in attendance at the agency of institution of: The types of personally identifiable information that the agency or institution has designated as directory information; A parent’s or eligible student’s right to refuse to let the agency or institution designate any or all of those types of information about the student as directory information; and The period of time within which a parent or eligible student has to notify the agency or institution in writing that they do not want any or all of those types of information about the student designated as directory information.
Students are given the opportunity to restrict directory information. As a result, it is RMCAD’s practice not to release any information, directory or non-directory, without first checking with the Office of the Registrar.
The student should carefully consider the consequences of any decision to withhold directory information. Regardless of the effect upon a student, RMCAD 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 a student to request the withholding of directory information indicates the student’s consent to disclosure. A student may request the withholding of directory information at any time by submitting a written request to: RMCAD/Office of the Registrar 1600 Pierce Street-Texas Building, Lakewood, CO 80214.
College personnel may use a student’s records only in conducting their normal business. They may not disclose non-directory information to third parties without written consent from the student.
Financial aid providers and auditors may see student records only to determine and enforce the terms of financial aid.
In the case of an emergency, confidential records may be released to protect the health and safety of students and others.
RMCAD is committed to providing the best possible educational environment for its students. We encourage an open and frank atmosphere in which any conflict, complaint, suggestion or question receives a timely response from RMCAD staff and/or faculty. RMCAD strives to ensure fair and, honest, and equal treatment of students. Students, faculty and staff are expected to treat each other with mutual respect at all times. When students have issues of concern that do not fall under the discrimination or harassment policies or the grade appeal procedure in the catalog, they should follow the Conflict Resolution procedure to resolve any other issues that occur between them and the faculty or staff of the College.
Conflict Resolution Procedure
If a situation occurs when a student believes they have been treated unfairly or a decision affecting them is unjust or inequitable, they are encouraged to do the following:
The student presents the concern to the faculty or staff member with whom they have a concern, after the incident occurs.
If the faculty or staff member is unavailable or the student believes it would be inappropriate to contact that person, then the student should present the conflict to the Dean of Students (720.525.7102) or to Human Resources (303.225.8552).
Students may present the issue to the Dean of Students, although RMCAD encourages students to present issues as promptly as possible so administration may take appropriate remedial or investigatory measures, if required. Whichever party is contacted—Dean of Students or Human Resources—would then apprise the other of the situation.
If the issue of concern is with a faculty member, then the Dean of Students will bring the issue to the Department Chair and notify Human Resources of the concern. Human Resources will work with the faculty member, Department Chair, and Dean of Students as needed to resolve the issue. The Dean of Students will be kept apprised of the progress and involved on an as-needed basis to best resolve the issue.
If the issue of concern is with a staff member, then Human Resources will apprise the staff member’s supervisor of the situation and work through the situation with the staff member and the supervisor as needed. The Dean of Students will be kept apprised of the progress and involved in an as needed basis to best resolve the issue.
If the issue concerns college policy or procedure and/or other issues/complaints regarding any aspect of the college it will be addressed by appropriate administrators overseeing relevant departments in concert with the Dean of Students. The resolution of the Conflict Process will be finalized in written form and sent to the student.
In the case that a student is dissatisfied with the resolution, they may submit the grievance in writing, including all relevant documentation/evidence as applicable or requested by the committee, to the Registrar, who Chairs the Grievance Committee.
The committee reviews all documentation and renders a decision to the student in writing. If the student is dissatisfied with the resolution, they have one opportunity to appeal the decision. The Registrar submits the grievance or petition to the Executive Committee for review. This decision is final and binding.
Not every conflict can be resolved to everyone’s total satisfaction, but only through understanding, open communication and discussion of mutual conflicts can students, faculty and staff develop confidence in each other. This confidence is important to the operation of an efficient and harmonious educational environment. The student, where appropriate, will be notified of the conclusion of the conflict resolution process.
Official Student Initiated Complaint
Students may submit a formal complaint when they have been unable to satisfactorily resolve with the faculty, staff, students or others involved.
The Student Initiated Complaint link is located on the College’s website; complaints may also be submitted directly to the Dean of Students.
Complaints may be submitted anonymously; however, unless you include your contact information, Rocky Mountain College of Art & Design (RMCAD) will be unable to investigate your complaint or respond back to you regarding the subject matter. Students must be logged into their rmcad.edu email addresses to submit complaints.
Student Initiated Complaints may be submitted at: https://www.rmcad.edu/student-complaint-form/
Complaints to External Agencies
Several external agencies are also available to students who have exhausted all other opportunities for complaint resolution.
The Colorado Department of Higher Education regulates Colorado institutions of higher education. Their complaint policy may be found here:
Complaints regarding the institution’s ongoing ability to meet the criteria of institutional accreditation may be directed to the Higher Learning Commission. Their complaint policy may be found here:
Discrimination + Harassment
RMCAD does not discriminate or permit discrimination by any member of its community against any individual on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, parental status, marital status, age, disability, citizenship status, veteran status, or any other protected class recognized by local, state, or federal law in matters of admission, employment, or services or in the educational programs or activities it operates.
Harassment, whether verbal, physical, or visual, that is based on any of these characteristics is a form of discrimination. This includes harassing conduct affecting tangible job benefits, interfering unreasonably with an individual’s academic or work performance, or creating what a reasonable person would perceive as an intimidating, hostile, or offensive environment. Prohibited sex discrimination includes sexual harassment and sexual violence.
Examples of discrimination may include:
- Refusing to hire or promote someone because of the person’s protected status
- Demoting or terminating someone because of the person’s protected status
- Teasing or practical jokes directed at a person based on their protected status
- Displaying or circulating written materials or pictures that degrade a person or group
- Verbal abuse or insults about, directed at, or made in the presence of an individual or group of individuals in a protected group
Investigation + Confidentiality
All reports describing conduct that is inconsistent with these policies will be promptly and thoroughly investigated. Complaints about violations of these policies will be handled discreetly, with facts made available only to those who need to know to investigate and resolve the matter.
RMCAD prohibits retaliation against someone for registering a complaint pursuant to these policies, assisting another in making a complaint, or participating in an investigation under these policies. Anyone experiencing any conduct that they believe to be retaliatory should immediately report it to of the individuals listed below.
If a complaint of harassment, discrimination, or sexual harassment is found to be substantiated, appropriate corrective action will follow, up to and including separation of the offending party from RMCAD, consistent with RMCAD procedure.
All members of RMCAD community are responsible for creating a working, learning, and living environment that is free of discrimination and harassment, including sexual harassment. It is important to contact one of the individuals listed below, if any of the following occurs:
- You believe you have been subjected to conduct or comments that may violate these policies;
- You believe you have been retaliated against in violation of these policies; or
- You hold a supervisory, management, or teaching position and have been told about or witnessed conduct that may violate these policies.
Vendors, Contractors, + Third Parties
RMCAD’s policies on discrimination, harassment, and sexual harassment apply to conduct of vendors, contractors, and third parties. If a member of RMCAD community believes that they have been subjected to conduct by a vendor, contractor, or third party that violates these policies, the community member should contact one of the individuals listed below.
Reporting Harassment + Discrimination
To report any instances of Harassment and/or discrimination you may contact:
Dean of Students (Title IX Coordinator) | 720.525.7102
1600 Pierce Street | Texas Building
Lakewood, CO 80214
Mental Health/Personal Counselor | 303.225.8573
1600 Pierce Street | Rotunda Building
Lakewood, CO 80214
For Sexual Harassment policies and procedures please see the “Title IX Policy + Procedure ”.