Student Records

It is the student’s responsibility to keep his/her personal information up-to-date. Students can update personal information, except names, using the self-service component of the Student Information System (SIS). Names can be updated in the Admissions and Records Office with official documentation of the name change. Students can also submit address and phone number changes to the Admissions and Records Office on either campus. Updating your name, mailing address and phone number will assist the college in communicating with you, and ensure that you receive important notices and announcements.

A transcript is a copy of the student’s permanent academic record. An official transcript carries the college seal. Students may request a copy of their official transcript be forwarded to other educational institutions, employers, or any person(s) designated by the student. Students must can authorize the release of their transcript by either submitting a signed written request or using the transcript link located in myRCC SIS. There is no fee for transcripts. Generally, transcript requests will be processed within 48 hours. Students may view and print an unofficial transcript via the SIS.

Due to the limitations on access to student information under the Family Educational Rights and Privacy Act of 1974 (FERPA), telephone, e-mail, and third party requests for transcripts cannot be honored. This includes transcript requests from parents of students. RCC will not release a transcript for any student who has unresolved financial obligations with the College.

Note: The College does not provide copies of transcripts from other institutions. Such copies must be obtained from the originating source. An 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 or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the College has contracted (such as an attorney, auditor, or collection agency); a person serving on the College Board; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.

FERPA permits institutions to identify certain items of student information as “directory information.” RCC identifies directory information as the:

  • Student’s Name
  • Address
  • Telephone Listing
  • Electronic mail address
  • Degrees, honors, and awards received
  • Major field of study
  • Dates of attendance
  • Grade level
  • The most recent educational agency or institution attended
  • Number of credit hours enrolled
  • Participation in officially recognized activities and sports
  • Weight and height of members of athletic teams
  • Photos

RCC may disclose any of these items without prior consent, unless the student notifies the Admissions and Records Office, either in writing or through the SIS, during the first ten days of the semester. Upon notification this information will remain confidential except to the extent that FERPA authorizes disclosure without consent.

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
600 Independence Avenue, SW
Washington, DC

According to FERPA, RCC may release in- forma tion without the student’s written consent to the following:

  • school officials, as identified by RCC, determined to have a legitimate educational interest,
  • officials of other institutions in which the student seeks to enroll,
  • in connection with financial aid that the student has applied for, or in determining financial aid decisions,
  • accrediting organizations, carrying out their accrediting functions,
  • parents, as defined in FERPA §99.3, of a student who have established the student’s status as a dependent according to IRS Code of 1986, Section 152,
  • to comply with a judicial order or a lawfully issued subpoena,
  • persons in an emergency, if the knowledge of information, in fact, is necessary to protect the health or safety of the student or other persons.

Questions on this policy can be directed to the College Registrar. RCC reserves the right to deny transcripts or copies of records not required to be made available by the FERPA in any of the following situations:

  • If student lives within commuting distance of RCC.
  • The student may be asked to come and view the file at the office rather than receiving a full set of copies of all file contents.
  • If the student has an unpaid financial obligation to the College.
  • If there is an unresolved disciplinary action against the student.

RCC notifies students annually of their Family Educational Rights and Privacy Act (FERPA) rights through the Catalog and Student Hand book and the college website.

Retention of Student Records
The College permanently retains an electronic record of the student’s academic transcript (student permanent record). Other records will be maintained in digital form for periods ranging from one to five years from the date of a student’s separation from the College. The College retains student records according to the regulations set forth by the Virginia Public Records Act of the Code of Virginia.

Facsimile Documents (Fax)
The College does not faxes copies of transcripts or other academic documents. RCC reserves the right to decline to send and/or receive records via fax transmission if the College considers the use of fax documents inconsistent with college policies.


The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. They are:

  • The right to inspect and review the student’s education records within 45 days from the day the College receives a request for access. Students should submit to the Admissions and Records Office a written request that identifies the record(s) they wish to inspect. The Admissions and Records Office 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 Admissions and Records Office, the student shall be advised of the correct college official to whom the request should be addressed.
  • The right to request an amendment of the student’s education records that the student believes is inaccurate or misleading. A student must send a written request to the College Registrar, clearly identifying the part of the record they want changed, and specify why it is inaccurate or misleading. 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 his/her 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.

Last modified on 05-03-2017