OCCC Board Policies
Chapter Five: Student Services
REFERENCES: 34 Code of Federal Regulations Part 668.16(p) (U.S. Department of Education regulations on the Integrity of Federal Student Financial Aid Programs under Title IV of the Higher Education Act of 1965, as amended);
NWCCU Standard 2.A.16
ORS 340.005 to 340.330 (Expanded Options/Dual Credit Programs)
College programs shall be open to all students who have the ability to benefit from those programs, subject to budget limitations. However, the college may require specific academic standards for admission into programs when such standards are necessary for student success. The college has a compelling interest in ensuring student diversity in its programs.
Pursuant to this policy, the College is an open admission institution with limited -entry criteria for programs in Nursing, Health, and Aquarium Science. Additional admission requirements also apply to under-age (18) students who have not earned a high school diploma or GED. High school students, including home schools and charter schools, who are college-ready are eligible for admission. College-ready is defined as having course placement into 100-level or above classes. Most typically these are students at the junior or senior class level. In the case of a student younger than 16 years of age, the college administration shall make the final determination.
References: Oregon Revised Statute 341.290
A resident, for tuition and fee-paying purposes at Oregon Coast Community College, is a student who has lived in the Oregon Coast Community College district or in the state of Oregon as a permanent resident for no less than 90 continuous days immediately preceding the first day of classes for the quarter in which residency is in question. Permanent residence is defined as the home to which one intends to return after any absence and in which one’s dependents reside for an unlimited period of time. A non-resident of the district, but an Oregon resident, is a student who satisfies the above requirements within the state.
References: No Oregon statutory requirement
Students or former students who have been provided with written notice that they have failed to pay a proper financial obligation may have grades, transcripts, diplomas, and registration privileges withheld.
References: The Family Educational Rights and Privacy Act (FERPA) (20 U.S. Code Section1232g); 34 Code of Federal Regulations Part 99; NWCCU Standard 2.D.7 ORS 341.290(17) and OAR 589-004-0100 to -0750 Student records will be managed in accordance with current requirements set forth by the Department of Education, including the Family Education Rights and Privacy Act (FERPA). Student records will be managed using best practices identified by the American Association of Collegiate Registrars and Admissions Officers (AACRAO), the National Association of Student Financial Aid Administrators (NASFAA), and Oregon archiving rules. All information contained in the college records which is personally identifiable to any student shall be kept confidential and not released except upon prior written consent of the subject student or upon the lawful subpoena or other order of a court of competent jurisdiction. Student information may be shared among college faculty and staff on an official “need to know” basis. The President shall assure that student records are maintained in compliance with applicable federal and state laws relating to the privacy of student records. The President may direct the implementation of appropriate safeguards to assure that student records cannot be accessed or modified by any person not authorized to do so. Confidentiality Students have certain rights with respect to student records. These include: • The right to inspect the educational records of the student. • The right to challenge the accuracy of the records if they are believed to be misleading or to violate privacy or other rights of the student. • Except as may be provided by law, the right to prevent the release of any or all information from the records to any other party. The college will not send transcript or copies of other educational records to any other school, prospective employer or other person without written request of the student. Solomon Act Federal law requires OCCC to provide student name, address and telephone number to the military for recruiting purposes. Students must contact Student Services if they wish to request that their name not be shared. Privacy Rights of Student Educational Records The Family Educational Rights and Privacy Act of 1974 (Statute: 20 U.S.C. 1232g; Regulations: 34CFR Part 99) also known as the Buckley Amendment is a Federal Law which states (a) that a written institutional policy must be established and (b) that a statement of adopted procedures covering the privacy rights of students be made available. The law provides that the institution will maintain the confidentiality of student education records. Educational Records Policy The Family Educational rights and Privacy Act (FERPA) affords students certain rights regarding their educational records. They are: • The right to inspect and review the student’s records. The student may request to review their records by submitting a written request to Student Services or other school official having custody of such records; • The right to seek amendment of the student’s records that the student believes are inaccurate, misleading, or otherwise in violation of the student’s privacy rights. Requests for amendment of records must be in writing and must describe the specific portions or specific record(s) the student wishes to have amended, instructions as to the change desired, and reasons why the change is justified; • The right to consent to disclosure of personally identifiable information contained in the student’s education records, except for when consent is not required by FERPA. FERPA does not require a student’s consent when disclosure is to other 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; a person or company with whom the college has contracted or appointed as its agent; or a student serving on an official committee or assisting another school official in performing the official’s tasks. A school official has a legitimate educational interest if the official needs to review an educational record in order to fulfill their professional responsibilities. • The right to file a complaint with the Department of Education, Family Compliance Office, concerning alleged failures by the college to comply with the requirements of FERPA. Written complaints should be directed to: The Family Policy Compliance Office, U.S. Department of Education, 500 Maryland Avenue SW, Washington, D.C. 20202-5920. Note: FERPA rights belong to the OCCC student, regardless of the student’s age. Note: While OCCC does not have any directory information, the college may contact a student via the phone and mailing address provided by the student, and may leave a voice mail at the provided number.
References: NWCCU Standard 2.D.3.
All courses, course sections, and classes of the College shall be open for enrollment to any person who has been admitted to the College. Enrollment may be subject to any priority system that has been established. Enrollment may also be limited to students meeting properly validated prerequisites and co-requisites or due to other practical considerations such as exemptions set out in statute or regulation.
The President shall assure that this policy is published in the catalog(s) and schedule(s) of classes.
References: NWCCU Standard 2.D.4.
All courses of the College shall be open to enrollment, subject to a priority system that may be established. Enrollment also may be limited to students meeting properly validated prerequisites and co-requisites or due to other, practical considerations.
In the event that a priority system is established, the President shall establish procedures defining enrollment priorities, limitations, and processes for student challenge of these priorities.
20 U.S. Code Sections 1070 et seq.;
34 Code of Federal Regulations Part 668 (U.S. Department of Education regulations on the Integrity of Federal Student Financial Aid Programs under Title IV of the Higher Education Act of 1965, as amended);
NWCCU Standards 2.D.5, 2.D.8, and 2.D.9
ORS 348.015 to 348.017 (Third party financial firms)
A program of financial aid to students will be provided, which may include, but is not limited to, scholarships, grants, loans, and work and employment programs.
All financial aid programs will adhere to guidelines, procedures and standards issued by the funding agency, and will incorporate federal, state, and other applicable regulatory requirements.
The President shall establish, publicize, and apply satisfactory academic progress standards for participants in Title IV student aid programs.
Consistent with the applicable federal regulations for federal financial aid, the College shall not engage in “substantial misrepresentation” of:
- the nature of its educational program,
- the nature of its financial charges, or
- the employability of its graduates.
The President shall establish procedures for regularly reviewing the College’s website and other informational materials for accuracy and completeness and for training College employees and vendors providing educational programs, marketing, advertising, recruiting, or admission services concerning the College’s educational programs, financial charges, and employment of graduates to assure compliance with this policy.
The President shall establish procedures wherein the College shall periodically monitor employees’ and vendors’ communications with prospective students and members of the public and take corrective action where needed.
This policy does not create a private cause of action against the College or any of its representatives or service providers. The College and its Board of Education do not waive any defenses or governmental immunities by enacting this policy.
29 U.S. Code Sections 701 et seq.;
NWCCU Standard 2.A.15
Students with disabilities shall be reasonably accommodated pursuant to federal and state requirements in all applicable programs in the College. In addition, wherever possible, the College will apply universal design principles supporting the success of all students.
The Student Services unit of the college, via the Disability Services program shall be the primary provider for academic adjustments, auxiliary aids, services, or instruction that facilitate equal educational opportunities for disabled students who can profit from instruction as required by federal and state laws.
Disability services shall be available to students with verified disabilities. The services to be provided include, but are not limited to, reasonable accommodations, academic adjustments, technology accessibility, accessible facilities, equipment, instructional programs, rehabilitation counseling, and academic counseling.
No student with disabilities is required to participate in the Disability Services program.
The College shall respond in a timely manner to accommodation requests involving academic adjustments. The President shall establish a procedure to implement this policy which, at a minimum, provides for an individualized review of each such request, and permits interim decisions on such requests pending final resolution by the appropriate administrator or designee.
The President shall assure that the Disability Services program conforms to all requirements established by the relevant law and regulations.
References: No Oregon statutory requirement
The President shall establish procedures necessary to assure cooperation with local public health officials in measures necessary for the prevention and control of communicable diseases in students.
References: No Oregon statutory requirement The students of the College are authorized to organize a student body association(s). The Board of Education hereby recognizes The Associated Student Government of Oregon Coast Community College (ASG) as the official organization representing Oregon Coast Community College students. ASG operates under a constitution designed to promote student activities and a student voice. ASG provides an important link to other students, college staff, and the general public through various activities. The Associated Students activities shall not conflict with the authority or responsibility of the Board of Education or its officers or employees. The Associated Students shall conduct itself in accordance with state laws and regulations and administrative procedures established by the President. The Associated Students shall be granted the use of the College’s premises subject to such administrative procedures as may be established by the President. Such use shall not be construed as transferring ownership or control of the premises.
Oregon Coast Community College (“OCCC”) supports the right of students to produce student publications and recognizes the value of student publications as an important avenue of communication in an educational environment. This policy sets forth the requirements for student publications.
Student publications may be produced either as part of an OCCC course or by an independent, student-led organization. Each student publication will be assigned a “student media advisor,” who is a person employed or designated by OCCC to provide supervision or instruction relating to the student publication.
Pursuant to Oregon law, student journalists are responsible for determining the news, opinion, feature, and advertising content of student publications. The student editorial staff for each student publication is responsible for making a final decision as to what material will be published. All student publications will include the following disclaimer: “The content of this student publication is determined solely by students. OCCC does not control the content of this publication, and the content does not reflect the views or opinions of OCCC.”
OCCC assumes no liability or responsibility for the content of student publications, as it does not exercise any editorial control over the content of such publications. The student media advisor will provide instruction or guidance on the professional standards of English or journalism but will not exercise control over the content of the publication. The involvement of the student media advisor does not mean that OCCC controls, or has any liability for, the content of the student publication.
Student publications may not contain content that:
- Is libelous or slanderous;
- Constitutes an unwarranted invasion of privacy;
- Violates federal or state statutes, rules, or regulations or state common law; or
- So incites students as to create a clear and present danger of:
- The commission of unlawful acts on or off OCCC premises;
- The violation of OCCC policies; or
- The material and substantial disruption of the orderly operation of OCCC
The editorial staff of all OCCC student publications must be current OCCC students. The editorial staff of a student publication shall strive to:
- Abide by professional standards of accuracy, objectivity, and fairness;
- Follow professional standards of sentence structure, grammar, spelling, and punctuation;
- Reasonably check and verify all facts and the accuracy of quotations; and
- In the case of editorials or letters to the editor concerning controversial issues, determine the need for rebuttal comments and opinions, if appropriate.
Funding from OCCC for student publications is dependent on the annual budget. OCCC will strive to make funds available to subsidize and/or facilitate student publications. Student publications that are published as part of an OCCC class will be funded through that class. Student publications that are published by an independent, student-led organization may apply for funding on an annual basis. The editorial staff of an OCCC student publication may accept advertising in order to generate revenue to support the publication. Advertisements must comply with the requirements of this and other OCCC policies and procedures.
15 U.S. Code Section 1681m(e), (Fair and Accurate Credit Transactions Act)
ORS 646A.600 to 646A.628 (Oregon Consumer Identity Theft Protection Act)
The president shall ensure the college has in place administrative rules, practices and procedures regarding student rights, responsibilities and expectations of behaviors. These standards are developed as fair and reasonable guidelines to support the success of the teaching/learning experience as well as to ensure the safe and efficient operation of the College. By choosing to join the College community students are agreeing to abide by these rules, practices and procedures regarding their conduct.
Student policies, rights and responsibilities shall include those policies and procedures required by state or federal law. Information about student rights, responsibilities and conduct will be easily accessible to students and include disciplinary consequences as well as a student grievance process. The president shall assure a clear and accessible process for reporting and resolving concerns related to conduct in a timely manner.