Richmindale College maintains student education records as confidential institutional records and protects them in accordance with the Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. § 1232g and 34 C.F.R. Part 99, when applicable, applicable Arizona law, and Richmindale’s published privacy and records-management requirements. FERPA is distinct from the federal Privacy Act of 1974. At the postsecondary level, FERPA rights belong to the eligible student. Education records are not released solely because a third party requests them; disclosure requires the student’s valid consent unless FERPA or another applicable law authorizes disclosure without consent.

Richmindale College issues two types of transcripts: Official Transcript and Unofficial Transcript. Both are generated from the student’s permanent academic record and contain materially consistent academic history; the Official Transcript includes institutional authentication and is intended for formal third-party use.

Official Transcript

An Official Transcript is an authenticated record of the student’s academic history at Richmindale College. It identifies all institutional courses recorded after the applicable add/drop period, the term of enrollment, credits attempted and/or earned, final grades or status codes (including F, W, AW, and resolved or applicable incomplete notations), repeated-course indicators, accepted transfer credits as applicable, the institutional cumulative GPA, program and degree information, and degree conferral date when applicable. For repeated courses, every institutional attempt and grade remains visible; only the highest grade is used in the institutional GPA under the Course Repeat Policy. Official electronic transcripts are transmitted through an authorized secure method or directly from an official institutional account, and hard-copy official transcripts include appropriate authentication controls.

Unofficial Transcript

An Unofficial Transcript is an accurate but uncertified copy of the same academic record reflected on the Official Transcript. It does not carry the institutional authentication required for an official transcript. A digital copy may be available through the Student Portal, subject to identity and access controls.

Release of a transcript requires the student’s request, a valid signed and dated written or authenticated electronic consent, or another basis for disclosure permitted by law. A FERPA consent must identify the records to be disclosed, state the purpose of the disclosure, and identify the party or class of parties to whom disclosure may be made. Richmindale College processes transcript requests in accordance with FERPA, applicable Arizona requirements, and applicable federal restrictions on transcript withholding.

When another person requests or receives a transcript on behalf of a student, Richmindale requires the student’s valid authorization or another lawful basis for disclosure. The authorization may be written or authenticated electronically and must satisfy applicable FERPA consent requirements. A person collecting a hard-copy transcript on the student’s behalf must present acceptable government-issued photo identification and match the person identified in the authorization.

Richmindale issues one original copy (digital or hard copy) of Official Transcripts to each student free of charge, upon request. Transcript request fee may apply for each additional copy (digital and hard copy). See the Other Fees section under Tuition and Fees for more details about transcript request charges.

Students may request a copy of their Official or Unofficial Transcript online through the Richmindale College website, electronic mail, or personal visit to the Richmindale College office. The procedure is as follows:

Visit Richmindale’s website and go to RSIS > Student > Transcript > Request, or copy and paste the link www.richmindale.com/rsis/student/transcript/request in a web browser to directly go to the page.

Fill out the Transcript Request Form, and click the submit button.

If the student specifies that the Transcript should be sent by courier, the student must enter the delivery address and pay the delivery cost.

In case another person receives the Transcript on behalf of the student, the student must clearly indicate the name of the authorized person on the space provided in the Transcript Request Form.

It normally takes within 10 business days for Richmindale College to process the Transcript request.

Students are notified through email when their Transcripts are ready or there is a delay in the issuance of the Transcript.

Official Transcripts can be emailed (for digital copy) or picked up (for hard copy) by the student or the student’s authorized person from the Richmindale College office, or sent by courier. The person who collects the Transcripts must show a valid government-issued identification document with a photo and signature.

Students may request a copy of their Official or Unofficial Transcript via email to transcripts@richmindale.com.

Richmindale College complies with FERPA and 34 C.F.R. Part 99 to the extent FERPA applies to the institution. As an institutional privacy standard, Richmindale applies the protections described in this policy to its postsecondary education records. At the postsecondary level, FERPA rights belong to the eligible student, regardless of age. These rights include the right to inspect and review education records; request amendment of records believed to be inaccurate, misleading, or otherwise in violation of privacy rights; provide consent before disclosure of personally identifiable information except when disclosure is lawfully permitted without consent; and file a FERPA complaint with the U.S. Department of Education.

Richmindale College provides students with an annual notice of FERPA rights by a method reasonably likely to inform students, such as the student portal, institutional email, catalog, website, or a combination of these methods. The notice explains the procedures for inspection and review, amendment, consent and permitted disclosures, complaint rights, and Richmindale’s criteria for school officials and legitimate educational interests.

Education records are records directly related to a student and maintained by Richmindale College or by a party acting for Richmindale. Examples include admissions and enrollment records, transcripts, grades, degree audits, course schedules, attendance and participation records, academic standing records, qualifying disciplinary records, and student-account records, advising records, identity-verification records, and records maintained in the LMS or student information system. FERPA exclusions are interpreted according to law and may include qualifying sole-possession records, law-enforcement-unit records, certain employment records unrelated to student status, qualifying treatment records, and certain post-attendance records.

Richmindale College maintains the permanent academic record necessary to document enrollment, academic history, credits attempted and earned, grades and status codes, repeated-course history, accepted transfer credit, academic standing, program information, and credential conferral. Permanent academic records and official transcript information are retained permanently or for the period required by applicable law, whichever is longer. Authorized corrections, grade changes, and repeat-course GPA treatment must preserve an auditable history and may not falsify or improperly erase the underlying institutional record.

A student may request to inspect and review education records through the Student Portal or the Office of the Registrar. The request should identify the records sought with reasonable specificity. Richmindale will provide access within a reasonable period and no later than 45 days after receiving a FERPA-compliant request, when FERPA applies. Richmindale may require identity verification. FERPA does not necessarily require copies unless circumstances effectively prevent the student from exercising the right to inspect and review; reasonable copying or delivery fees may apply when permitted by law.

A student who believes an education record is inaccurate, misleading, or otherwise violates the student’s privacy rights may submit a written or authenticated electronic amendment request to the Office of the Registrar, identifying the record and requested correction. If Richmindale declines to amend the record, it will notify the student and, when FERPA applies, advise the student of the right to a hearing. If the hearing does not result in amendment, the student may place a statement in the record commenting on the contested information or explaining the disagreement. This process does not replace Richmindale’s grade challenge procedure for disputes about substantive academic judgment.

Except as permitted by FERPA or other applicable law, Richmindale obtains the student’s signed and dated written consent or authenticated electronic consent before disclosing personally identifiable information from education records. Valid consent specifies the records that may be disclosed, states the purpose of the disclosure, and identifies the party or class of parties to whom disclosure may be made. Electronic consent must identify and authenticate the student as the source and indicate approval of the disclosure.

Richmindale College may disclose personally identifiable information without student consent only when an applicable FERPA exception or other law permits the disclosure and all conditions are satisfied. Examples may include disclosures to school officials with legitimate educational interests; another institution in which the student seeks or intends to enroll, subject to applicable notice requirements; authorized representatives for audit, evaluation, or enforcement of education programs; accrediting organizations; qualifying studies under required controls; appropriate parties in a health or safety emergency when the legal standard is met; disclosures under a lawfully issued subpoena or judicial order subject to applicable notice rules; and other disclosures expressly authorized by law.

A school official may include a College employee, governing-board member, faculty member, administrator, contractor, consultant, volunteer, or other party performing an institutional service or function for which Richmindale would otherwise use employees, provided applicable FERPA conditions are met. A school official has a legitimate educational interest only when access to specific education-record information is reasonably necessary to perform assigned professional or authorized institutional responsibilities. Access is limited to the minimum information reasonably necessary for the authorized function.

When Richmindale College permits a contractor or outside service provider to access education records under the school-official exception or another FERPA exception, Richmindale uses appropriate contractual, administrative, and technical controls. Where required, the provider must be under Richmindale’s direct control regarding use and maintenance of education records, use information only for the authorized purpose, protect it from unauthorized access or redisclosure, and return, delete, or otherwise dispose of information as required by agreement and law. Vendors are not authorized to use protected student information for unrelated commercial purposes merely because they provide services to Richmindale.

When FERPA requires it, Richmindale maintains with the student’s education records a record of each request for access to and each disclosure of personally identifiable information, including the parties who requested or received information and their legitimate interests. The disclosure record is retained for as long as the related education records are maintained. Disclosures that FERPA excludes from the accounting requirement need not be recorded.

Richmindale College designates the following limited categories as directory information: student name; program or major field of study; enrollment status; dates of attendance; degrees, certificates, honors, and awards received; and participation in officially recognized College activities. Richmindale does not treat Social Security numbers, passwords, authentication credentials, financial information, grades, GPA, disciplinary records, disability information, or other sensitive identifiers as directory information. Richmindale may disclose properly designated directory information without consent only after providing the required notice and opportunity to opt out. A student may restrict disclosure through FERPA settings in the Student Portal or by written request to the Office of the Registrar within 30 calendar days after the annual directory-information notice or, for a newly enrolled student, within 30 calendar days after first receiving the notice. A timely restriction remains in effect until revoked through an authenticated College process, subject to applicable FERPA rules.

Enrollment in a postsecondary institution does not by itself authorize disclosure of education records to a student’s parent, spouse, family member, sponsor, employer, or other third party. Disclosure requires student consent unless a FERPA exception or other applicable law authorizes it. If Richmindale relies on a FERPA exception relating to dependency for federal tax purposes or another specific exception, appropriate documentation may be required before disclosure.

Richmindale College uses reasonable administrative, technical, and physical safeguards appropriate to the nature and sensitivity of student information. Controls may include role-based and least-privilege access, unique user accounts, strong authentication, secure transmission and storage, system logging and monitoring, access reviews, backup and recovery controls, device and network safeguards, secure physical storage, workforce confidentiality requirements, and security awareness training. Access privileges are modified or removed when responsibilities change or access is no longer required. Student records may not be downloaded, copied, transmitted, or stored in unauthorized systems or personal accounts.

Richmindale College maintains a documented records-retention schedule for student, academic, administrative, and related records in accordance with applicable federal and Arizona requirements, accreditation obligations, litigation holds, audit requirements, and legitimate institutional needs. Permanent academic records are retained permanently or as otherwise required by law. Nonpermanent records are retained for the applicable period and then securely destroyed or deleted in a manner appropriate to the medium and sensitivity of the information. Records subject to a legal hold, investigation, audit, complaint, or pending records request are not destroyed until the hold is released.

Suspected loss, unauthorized access, acquisition, use, disclosure, alteration, or destruction of student information must be promptly reported through Richmindale’s designated privacy or information-security process. Richmindale will investigate, contain, document, and remediate incidents and provide notices to affected individuals, regulators, law enforcement, or other parties when required by applicable law. Richmindale will comply with applicable Arizona data-breach notification requirements and other applicable federal or state requirements.

College offices are responsible for maintaining records that are accurate, relevant, and appropriate for legitimate institutional purposes. Richmindale seeks to collect and retain only information reasonably necessary for educational, administrative, regulatory, contractual, safety, or legal purposes. Employees and service providers must not access student records out of curiosity or for personal, commercial, or other unauthorized purposes.

Students are encouraged to raise student record or privacy concerns with the Office of the Registrar or Richmindale official designated to administer FERPA and student privacy. A student who believes Richmindale has failed to comply with FERPA may file a complaint with the U.S. Department of Education, Student Privacy Policy Office, in accordance with the Department’s current complaint procedures. Use of Richmindale’s internal process does not waive any external complaint right available under applicable law.

Richmindale College maintains student records and privacy practices in accordance with applicable Arizona private-postsecondary requirements and accreditation obligations. Richmindale preserves records needed to substantiate student enrollment, academic progress, credits, grades, and credentials and maintains confidentiality and record-retention controls consistent with applicable law. If a legal, regulatory, or accreditation requirement is more protective or requires a longer retention period than this catalog policy, the controlling requirement applies.